Stay Contract-Compliant Across Every Client Site — Automatically
COI, Bonding & W-9 Tracking for Commercial Cleaning Companies
When you clean dozens of locations for one facilities-management contract, a single lapsed COI or bonding gap at one site can jeopardize the whole account. TrackMyVendor tracks insurance, bonding, and W-9s for every crew and subcontractor across your entire portfolio — and alerts you before a lapse costs you the contract.
Portfolio-wide compliance, without the enterprise platform
Certificate of insurance tracking, per-account requirements and automated follow-up keep every crew and subcontractor contract-ready across every client site you service.
Insurance and bonding read off the document
AI reads each COI — carrier, policy numbers, per-coverage limits and the effective and expiration date of every line — and the endorsement forms behind it, which is where a facility's additional-insured requirement is actually met or missed. Janitorial bonds sit alongside, tracked on their own expiration. See how AI COI parsing works.
Multi-site tracking, with requirements per account
Group crews and subs by client, building, or account, and set the coverage that contract demands — each line with its own minimum limit. Status is answered per location, so a single site never becomes the weak link in a portfolio contract. See how per-account requirements work.
Crews and subs chased automatically
Renewal notices go to the crew or subcontractor as well as your office, each carrying an upload link that needs no account and works from a phone between shifts. One click chases everyone outstanding, with a 48-hour cooldown so nobody is emailed twice.
Every other document a contract names
Background checks, training records, safety documentation, bonding and signed agreements are filed by category against the crew or sub they belong to, each carrying its own expiration date and the same renewal schedule as the insurance.
W-9s through the same link
Subcontractor W-9s are collected in the same request as the certificate, with legal name, TIN and tax classification read off the form. When a facilities manager asks for proof, the same status exports as a PDF or Excel file in seconds.
Renewals in the tools you already run
Subscribe every expiration date into Google Calendar, Outlook or Apple Calendar, and push compliance events into Slack, Teams, Zapier or Make with signed webhooks — so an account manager sees a lapse without opening another dashboard.
Managing vendors across many properties? See how property managers use TrackMyVendor →
How compliance tracking works for commercial cleaning companies
Three steps, and only the first one takes your time.
Add your subcontracted crews
Whether you subcontract floor care, window cleaning, or whole sites, each company goes in once and keeps its documents across every account you service.
They upload from a phone, and the documents read themselves
A link in an email is all a sub needs to supply their COI, W-9, license and bond — no portal login and no app, which matters when the crew lead is not the person who reads email at a desk. AI then extracts carrier, coverage lines, limits and per-coverage dates from the ACORD certificate, and the W-9 gives up its name, TIN and tax classification the same way. Licenses are re-checked daily against Texas TDLR, Florida DBPR, California CSLB, Washington L&I, Oregon CCB, Illinois IDFPR and Colorado DORA.
You never find out at the account review
Every plan flags what is expiring in the dashboard and emails your team a weekly summary. Starter adds the per-deadline alerts at 90, 60, 30 and 7 days, sent to the contractor as well as your team.
One compliance gap at one site can cost you the whole account
Facilities managers and property managers grant building access on proof of current insurance — and they don't distinguish between "the company is covered" and "this crew is covered." The exposure adds up fast:
Job-management tools like Jobber and Housecall Pro let you attach a document, but they don't track when it expires. That's the gap that ends contracts — and it's exactly what TrackMyVendor closes.
Documents commercial cleaning companies track
Simple, transparent pricing
Start free with 25 subcontractors. Per-site insurance requirements and reports come with Pro.
Free
Free forever. No credit card. No expiration date on the free tier.
- ✓AI COI parsing and AI W-9 parsing — carrier, limits, policy dates, name, TIN and tax classification read for you
- ✓Any other document, filed by category — contracts, financials, licensing, insurance
- ✓License verification against the TX, FL, CA, WA, OR, IL & CO state databases
- ✓Magic link uploads — your subs send documents without an account
- ✓Expiration tracking across every license, certificate and W-9
- ✓Weekly compliance digest by email
- ✓Timestamped audit trail
Starter
Solo GC or property manager tired of chasing renewals manually — less than the cost of discovering one expired license on inspection day.
- ✓Everything in Free
- ✓Unlimited subcontractors — no 25-record ceiling
- ✓Automated email alerts at 90/60/30/7 days — sent to your team and the contractor
- ✓Calendar feed — subscribe every deadline into Google Calendar, Outlook or Apple Calendar
- ✓Invite a second user to your account
Pro
Multiple job sites or properties, with a foreman or office manager who also needs access.
- ✓Everything in Starter
- ✓AI-parsed endorsements — additional insured, waiver of subrogation, primary & non-contributory, read off the endorsement pages
- ✓Projects — group subs by job or property, with per-project coverage requirements
- ✓Unlimited users & team roles
- ✓Bulk import — add your roster from CSV or a certificate archive
- ✓Integrations — API key, webhooks, Zapier, Make, Slack and Teams
- ✓Compliance reports (PDF & Excel)
No contracts. Cancel anytime. See the full plan comparison →
What a facility contract asks a cleaning company to prove
Commercial cleaning contracts are lost on paperwork more often than on performance. A property manager or facility director conducting a vendor review is looking for a specific set of documents, and the review usually happens without warning.
General liability naming the property as additional insured
Per site. A national account with forty buildings can mean forty certificate holders, each expecting their own entity named correctly — which is exactly the work that does not scale in a spreadsheet.
Workers' compensation for every crew on site
Cleaning is after-hours, unsupervised, and involves ladders, chemicals and wet floors. This is the coverage a facility manager checks first and forgives least.
A janitorial or fidelity bond
Cleaning crews hold keys and work alone in buildings full of other people's property. Many contracts require a bond covering employee dishonesty, and it renews on its own schedule, separate from the insurance.
Commercial auto where crews drive between sites
Route-based crews moving equipment between buildings need it named. A single-site contract often does not require it, which is why it is easy to miss when you add the second site.
Business licensing where the jurisdiction requires it
Cleaning itself is unlicensed in most states, but specialty work — pressure washing that discharges to storm drains, some floor refinishing, pest-adjacent services — can pull a permit requirement you did not expect.
A W-9 for every subcontracted crew
You are issuing the 1099. Collect it with the certificate at onboarding and January is uneventful.
Every document type is filed by category against the sub that supplied it, each with its own expiration date, so a bond renewing in April and a GL policy renewing in November are tracked as two separate deadlines rather than one.
Frequently asked questions
How is this different from Jobber or Housecall Pro?
Can I track compliance across multiple client sites and crews?
Can I produce proof of insurance on demand for a facilities manager?
Can I collect insurance and W-9s from subcontracted crews without an account for them?
We service sites for several different property managers. Can requirements differ per site?
Can we store bonds and other documents that are not COIs?
Can we hand a client proof that our crews are compliant?
Keep every site contract-ready
Track insurance, bonding, and W-9s across every crew, subcontractor, and client location — and never lose an account to an expired document.
Start free — track up to 25 vendorsNo credit card required
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