TrackMyVendor
For agencies Login Sign up free
Every expiration date — one view

Compliance Calendar for Insurance Expiration Tracking and Vendor Renewal Reminders

See every COI insurance expiration date, contractor license renewal, and W-9 deadline across your sub roster on one calendar — then subscribe it to Google Calendar, Outlook or Apple Calendar so those dates sit beside your own. Built-in vendor renewal tracking and automated subcontractor renewal reminders, color-coded by urgency, zero spreadsheet required.

Start free — calendar included See how it works

Compliance calendar on all plans, including Free · No credit card required

Insurance expiration tracking shouldn't be a spreadsheet job

Manual vendor renewal tracking in a spreadsheet means you're always one missed column away from a lapsed COI or suspended license on an active job.

You can't tell at a glance if January is light on renewals or if you have six things expiring the same week.
A sub's COI and license can expire in the same month — you don't see that overlap until you're already in it.
No visual view of the month means renewal reminders catch you off guard instead of giving you lead time to plan.
When a sub is pulled from a job mid-project for a lapsed license, the calendar would have shown it coming weeks earlier.

How the compliance calendar works

Zero setup beyond adding your subs. The calendar populates automatically from every tracked expiration date in your account.

1

Month view — the shape of the month

Open Calendar in the sidebar. Every date with a tracked expiration carries a color-coded marker: red for expired, amber for expiring within 30 days, sky blue for upcoming. Dates without deadlines stay quiet, so a busy week is obvious at a glance.

2

Filter by document type

Use the filter pills — All documents, COIs, Licenses — to narrow the view. Filtering to COIs shows only insurance expiration dates across your roster; Licenses shows only contractor license renewals. The calendar re-colors instantly, and the filter stays in the URL so you can bookmark the view you actually use.

3

Click a date — see who's expiring, and chase them

Clicking a date opens the day, listing every sub with a deadline on it — their name, document type, and status. Each entry links through to that sub's profile, and you can send a renewal notice with an upload link from the day itself, without going anywhere else.

4

Or read it as a list

The List toggle shows the same month in date order instead of a grid — each row carrying the sub, the document, the insurer and policy number, and how many days are left. The grid answers "how is this month shaped"; the list answers "what is next". Both are a click apart and the choice stays in the URL.

TrackMyVendor compliance calendar list view showing subcontractor COI expirations in date order with insurer, policy number and days remaining

List view — the same month in date order, with the insurer and policy number on each row

Starter plan and above

Subscribe it to Google Calendar, Outlook or Apple Calendar

The calendar you check every morning is probably not ours. So don't make anyone remember to open a second one: hit Subscribe and every COI expiration, license renewal and W-9 deadline lands in the calendar your team already lives in.

It's a subscription, not an export. Your calendar app re-fetches the feed on its own schedule, so a certificate a sub uploads today turns up in Outlook without anyone doing anything — and a renewal you record removes the deadline that was there. Deadlines arrive as all-day entries, so they never block out a meeting slot.

  • ✓ One click for Apple Calendar and Outlook; paste the URL into Google Calendar under Other calendars → From URL.
  • ✓ Share it with a superintendent or a PM who will never log in — no account needed to read it.
  • ✓ Shared too widely? An owner generates a new link, and every old copy stops working at once.

Step-by-step: Subscribe to your deadlines in Google, Outlook or Apple Calendar.

The TrackMyVendor Subscribe panel showing one-click buttons for Apple and Outlook, the feed URL for Google Calendar, and the option to regenerate the link

One link, added once — then it keeps itself up to date

Insurance expiration tracking, vendor renewal tracking, and subcontractor renewal reminders — all in one place

Every document type your subs carry — tracked, color-coded, and actionable from a single compliance calendar.

Insurance expiration tracking for COIs and policies

Every COI on file — whether AI-extracted or manually entered — has an expiration date that lands on the compliance calendar. Insurance expiration tracking is automatic: a lapsing policy shows as amber the month it expires, and red the day it does. Filter the calendar to COI to see your full insurance expiration landscape for the year at a glance — which months are heavy with renewals, which subs have overlapping policy end dates, and who is already past due.

Spot renewal clusters

See at a glance when 3–4 COIs all expire the same week — before it becomes a chase.

Policy type detail

Click any date to see which subs, which policies (GL, WC), and their expiration status.

Already expired — visible immediately

Expired COIs stay on the calendar in red so nothing silently disappears from view.

Vendor renewal tracking — licenses, COIs, and every document your subs carry

Vendor renewal tracking in TrackMyVendor goes beyond a single document type. Contractor and subcontractor licenses verified directly from state databases — Texas TDLR, Florida DBPR, California CSLB, Washington L&I, Oregon CCB, Illinois IDFPR, and Colorado DORA — sync their renewal dates to the calendar automatically. Manually entered licenses for any other state work the same way. See the full vendor renewal schedule across your entire roster: which months have license renewals due, which subs have both a COI and a license expiring at the same time, and which are already suspended or past due.

State-verified dates

TX · FL · CA · WA · OR · IL · CO license expiration dates pulled directly from state databases.

Any state, manually entered

Subs in other states? Enter the date manually and it gets the same calendar treatment.

Overlap view

See when a sub has both a license and a COI expiring in the same month — before it's a scheduling problem.

Subcontractor renewal reminders

Starter+

The calendar shows you what's coming. Automated renewal reminders make sure it gets handled without you following up. On Starter and Pro plans, TrackMyVendor sends expiration alerts at 90, 60, 30, and 7 days before any tracked expiration — to you and to the sub. The sub's alert includes a one-time upload link so they can submit the renewed document from their phone without you sending a separate email. The calendar and the alerts work together: you see the deadline in the calendar, the reminder system handles the follow-through.

You and your sub get the alert

Most tools only notify the GC. TrackMyVendor emails the sub at the same time with a renewal link — no follow-up required from you.

90 · 60 · 30 · 7 days

Four warning points before every expiration. Enough lead time to act — not just enough to notice.

Learn more about automated alerts →

W-9s and other documents with expiration dates

Any document uploaded to TrackMyVendor with an expiration date on file appears on the compliance calendar — including W-9s, bonds, specialty certifications, and custom uploaded documents. If you track a date, it lands on the calendar. Nothing lives only in an email thread or a spreadsheet column while everything else is on the calendar.

COI / Certificate of Insurance Contractor Licenses W-9 Forms Surety Bonds Specialty Certifications Custom Documents

What GCs and property managers say

"Before, I kept expiration dates in a spreadsheet and hoped I'd catch them before they lapsed. Now I open the calendar and see the whole year — what's coming up in June, which subs have both a license and a COI expiring in the same month. It's the first thing I check on Monday morning."

JT

James T. — General Contractor, Houston TX

Managing 28 subs across residential and commercial jobs

Simple, transparent pricing

The compliance calendar is included on all plans. Per-deadline renewal alerts and the subscribable calendar feed start on Starter.

30-DAY FREE TRIAL — No credit card required

Free

$0
Up to 25 subcontractors · 1 user

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 tracking in all 50 states, plus automated daily state-database verification
  • ✓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
Start Free — No Credit Card

Starter

$39/mo
Unlimited subcontractors · 2 users

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
Start Free Trial
Most Popular

Pro

$59/mo
Unlimited subcontractors · Unlimited users

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)
Start Free Trial

No contracts. Cancel anytime. See the full plan comparison →

Frequently asked questions

What types of expiration dates appear on the compliance calendar?
Every tracked document with an expiration date: contractor licenses from any state, re-checked daily against the official database wherever we sync with it, certificates of insurance (COIs), W-9s, and any other uploaded documents. The calendar is a visual overlay on top of all the data TrackMyVendor already tracks for your roster.
Is the compliance calendar available on the free plan?
Yes. The compliance calendar is available on all plans, including Free. It displays all tracked expiration dates in your account. Automated renewal reminders that fire at 90/60/30/7 days before expiration require a Starter or Pro plan.
Can I filter the calendar by document type?
Yes. The calendar has filter pills at the top — All documents, COIs, and Licenses — so you can isolate just insurance expirations or just license renewals. The color-coding updates instantly, in both the month grid and the list view.
How do I see which sub is expiring on a specific date?
Click the date. It opens a day page listing every sub with a deadline that day — their name, the document type, and the status — with a link through to the sub's profile, and you can send that sub a renewal notice without leaving the page. If you would rather read the month as a list than a grid, the List view shows the same deadlines in date order with the insurer and policy number on each row.
How does the calendar handle COI insurance expiration tracking specifically?
Every COI uploaded to TrackMyVendor has an expiration date on file — either extracted automatically by AI or entered manually. That date populates the compliance calendar, color-coded red (expired), amber (expiring within 30 days), or sky blue (upcoming). Filter to 'COI' to see only insurance expirations across your roster.
What is vendor renewal tracking?
Vendor renewal tracking is the process of monitoring when each vendor or subcontractor needs to renew their compliance documents — typically their certificate of insurance (COI), contractor license, and W-9. TrackMyVendor's compliance calendar shows every vendor renewal date across your roster, color-coded by urgency, and can be subscribed to from Google Calendar, Outlook or Apple Calendar so those dates sit beside your own. When a renewal is approaching, automated subcontractor renewal reminders are sent at 90, 60, 30, and 7 days before expiration — to you and to the sub simultaneously.
Can I subscribe to the compliance calendar from Google Calendar or Outlook?
Yes, on Starter and Pro. The Subscribe button gives you a calendar link you can add to Google Calendar, Outlook or Apple Calendar. It is a subscription rather than an export: your calendar app re-fetches it on its own schedule, so a certificate you record in TrackMyVendor turns up in Outlook without anyone doing anything. Deadlines arrive as all-day entries, so they never block out a meeting slot. The Calendar screen itself is on every plan, including Free — only the subscribe link needs a paid plan.
Who can see my calendar subscription link?
Anyone holding the link can see contractor names and dates without a TrackMyVendor account, and there is no sign-in step. That is deliberate — it is what lets you hand it to a superintendent who will never log in — so share it as carefully as you would a spreadsheet of the same information. If it has been shared too widely, an owner can generate a new link from Calendar or from Settings, which revokes every copy at once.
How do subcontractor renewal reminders work?
When a subcontractor's COI, license, or other tracked document is approaching expiration, TrackMyVendor sends renewal reminders at 90, 60, 30, and 7 days in advance. The reminder goes to you and to the subcontractor at the same time. The sub's email includes a one-time upload link so they can submit the renewed document directly from their phone — no account login, no follow-up from you. Subcontractor renewal reminders are available on Starter and Pro plans.

Compliance calendar, insurance expiration tracking, and vendor renewal reminders — in one place

Every COI, license, and W-9 renewal date — color-coded, subscribable from Google Calendar, Outlook or Apple Calendar, and chased automatically. Free for up to 25 subs.

Start free — no credit card required

Free plan · Up to 25 subcontractors · No credit card required

Explore More

Alerts and Reminders

Get notified before documents expire

Vendor Management

Organize all your contractors in one place

License Verification

Search 1M+ licenses and monitor your sub roster daily

AI COI Parsing

AI-powered certificate of insurance extraction

Compliance Scoring & Reports

Track compliance scores and export reports

Document Storage

Manage all compliance documents securely

Project Management

Group vendors by project or job

How to Track Subcontractor Insurance

COI management guide for general contractors

How to Track Subcontractor Compliance

Real-time compliance tracking guide for GCs

Plans & Pricing

View plans and start your free trial