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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 entire sub roster on a single 12-month calendar. Built-in vendor renewal tracking and automated subcontractor renewal reminders — color-coded by urgency, zero spreadsheet required.

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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

Year view — the whole roster at a glance

Open the Calendar tab on your dashboard and see all 12 months side by side. Every date with a tracked expiration gets a color-coded circle: red for expired, amber for expiring within 30 days, sky blue for upcoming. Dates without events are quiet.

2

Filter by document type

Use the filter pills — All, COI, License — to narrow the view. Filtering to COI shows only insurance expiration dates across your roster. Filtering to License shows only contractor license renewals. The calendar re-colors instantly.

3

Click a date — see who's expiring

Clicking any highlighted date in year view opens a popup listing every sub with an event on that day — their name, document type, and status. Each entry links directly to that sub's profile where you can take action.

4

Drill into a month for a full calendar view

Click any month name to switch to month view — a standard Google Calendar-style grid with a side panel. Click a date and the panel shows every sub expiring that day with status badges and a direct link to their profile. Use the arrows to step through months without going back to year view.

TrackMyVendor compliance calendar month view with side panel showing subcontractor expiration details for a selected date

Month view — click a date to see exactly which subs are expiring and jump to their profile

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 (Starter+) 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, and Oregon CCB — 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 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. Automated renewal reminders require Starter or Pro.

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.

  • ✓License verification — TX, FL, CA, WA & OR
  • ✓Expiration tracking (dashboard)
  • ✓Compliance calendar — all 12 months
  • ✓Magic link uploads
  • ✓Document storage
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Starter

$39/mo
Unlimited subcontractors · 1 user

Solo GC or property manager tired of chasing renewals manually.

  • ✓Everything in Free
  • ✓Automated renewal reminders at 90/60/30/7 days
  • ✓Sub also gets alerted — renewal link included
  • ✓AI COI parsing — no manual data entry
  • ✓W-9 collection & storage
  • ✓Compliance reports (PDF & Excel)
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Pro

$79/mo
Unlimited subcontractors · Unlimited users

Multiple job sites with a foreman or office manager who also needs access.

  • ✓Everything in Starter
  • ✓Per-project insurance requirement templates
  • ✓Team roles & permissions
  • ✓Bulk import — add your roster from CSV
  • ✓Timestamped audit trail
  • ✓Zapier & Make webhooks
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No contracts. Cancel anytime. See the full plan comparison →

Frequently asked questions

What types of expiration dates appear on the calendar?
Every tracked document with an expiration date: contractor licenses (verified from TX, FL, CA, WA, and OR state databases, or manually entered), 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, COI, and License — so you can quickly isolate just insurance expirations or just license expirations across your roster. The year view color-coding updates instantly when you switch filters.
How do I see which sub is expiring on a specific date?
Click any highlighted date. In year view, a popup opens listing every sub with an expiration on that date — their name, document type, status, and a direct link to their profile. In month view, clicking a date opens a side panel with the same detail. From either, you can jump straight to the sub's page.
How does the calendar handle COI insurance expiration tracking?
Every COI uploaded to TrackMyVendor has an expiration date on file — either extracted automatically by AI (Starter+) or entered manually on any plan. That date populates the compliance calendar, color-coded red (expired), amber (expiring within 30 days), or sky blue (upcoming). Use the COI filter to see only insurance expiration tracking data across your roster for the whole year.
What is vendor renewal tracking and how does it work?
Vendor renewal tracking is monitoring when each vendor or subcontractor needs to renew their compliance documents — typically their COI, contractor license, and W-9. In TrackMyVendor, every tracked expiration date populates the compliance calendar automatically. You see the full renewal schedule for your entire roster without building or maintaining a spreadsheet. When a renewal date approaches, automated subcontractor renewal reminders fire at 90, 60, 30, and 7 days before expiration — to you and to the sub.
How do subcontractor renewal reminders work?
When any tracked document is approaching expiration, TrackMyVendor sends subcontractor renewal reminders at 90, 60, 30, and 7 days in advance — to you and to the sub at the same time. The sub's reminder includes a one-time upload link so they can submit the renewed document from their phone without you sending a separate follow-up email. Subcontractor renewal reminders are available on Starter ($39/mo) and Pro ($79/mo) plans. The compliance calendar shows you what's upcoming; the reminder system handles the follow-through.

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

Every COI, license, and W-9 renewal date — color-coded on a 12-month compliance calendar. Subcontractor renewal reminders fire automatically. Free for up to 25 subs.

Start free — no credit card required

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

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