What is a contractor compliance score?

A contractor compliance score is an automatic calculation of how complete and current a subcontractor's documentation is. TrackMyVendor calculates each sub's score based on license status (verified against state databases), COI currency, W-9 on file, and any other documents tracked. A score below 100% means something specific is missing or expired.

Compliance scores · PDF & Excel reports · Pro

Contractor Compliance Scorecard: Automatic Scores for Every Sub's License, COI & W-9

Q: How do I track vendor compliance status?

TrackMyVendor gives every sub a live compliance score on your dashboard — green (fully compliant), amber (expiring soon), or red (non-compliant or missing documents). Each score reflects license status verified against state databases, COI expiration, W-9 on file, and any other documents you track. Status updates automatically as documents change or expire.

Q: Can I export a subcontractor compliance report for an audit?

Yes. The Pro plan includes one-click PDF and Excel compliance report export — showing all subs and their current compliance status. Ready to hand to an auditor, insurance carrier, or project owner without any manual assembly.

TrackMyVendor automatically scores every subcontractor — license, COI, and W-9 combined into one status. Green means clear. Red means don't put them on site. Export a compliance report in one click when an owner or auditor asks.

Start free trial — scores included See how scoring works

Compliance scores & reports on Starter ($39/mo) and Pro ($59/mo) · 30-day free trial · No credit card

TrackMyVendor compliance summary dashboard showing contractor compliance scores, project status, and document completion rates

Every sub's score — license, COI, W-9 — updated automatically

You think your subs are compliant. Are you sure?

With 20+ subs across multiple jobs, contractor risk management through manual tracking of license status, COI expiration, and W-9 collection before every job isn't realistic. Something always slips.

You have 30 subs on the roster. A few have expired licenses or lapsed COIs. You don't know which ones until something forces you to check.

When you pull a sub for a job, you're guessing they're still compliant — you haven't re-verified license, COI, and W-9 together since you hired them.

An owner asks for your compliance documentation. Pulling it together takes hours of digging through email threads and folders.

You discover a sub's COI coverage was below the contract minimum after the project closes — too late to fix it.

How the contractor compliance score is calculated

Each sub gets an automatic score based on four things. A score below 100% tells you exactly what's missing — before you put them on a job.

License status

Active licenses verified against TX, FL, CA, WA, OR, IL, and CO state databases — not just taken at the sub's word. Suspended or expired brings the score down immediately.

COI currency

Certificate of insurance expiration date on file and current. AI extracts the date automatically from uploaded PDFs. Expired COI = score drops to red.

W-9 on file

W-9 collected and stored. Missing W-9 flags on the score so you're not scrambling at year-end. W-9 collection is available on every plan, including Free.

Additional documents

Any other uploaded document with an expiration date — safety certifications, bonds, contracts — tracked and factored into the score.

What each score status means

Green — Compliant

License active, COI current, W-9 on file. Clear to work.

Amber — Expiring soon

Something is expiring within 90 days. Action needed.

Red — Non-compliant

Expired or missing. Should not be on the job site.

How to build a contractor compliance scorecard

TrackMyVendor builds it automatically — but here's exactly what happens step by step. Prefer to build one yourself first? See the full step-by-step guide to building a contractor compliance scorecard, including the spreadsheet method.

Add your sub roster

Import from CSV or add subs one by one. Name and email is enough to start. TrackMyVendor creates a profile for each sub and begins tracking their compliance immediately.

Attach their license, COI, and W-9

Search the state database to verify and attach their license. Send a magic link for the sub to upload their COI and W-9 from their phone — no account or login needed on their end.

Scores calculate automatically

As documents are added and verified, each sub's score updates in real time. No manual scoring. A sub missing their W-9 shows amber. A sub with an expired COI shows red.

Scores stay current — automatically

License databases are checked daily. COI and license expiration dates are monitored continuously. When something changes, the score updates and you get an alert — no re-checking required.

Export a compliance report when you need one

Pro

One-click PDF or Excel export shows all subs and their current compliance status. Ready for an owner submittal, audit, or insurance broker review — no manual assembly.

What you get with compliance scoring and reports

Everything to track vendor compliance status and prove it when asked.

Live compliance dashboard

All subs ranked by compliance status. Green, amber, red — sorted so the problems surface first. See your entire roster in one view.

PDF report export Pro

Professional PDF showing all subs and their compliance status. Hand it to an owner, auditor, or insurance broker without any manual formatting.

Excel export Pro

Full roster with compliance fields in Excel for filtering, sorting, or sharing with teams that work in spreadsheets.

Attention required list

"Fix now" vs. "can wait" — expired and critically overdue items surfaced separately from approaching expirations. You see exactly what needs action today.

Per-project compliance view Pro

Filter by project to see only the subs active on a specific job. Per-project insurance minimums flag subs underinsured for that job specifically.

Timestamped audit trail Pro

Every status change, document upload, and score update logged with a timestamp. Proves what you knew, and when — if it ever comes up.

What GCs are saying

"We used to find out a sub's insurance lapsed when our insurance broker asked during a renewal audit. Now I get a 30-day warning and my sub gets the same email automatically. We've got 6 active projects running right now — I'm not chasing anybody for paperwork."

Mike R. — General Contractor, Dallas TX

Managing 40 subs across 6 active job sites

Simple, transparent pricing

Compliance scores are visible on the dashboard from the free plan. One-click PDF and Excel reports are Pro.

30-DAY FREE TRIAL — No credit card required

Free

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, IL & CO databases
✓Expiration tracking — in-app, plus a weekly email summary
✓Magic link uploads (no sub account needed)
✓AI COI parsing — no manual data entry
✓AI W-9 parsing — name, TIN and tax classification read automatically
✓Any other document, filed by category — contracts, financials, licensing, insurance
✓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
✓Invite a second user to your account

Start Free Trial

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
✓Per-project insurance requirement templates
✓Compliance enforcement — flag non-compliant subs per project
✓Unlimited users & team roles
✓Bulk import — add your roster from CSV
✓Zapier & Make webhooks
✓Compliance reports (PDF & Excel)

Start Free Trial

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

Frequently asked questions

How do I build a contractor compliance scorecard?

TrackMyVendor builds it automatically. Add your subs, attach their license, COI, and W-9, and each sub gets a compliance score based on what's current, what's expiring, and what's missing. You don't build the scorecard manually — it updates in real time as documents change. Scores are visible on the dashboard even on the free plan.

How do I track vendor compliance status?

Your TrackMyVendor dashboard shows every sub's compliance status in real time — green (compliant), amber (expiring soon), or red (expired or missing). Each status reflects license verification against state databases, COI expiration, and W-9 on file. Status updates automatically as documents change or expire; you don't have to re-check manually.

What does a contractor compliance score actually measure?

Four things: license status (verified against state databases — not just self-reported), COI currency (expiration date on file and current), W-9 on file, and any other tracked documents. A score below 100% points to something specific that needs fixing — not just a vague "compliance issue."

Can I export a compliance report for an audit or owner submittal?

Yes — the Pro plan includes one-click PDF and Excel compliance report export. The report shows all subs and their current compliance status, ready to hand to an owner, auditor, or insurance broker without any manual assembly.

Can I share compliance reports with people outside my organization?

Yes — exported PDF and Excel reports can be shared via email or any file-sharing method. The recipient doesn't need a TrackMyVendor account.

Are compliance scores available on the free plan?

Yes — compliance scores, the status dashboard, and the timestamped audit trail are available on all plans including Free (up to 25 subs). PDF and Excel report export require Pro ($59/mo).

Know which subs are compliant before the job starts

Automatic scores, one-click reports, and a dashboard that tells you exactly what needs fixing — no manual tracking.

Start free trial — no credit card required

Starter plan · 30-day free trial · No credit card required