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No account needed · Onboarding subcontractors in under 2 minutes

Contractor Onboarding Software: Collect COI, License & W-9 in One Magic Link

Send a magic link from any sub's profile. They complete their onboarding by uploading their COI, license, W-9, and safety records in under 2 minutes — directly into your compliance dashboard. Onboarding subcontractors has never been this fast.

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Free for your first 25 subs · No credit card required

How contractor onboarding works

Three steps. No implementation. Onboarding subcontractors works the same day you sign up.

1

Send an onboarding request

From any sub's profile, click "Request Documents" to send a secure magic link via email. Specify exactly which documents you need — COI, license, W-9, or all three.

2

Sub completes onboarding — no account, no app, no portal login

Free

The sub clicks the link, sees what's already on file, and uploads whatever's missing — from their phone or desktop. They can look up and attach their professional license directly from our database of 1 million+ records. Most subs complete onboarding in under 2 minutes.

3

Onboarding documents appear in your dashboard — already filed

AI parsing included

Uploaded documents are attached to the sub's profile automatically. COIs are parsed by AI on every plan — expiration dates and coverage limits are extracted without any manual data entry. No renaming files, no chasing follow-ups.

Everything covered in one onboarding link

One link collects every document you need from a sub during contractor onboarding — no back-and-forth required.

COI collection at onboarding

Sub uploads their certificate of insurance. AI reads the PDF and extracts expiration dates, coverage limits, and policy types automatically.

License lookup & attach

Sub can search our database of 1 million+ professional licenses and attach theirs directly — no PDF hunt required. We verify it's active with the state in real time.

W-9 collection

Collect W-9s through the same onboarding link — no separate request needed. Everything stored in the sub's profile and ready at year-end.

Re-onboarding renewal reminders Starter+

When a COI approaches expiration, your sub gets an alert with a fresh upload link included — so you never have to follow up manually. Alerts fire at 90, 60, 30, and 7 days.

Any document type

Safety certifications, signed agreements, background check results — subs can upload any compliance document during onboarding. All stored in their profile.

Per-project requirements Pro

Set minimum GL and workers' comp limits per project. TrackMyVendor flags any upload that doesn't meet the requirement — so you catch coverage gaps before a job starts.

Why onboarding subcontractors is broken today

Most GCs spend 3–5 hours a week on document follow-up that should take minutes.

Without TrackMyVendor

Endless email back-and-forth requesting onboarding documents
Subs send the wrong document or an outdated version
Onboarding documents arrive as email attachments that need manual filing
Contractor onboarding follow-ups become a full-time job

With TrackMyVendor

One magic link — sub completes onboarding from their phone in under 2 minutes
The onboarding portal shows exactly what's missing — subs can't send the wrong thing
Onboarding documents attach to the sub's profile automatically — zero manual filing
Renewal reminders include the upload link — onboarding subcontractors for renewals is automatic

Simple, transparent pricing

Contractor onboarding links and AI COI parsing are free forever. Automated alerts unlock on paid plans.

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

Contractor onboarding — frequently asked questions

Does the subcontractor need to create an account or download anything to complete onboarding?
No. The onboarding link opens a secure upload page in any browser — desktop or phone. The sub sees what documents you already have on file, uploads what's missing, and closes the tab. No account, no app, no password. Most subs complete contractor onboarding in under 2 minutes.
Will my subs actually complete onboarding, or will they ignore the link?
Completion rates are higher than email-attached requests because the link goes directly to a one-page upload form — no login, no instructions to follow, nothing to figure out. Automated renewal reminders (Starter and above) include the fresh upload link automatically, so onboarding subcontractors for renewals requires zero manual follow-up from you.
What documents can subcontractors upload during onboarding?
Subs can upload any compliance document — COIs, license copies, W-9s, safety certifications, signed contracts, background checks, and more. They can also look up and attach their professional license directly from our database of 1 million+ records without needing to find the PDF.
Can I require specific coverage limits during contractor onboarding?
Yes. When you send the onboarding link from a sub's profile, you specify which documents are required. For per-project COI requirements, per-project insurance requirement templates are available on the Pro plan — you set the minimum GL and workers' comp limits and TrackMyVendor flags any upload that doesn't meet them.
Does contractor onboarding work for collecting W-9s too?
Yes. The onboarding request lets you specify any document type — COI, contractor license copy, W-9, safety certifications, signed agreements, or background check results. W-9 collection and storage is available on Starter and above. Subs can upload a W-9 through the same onboarding link — no separate request needed.
How long does the onboarding link stay active?
Onboarding links are valid for 30 days from the time you send them. If a link expires or a sub loses it, you can generate a new one from their profile in one click. Automated renewal reminders — available on Starter and above — include a fresh link automatically, so expiring COIs trigger a new onboarding request without any action from you.
What if a sub doesn't respond to the onboarding request?
You can resend the onboarding link at any time from the sub's profile, or create a new request if the original expires. Because the link goes directly to a simple upload page — not a signup form — subs are far more likely to complete onboarding than they are to respond to an email asking them to attach and send files.
What documents should I collect from a subcontractor before they start?
At minimum: a current Certificate of Insurance meeting your coverage minimums, a W-9 for 1099 reporting, and proof of an active state license. TrackMyVendor collects all three through a single magic link and keeps each current — COI and license monitored automatically, W-9 stored for year-end.

Start onboarding subcontractors today — no setup required.

Free for your first 25 subs. No credit card, no implementation call, no onboarding meeting.

Start free — onboard your first sub today

No credit card required

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Plans & Pricing

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