Custom compliance rules

Custom Insurance Requirements Tracking — Your Rules, Checked on Every Certificate

Set the coverage minimums and documents you require once, raise them on the job that demands more, and every COI that arrives is measured against them automatically. When a contractor falls short, you see exactly which rule and by how much.

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Default minimums on every plan · per-project rules on Pro, with a 30-day free trial

Compliance rules

Ridgeline Construction Group

Default — every contractor

General liability $1,000,000
Workers' compensation Required
Auto liability $1,000,000

Form W-9 Certificate of Insurance State Trade License

Project: Harbor Tower Medical Office

General liability raised $2,000,000
Umbrella added $5,000,000

+ Additional Insured Endorsement + Safety Plan / EMR Letter

Apex Drywall LLC Non-Compliant

Why? Harbor Tower Medical Office: General Liability is $1,000,000, below the $2,000,000 minimum on this project

Three layers of rules, set up in about ten minutes

Most teams already know their requirements — they live in a subcontract, a management agreement or a board resolution. Writing them down here is what makes them get checked.

Default minimums for everyone

Every plan

Tick the coverages you require — general liability, workers' compensation, auto liability, umbrella — and type the lowest limit you will accept for each. Write it the way you say it: 1M, $1,000,000 and 2.5m all work. That floor applies to every contractor on the roster.

Required documents, started from a preset

Starter and up

Pick the paperwork every contractor must have on file — W-9, certificate, additional insured, primary & non-contributory and waiver of subrogation endorsements, state trade license, master subcontract agreement, safety plan or EMR letter and more — or apply a preset for your line of work and adjust it. The preset is copied, so the list is yours from then on.

Project overrides on top

Pro

Give one job, property or event its own minimums and its own document list. A contractor assigned to it is held to your defaults and to what that project adds — and when the project's end date passes, its requirements stop counting.

Automated COI requirement validation — four ways a certificate falls short

When a certificate is uploaded — by you, or by the contractor through their link — the carrier, limits and each coverage's own effective and expiration dates are read off the ACORD 25 and compared with your rules. Four different problems, kept apart because each is a different conversation with the contractor:

Missing

The coverage you require is not on any certificate on file.

No Umbrella coverage on any certificate

Expired

It was there, but every policy for that line has lapsed — checked against each coverage's own dates, not just the certificate's.

Auto coverage expired Mar 3, 2026

Not yet in force

The renewal arrived early and the new policy has not started. The old one still counts until it ends.

Workers Compensation coverage does not start until Nov 1, 2026

Below minimum

The coverage exists and is in date, but the limit is lower than yours.

General Liability is $1,000,000, below the $2,000,000 minimum on this job

That sentence is what appears under Why? beside a Non-Compliant badge — on the roster, on the contractor's page, and on each project — so nobody has to open the PDF to find out what is wrong. It is the same list the Action Queue works from, and the same verdict that goes into your compliance reports.

Default vs. project insurance minimums

The default is what you would refuse to let anyone work without. The project is where a contract, an owner or a board asks for more. Keeping them apart is what stops one $5M job from turning half your roster red.

	Default rules	Project overrides
Applies to	Every contractor on the roster	Contractors assigned to that project, while it is active
Coverage minimums	GL, workers' comp, auto, umbrella	The same four, each with the project's own limit
Required documents	Your list, started from a preset	Its own list, copied from yours when the project is created
Where it shows	Every contractor's badge, the roster, the dashboard	The project's page — and the contractor's badge, with the project named under Why?
When it stops	When you switch enforcement off (your list is kept)	When the project's end date passes
Plan	Minimums: every plan. Documents: Starter and up	Pro

Nothing is said twice. A contractor missing workers' comp is told once, not once per project; a project minimum stricter than the default is a separate fact and is listed separately. More on grouping contractors by job in project-based compliance tracking.

Per-project insurance limits are one piece. Here is the rest.

Rules that cannot bend for a real exception end up ignored. These are the parts that keep them honest.

Waivers for one contractor

The sole proprietor with no vehicle will never carry auto. Waive that line for them — with a reason, who granted it, and an optional expiry that forces a review — and leave the requirement standing for everyone else. It survives their next renewal. Every plan.

Answered by what is already on file

A required W-9 is met by the W-9. A required trade license is met by a linked license that has not expired, checked against the state board where it publishes one. Nobody uploads the same paper twice.

Endorsements, not just the certificate

Require additional insured, primary & non-contributory or waiver of subrogation. On Pro they are read off the endorsement pages; on any plan an upload tagged as the endorsement counts. Why the certificate holder box is not enough.

Your own document types

A site orientation, an owner's form, a hold harmless agreement. Name it, pick its category, attach the blank form, tick Expires if it renews. Pro.

One link asks for everything owed

The contractor's upload link lists what is still missing across your list and their projects' lists, with a slot for each. No login, and from a phone in under two minutes.

Gaps land in the Action Queue

Shortfalls sit in their own group — Short of Requirements — next to what is expired and expiring, and in the Monday summary email. Project-only gaps are listed against the project.

Start from a preset for your line of work

A preset fills in the documents that kind of business usually asks for. Apply it, untick what you would not actually refuse work over, and the list is yours — a later change to the preset never touches it. Starter and up.

General contractors & roofing

W-9, certificate of insurance, state trade license, master subcontractor agreement, safety plan / EMR letter, additional insured endorsement, workers' comp exemption

Property management & HOA

W-9, certificate of insurance, state trade license, municipal business license, additional insured endorsement, vendor service agreement

Staffing & security

W-9, certificate of insurance, private security agency license, background check attestation, drug-free workplace policy, NDA

Transportation & logistics

W-9, certificate of insurance, motor vehicle report / fleet list, drug-free workplace policy

The library also carries a direct deposit form or voided check, business credit application, 501(c)(3) letter, lead-safe and asbestos certifications, lien waivers and more.

A vendor compliance rule engine without the implementation project

Enterprise compliance platforms can model almost any rule — after a kickoff call, a requirements workshop and an onboarding consultant. The rules most GCs and property managers actually enforce fit on one screen.

A spreadsheet of requirements

×Someone has to open every PDF and compare the limit by eye
×The job's stricter requirement lives in the contract, not the sheet
×An exception is a comment in a cell nobody reads
×A renewal with a lower limit looks exactly like a renewal

TrackMyVendor

✓Every certificate checked against the rules as it arrives
✓The job's requirements attached to the job
✓Waivers with a reason, a name and an expiry
✓A limit that drops at renewal turns the badge red the same day

Custom compliance rules by industry

The mechanics are the same everywhere. What changes is who sets the stricter requirement — an owner, a board, a facility use agreement — and what it asks for.

General contractors

A company floor for every sub, and the owner's flow-down requirements on the job that carries them.

See the rules → Grouping by job GC compliance overview

Property managers

Management-company defaults for every vendor, and each owner's insurance requirements on their own property.

See the rules → Grouping by property Property manager overview

HOA & community associations

Each association's board-approved vendor requirements, and a higher bar for the roof or the pool contract.

See the rules → Grouping by community HOA compliance overview

Private schools

Minimums for vendors on campus, and facility use requirements set per rental.

See the rules → Grouping by rental Private school overview

Simple, transparent pricing

Default coverage minimums and waivers are on every plan. The required-documents checklist starts on Starter; per-project rules and your own document types come with Pro.

30-DAY FREE TRIAL — No credit card required

Free

Up to 25 contractors · 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 contractors · 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 contractors — 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
✓Bulk import — add your roster from CSV or a certificate archive
✓Invite a second user to your account

Start Free Trial

Pro

$59/mo

Unlimited contractors · 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
✓Integrations — QuickBooks Online, Zapier, Make, Slack and Teams
✓Compliance reports (PDF & Excel)

Start Free Trial

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

What the rules do not check

Knowing the edges is what lets you trust the green badges.

—Only general liability, workers' comp, auto and umbrella are graded against a minimum. Other lines are stored with the certificate, not scored.
—One limit per coverage. The comparison is against the highest in-force limit on file for that line, not separate per-occurrence and aggregate figures.
—Uploaded documents other than certificates, W-9s and endorsements are filed, not read. A signed agreement counts once it is tagged, whatever it says.
—Missing documents are asked for on the upload link when you send a request — no extra reminder emails go out about them.

Setting it up step by step is in the Help Center: required coverages and limits, required documents and per-project requirements.

Frequently asked questions

What is the difference between default and project insurance minimums?

Your default minimums are the floor every contractor on the roster is held to. A project's minimums apply only to the contractors assigned to that project, on top of the defaults. A contractor's overall status is green only when they meet both; the project's own page grades them against the project's requirements alone, so you can see who is clear for that one job.

Can a project require less than our default?

A project can be set lower, and its own page will grade against the lower figure. The contractor's overall badge still carries your default, though — the floor applies to everyone. If a line genuinely does not apply to one contractor, waive it for that contractor instead.

Which coverages can be checked against a minimum?

General liability, workers' compensation, auto liability and umbrella. Other lines on the certificate — professional liability, pollution, abuse and molestation — stay on the certificate stored with the record, but are not graded against a minimum.

Do contractors see our requirements?

They see what they owe. The upload link lists every document still missing — from your default list and from the projects they are assigned to — with your description and any blank form attached. It never names the project, so a sub is not told which of your jobs they are on.

What happens when we change a requirement?

Everything on file is re-judged immediately. Raise the general liability minimum and every contractor below it turns Non-Compliant straight away, with the gap named under Why?. Settle what you actually require before you switch enforcement on.

Can we require a document the library does not have?

Yes, on Pro. Add your own document type — a site safety orientation, a hold harmless agreement, an owner's own form — with a description, a category and a blank sample the contractor can download. Tick Expires and they are asked for an expiration date when they upload it.

Is someone reviewing each upload before it counts?

No. A document counts toward the requirement the moment it arrives, by design — there is no approval queue to fall behind on. Certificates and W-9s are read automatically; anything else is worth opening yourself if its contents matter.

Which plan do I need?

Default coverage minimums and per-contractor waivers are on every plan, including Free. The required-documents checklist and presets start on Starter. Per-project minimums, per-project document lists, your own document types and reading endorsements off the policy are on Pro.

Write your requirements down once. Have them checked every time.

Default minimums are free on every plan. Add the documents and the project rules when you need them.

Get started free — no credit card

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