Each Association's Vendor Requirements, Checked on Every Certificate
The board approved the requirements. The vendor sends a certificate. TrackMyVendor measures one against the other — the association's standard for every vendor on the common areas, and a higher bar for the roof or the pool contract — so a gap is found before work starts, not after a claim.
Board minimums on every plan · per-association and per-project rules on Pro
Compliance rules
Lakeshore Community Management
Company default — every vendor
- General liability $1,000,000
- Workers' compensation Required
- Auto liability $1,000,000
Community: Willow Creek HOA
- General liability raised $2,000,000
- Umbrella added $1,000,000
Why? Willow Creek HOA: No Umbrella coverage on any certificate — required on this community
Board requirements in, checked certificates out
The requirements live in a board resolution, the governing documents or the management agreement. Entered once, they are applied to every certificate a vendor uploads — by you, or by the vendor through their link.
A self-managed association
The board, a treasurer or a volunteer committee
- 1 The board's vendor requirements become the default — every vendor who sets foot on the common areas is held to them.
- 2 The reserve-funded projects — the roof replacement, the pool resurfacing, the private-road repaving — get their own, higher bar.
- 3 The contract ends, the project's end date passes, and its requirements stop counting.
A management company with a portfolio of associations
The community association manager and the office behind them
- 1 Your company's floor is the default for every vendor you dispatch.
- 2 Each association is an assignment carrying its board's requirements from its own governing documents.
- 3 A landscaper serving twelve communities sends one certificate, graded against all twelve boards' requirements.
The association's defaults work on every plan. Projects and per-association requirements are on Pro; the required-documents checklist starts on Starter.
What boards usually require, and where each rule goes
Recommended figures for each kind of vendor are in our guide to HOA contractor license and insurance requirements. This is how they are enforced.
The association named as additional insured
Most boards require the association — by its legal name, as it appears on the master policy — named by endorsement, not typed into the certificate holder box. Require the additional insured endorsement; on Pro the endorsement page is read and the named entities shown.
Higher limits for the risky work
Tree removal, roofing, pool and gate contractors carry the claims. Put the higher general liability and umbrella minimums on the project, and the weekly mowing crew keeps the association's standard bar.
A signed vendor agreement
The association's service agreement or scope of work, uploaded once. Required on the association's list, it is asked for on every vendor's upload link until a signed copy arrives.
Whatever the CC&Rs add
A gate access form, a rules-and-regulations acknowledgement, the association's own vendor packet. On Pro, add it as your own document type with the blank form attached.
Exceptions the board can read a year later
The one-person pressure-washing vendor with no employees will never show workers' comp. Waive that line for them — with the reason, who granted it and an optional expiry for annual review — instead of lowering the requirement for every vendor in the community. The waiver stays on the record, marked Waived, for the next board and the next manager. Every plan.
A vendor compliance page for the board packet
On Pro, export a PDF or Excel report for one association — every vendor assigned to it, graded against that board's requirements. It answers the director who asks at the meeting whether the tree service is insured, and the insurance agent at the master policy renewal. About compliance reports.
Vendors get one link that asks for exactly what is missing
The pool service does not know the board raised its limits last month. Their upload link lists every document still owed — the association's list and whatever the project adds — with a slot for each, and never names the association. No login, from a phone in under two minutes. On Starter and up, alerts at 90, 60, 30 and 7 days send the same link before a certificate lapses.
Custom compliance rules in other industries
General contractors
A company floor for every sub, and the owner's flow-down requirements on the job that carries them.
Property managers
Management-company defaults for every vendor, and each owner's insurance requirements on their own property.
Private schools
Minimums for vendors on campus, and facility use requirements set per rental.
The rules apply to each community you set up — how that grouping works, with its dates and its own report: tracking by community.
How the rules work across every industry — defaults, document presets, per-project overrides and waivers: custom compliance rules.
Simple, transparent pricing
A single association's vendor list often fits the free plan. The HOA preset starts on Starter; per-association and per-project requirements come with Pro.
Free
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
Starter
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 vendors — 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
Pro
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)
No contracts. Cancel anytime. See the full plan comparison →
Frequently asked questions
We manage 30 associations. Can each one have its own vendor requirements?
Does a vendor see the other associations we manage?
Can the board get a report of which vendors are covered?
A one-person vendor has no employees and no workers' comp. Does that fail?
Is there an HOA preset?
What does the free plan cover for a small association?
Give every board the answer before it asks
Each association's requirements, checked on every vendor certificate, with the exceptions on the record.
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Explore More
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Vendor Insurance Tracking for Property Managers
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Certificate Holder vs. Additional Insured
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Compliance Status & Reports
Every contractor red or green at a glance, and dated PDF and Excel reports
Alerts and Reminders
Get notified before documents expire
Plans & Pricing
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