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 from Starter
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, per-association minimums and the required-documents checklist start on Starter; per-association document lists are on Pro.
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 and per-association minimums start on Starter; per-association document lists and board reports come with Pro.
Free
Organize your roster and run COI tracking at zero cost. Free forever, no credit card.
- ✓AI COI parsing & W-9 parsing — carriers, limits, dates and TINs read for you
- ✓50-state license tracking, plus automated license verification against state databases
- ✓Magic link onboarding — documents arrive through an upload link, no account needed
- ✓Document vault — contracts, licenses, W-9s and insurance, filed by category
- ✓Weekly compliance digest — a summary email of upcoming expirations
- ✓Timestamped audit trail — the full history of every certificate
- –Renewal reminders are sent by you — one click emails the upload link
Starter
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Free
- ✓Unlimited vendors — no per-record fees and no 25-record ceiling
- ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the vendor
- ✓Projects & job sites — group vendors by job, with per-project coverage rules
- ✓Calendar feed — deadlines live in Google Calendar, Outlook or Apple Calendar
- ✓Bulk roster import — from a CSV or a certificate archive
- ✓2 user seats — invite a second team member or coordinator
Pro
Full automation, endorsement checks and integrations for growing teams.
- ✓Everything in Starter
- ✓AI endorsement verification — reads the additional insured, waiver of subrogation and primary & non-contributory pages
- ✓Unlimited users & roles — access for foremen, office managers and admins
- ✓QuickBooks & integrations — QuickBooks Online, the API, Zapier, Make, Slack and Teams
- ✓Insurance audit report — every sub's coverage and gaps over your policy year, for the premium audit
- ✓Third-party categories — vendors, tenants, renters and franchisees on their own lists
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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Alerts and Reminders
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