Every sub's COI, license, and W-9 — organized and one click away
Stop digging through email threads and shared drives. TrackMyVendor attaches every compliance document to the sub who provided it — with automatic expiration tracking so nothing lapses undetected.
Store documents for up to 25 subs free. No implementation required.
When sub documents live in email, you're always one audit away from trouble
With 20+ subs, COIs, licenses, and W-9s arrive from different sources, on different schedules, in different formats. When they live in email threads and shared drives, compliance gaps go unnoticed until something forces you to find a document fast.
How document collection works
Three steps from scattered PDFs to organized, tracked, always-current sub files — no shared drives, no email hunting.
Send a magic link to your sub
Your sub gets a one-time secure link. No login, no app, no account required. They upload their COI, W-9, and license directly from their phone in under two minutes.
Documents land in their profile automatically
Each file is attached to the sub who uploaded it. Expiration dates are tracked. On Starter, AI reads the COI PDF and extracts coverage limits and policy dates — no manual entry.
Pull any document in one click
When an auditor, insurer, or project owner asks for documentation, you're one click away from any sub's file — current or historical. Expiration alerts fire automatically so nothing lapses quietly.
What's included
Document storage, W-9 collection, AI extraction, and audit logging all start on the free plan. Automated alerts unlock on Starter; exported reports on Pro.
Per-sub document profiles
Every COI, license, and certificate is attached to the specific sub who provided it. No ambiguous shared folders — you always know whose document you're looking at.
Magic link sub uploads
Send your sub a one-time secure link. They upload their own documents directly — no app, no login. Documents appear in their profile immediately.
Expiration date tracking
Set and track expiration dates on any document — COIs, licenses, safety certifications, contracts. TrackMyVendor flags anything approaching renewal. On Starter, alerts fire automatically.
AI COI data extraction
Upload a COI PDF and AI reads the ACORD form — extracting coverage types, limits, policy numbers, and expiration dates automatically. No manual data entry.
AI W-9 parsing and storage
Request and store W-9s from every sub through the same magic link portal. Centralized records for year-end 1099 prep — no more tracking down forms at the worst time.
Timestamped audit trail
Every document upload is logged — who submitted it, when, and what changed. When an auditor asks for a history of a sub's compliance record, you have it in seconds.
What documents can you store?
Three document types are purpose-built — TrackMyVendor reads them and tracks their dates for you. Everything else a sub sends you gets filed under a category, so a lien waiver never ends up in the same pile as a safety plan.
Purpose-built types
Certificates of insurance
ACORD 25 forms and most carrier-issued certificates. AI reads the PDF and pulls out carrier, policy number, coverage types, limits, and per-coverage effective and expiration dates.
Each coverage line — GL, auto, workers' comp, umbrella — is tracked on its own term, so a policy that lapses early doesn't hide behind a certificate that still looks current.
W-9s
IRS Form W-9. AI reads the name, business name, federal tax classification, address, signature date, and the last four digits of the TIN.
Only the last four digits of the SSN or EIN are ever stored — the full number is never extracted or kept.
License documents
Scans or PDFs of a contractor's license, filed against the license record itself rather than loose in a folder.
In our seven verified states, the license status behind the document is checked against the state database daily — the paper copy is the backup, not the source of truth.
Everything else, by category
| Category | Typical documents |
|---|---|
| Insurance | Additional insured endorsements (CG 20 10, CG 20 37), waivers of subrogation, umbrella and excess policy pages, workers' comp exemption forms, loss runs, full policy copies |
| Licensing | State and city business licenses, trade certifications (EPA 608, OSHA 10 and 30, welding certs), surety and license bonds, DOT numbers, specialty permits |
| Financial | Lien waivers (conditional and unconditional), ACH and banking forms, credit references, bonding capacity letters, financial statements submitted for prequalification |
| Contracts | Master subcontract agreements, purchase orders, scopes of work, change orders, safety and site-rules agreements, NDAs |
| Other | Safety plans and OSHA 300 logs, drug testing policies, equipment and crew lists, references, and anything else that doesn't belong in the four categories above |
File formats
PDF, PNG, JPG, and GIF, up to 10 MB per file. AI extraction works best on PDF originals; photos of a document are stored and tracked either way.
Expiration dates
Any document can carry an expiration date and roll into the same alert schedule as COIs — or be marked as never expiring, for things like a signed contract.
Who uploads
You can upload on a sub's behalf, or the sub picks the category themselves when they submit through their magic link — no account needed.
"Before TrackMyVendor, I had COIs in my email, W-9s in a shared drive, and licenses written on a clipboard. Prepping for an audit took two days. Now I pull up any sub's file in seconds."
Mark D. — General Contractor, Dallas TX
Simple, transparent pricing
Document storage, AI COI parsing, and W-9 collection all start free. Per-deadline alerts unlock on Starter.
Free
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
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 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
Pro
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)
No contracts. Cancel anytime. See the full plan comparison →
Who needs contractor document storage software?
Document storage matters most when the cost of a missing document is higher than the cost of the software to track it.
General contractors with 10–100 subs
Managing a roster this size means COI renewals arrive constantly. Without a system, something always slips through — and the one that slips through is the one that matters on the day of the incident.
Property managers tracking vendor insurance
HVAC, plumbing, electrical, landscaping — your vendor roster changes and renews constantly. A central record for each vendor's current COI and W-9 means no scrambling at year-end or inspection time.
HOA boards requiring contractor paperwork
HOAs need documented proof that every contractor on their property carried insurance. When a claim arises, the board needs to produce that record quickly — not search for it.
Small GCs without a dedicated compliance team
You're the project manager and the compliance officer. You don't have time to chase COIs and then file them manually. Magic link uploads and automatic tracking do both.
Frequently asked questions
How do I organize COIs by subcontractor?
Can subs upload their own COI, W-9, or license directly?
Is W-9 collection included on the free plan?
What types of documents can I store besides COIs and W-9s?
What file types can I upload?
Does document storage include expiration alerts?
How does document retrieval work during an audit?
Stop digging through email for sub documents
Every COI, license, and W-9 — organized per sub, tracked automatically, one click away when you need it.
Start free — no credit cardStore documents for up to 25 subs free. No implementation required.
Explore More
Vendor Management
Organize all your contractors in one place
AI COI Parsing
AI-powered certificate of insurance extraction
Contractor Onboarding Software
Onboard subcontractors without the back-and-forth
Alerts and Reminders
Get notified before documents expire
Compliance Scoring & Reports
Track compliance scores and export reports
Subcontractor W-9 Tracking
Collect and track W-9 forms automatically — stay 1099-ready year-round
License Verification
Search 1M+ licenses and monitor your sub roster daily
General Contractor Compliance Software
Subcontractor compliance software for GCs — licenses, COIs & W-9s
Plans & Pricing
View plans and start your free trial