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Secure document management

No More Hunting Through Emails for a Sub's COI

Stop digging through emails and shared drives. TrackMyVendor gives you a secure, organized place to store every compliance document for each contractor — licenses, insurance certificates, safety certifications, contracts, tax forms, and more.

Start free — store your first sub's COI in minutes No credit card required

When documents are scattered, you're exposed

With 20+ subs, every COI, license, and W-9 is coming from a different place. When they live in email threads and shared drives, compliance gaps go unnoticed — until something forces you to find a document fast.

An insurer asks for a sub's COI from six months ago. It's buried in an email thread you can't find. "I think we got it" is not a defense
A sub sends a new COI. You save it somewhere. Three months later, nobody knows if that's the current one or the expired one
An audit requires you to show every sub's documents from the past 12 months. Finding them takes two days you don't have
A sub's COI expires and nobody catches it — because tracking 20+ renewal dates in a spreadsheet always has a gap

How TrackMyVendor handles document storage

Upload documents per contractor

Attach PDF files and images to each contractor profile. Upload insurance certificates, license copies, tax forms, OSHA certifications, signed contracts, background checks, and any other required compliance documents.

Track expiration dates

Set expiration dates on any time-sensitive documents — insurance certificates, licenses, safety certifications, contracts, and more. TrackMyVendor monitors them and flags documents that are expiring or already expired.

Organized by contractor

Every document is attached to a specific contractor, so you always know where to find it. No more generic folders or ambiguous file names.

Always-current — no version confusion

When a sub sends an updated COI, the new version replaces the old one on their profile. You always know which document is current and which is superseded. No more guessing which PDF in a folder is the right one.

W-9 Collection and Management

Request and store W-9s from every contractor through the same self-service portal. Keep a centralized record for year-end 1099 preparation — no more tracking down forms in email threads.

Who needs contractor document storage?

Property managers collecting contractor paperwork
HOA managers needing audit-ready records
General contractors managing subcontractor files
Compliance teams preparing for inspections

Frequently asked questions

How do I organize COIs by subcontractor?
Every document you upload is attached to a specific sub's profile. When you need a COI, you go to that sub's page and it's there — no folders, no searching, no email threads. You can upload PDFs and common image formats (JPG, PNG).
Can subs upload their own COI, W-9, or license directly?
Yes. With the Vendor Self-Service feature, you send a sub a secure magic link and they upload their own documents directly into their profile — no account required. The documents appear in your dashboard automatically and their compliance score updates instantly.
What's the best way to store subcontractor documents for a tax audit?
TrackMyVendor stores every document against the sub who provided it, with upload timestamps. For year-end 1099 preparation, you can collect and store W-9s through the self-service portal. When an auditor asks for documentation, every sub's file is one click away — no hunting through email.

Organize your contractor documents today

Secure storage, expiration tracking, and instant access. No more digging through emails.

Start free — store documents for up to 25 subs

No credit card required

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