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 starts on the free plan. W-9 collection, AI extraction, and audit logging unlock on higher tiers.
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.
W-9 collection 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.
"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
Plans
Document storage starts free. W-9 collection and AI COI parsing unlock on Starter.
Free
- Document storage (COIs, licenses, certificates)
- Per-sub document profiles
- Magic link sub uploads
- Expiration date tracking
- License verification (TX, FL, CA, WA, OR)
Starter
- Everything in Free
- AI COI parsing — expiration dates & limits extracted automatically
- W-9 collection and storage
- Automated expiration alerts (90/60/30/7 days)
- Compliance reports (PDF and Excel)
Pro
- Everything in Starter
- Timestamped audit trail — every upload logged
- Per-project insurance requirement templates
- Team roles and permissions
- Bulk contractor import from CSV
- Zapier and Make webhooks
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?
What plan includes W-9 collection?
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
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Organize all your contractors in one place
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Contractor Onboarding
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 1 million+ professional licenses
General Contractor Compliance Software
Subcontractor compliance software for GCs — licenses, COIs & W-9s
Plans & Pricing
View plans and start your free trial