Centralized Vendor Compliance Document Repository
Stop chasing expired COIs, missing W-9s, and unverified licenses across email threads and spreadsheets. Store every compliance document in one secure, automated system, attached to the vendor who sent it.
No credit card. No implementation.
Automated Collection & Storage for Key Compliance Documents
Four kinds of paperwork decide whether a vendor can work for you. Each one is collected through the same upload link, read for you where it can be, and tracked to its expiration date.
Certificates of insurance (COI)
AI reads the certificate: carrier, policy numbers, coverage limits, certificate holder, and each coverage line's own effective and expiration dates, so a GL policy that lapses early does not hide behind an umbrella that is still current.
Endorsement pages (additional insured, waiver of subrogation, primary & non-contributory) are read on Pro.
Tax forms (W-9)
Collected through the same upload link. AI reads the name, business name, federal tax classification, address and signature date, so every vendor's W-9 is in one place when 1099s come due. More on W-9 tracking.
Only the last four digits of the SSN or EIN are stored. We do not run IRS TIN matching.
Trade licenses & certifications
A vendor can look their license up in our database of state board records and attach it, instead of sending a scan. Where we sync with the state database, its status is re-checked every day.
Trade certifications (EPA 608, OSHA 10/30, welding) are stored with their expiration dates and tracked the same way.
Safety documents & service agreements
Master service agreements, hold harmless agreements, safety plans, OSHA 300 logs and onboarding packets, each filed by category against the vendor who sent it.
Any of them can carry an expiration date and roll into the same alerts as a COI.
Built for Real-Time Compliance & Audit Readiness
Storing a file is the easy part. What an auditor, insurer or project owner asks is whether every vendor was covered, and whether you can prove it.
Green or red for every vendor
FreeEvery vendor shows Compliant or Non-Compliant against your own rules, with the reason beside every red badge. Status is worked out from what is on file whenever you look, so it changes the moment a document arrives.
Compliance status & reports →Audit trail of every document
FreeEvery upload, edit and removal is logged with who did it and when, including the vendor's own email when they upload through their link. Past certificates stay on file by policy year, so you can show who was insured on a date in the past.
What the audit trail records →Expiration alerts to the vendor
Starter+Email alerts at 90, 60, 30 and 7 days before anything expires, to your team and to the vendor, whose copy carries the upload link. Free plans get a weekly summary of everything expiring instead.
How automated alerts work →Move Beyond Spreadsheets and Scattered Folders
A shared drive stores files and a spreadsheet stores dates, but neither knows what the other holds, so a lapsed certificate goes unnoticed until someone needs it. Here is how the three compare for vendor paperwork.
| Dropbox / Google Drive | Excel tracking | TrackMyVendor | |
|---|---|---|---|
| Every file attached to the vendor who sent it | Folders you keep tidy by hand | A link column, if you add one | ✓ |
| Knows when each document expires | — | Dates you type in | ✓ |
| Reads coverage limits off the certificate | — | — | ✓ |
| Checks each certificate against your minimums | — | Formulas you maintain | ✓ |
| Warns you, and the vendor, before anything lapses | — | — | Starter and up |
| Vendors upload without an account | Shared-folder link | — | ✓ |
| Record of who uploaded what, and when | File version history | — | ✓ |
| Compliant or non-compliant at a glance | — | Conditional formatting | ✓ |
Not ready to switch? Start with the checklist.
Our free contractor compliance checklist lists what to collect from every vendor, COI and W-9 included, and what to check on each. Use it with the system you have today. Comparing the two approaches in detail? Read COI tracking software vs. a spreadsheet.
How It Works: From Upload to Audit-Ready Archive
Four steps from a PDF in someone's inbox to a record you can hand an auditor.
Vendors upload through a link
Send an upload link from the vendor's profile. They open it on a phone or desktop, see what is already on file, and upload what is missing. No account, no password.
AI reads each document
Dates, coverage limits, policy numbers and the certificate holder from a COI; name and tax classification from a W-9. No retyping.
Checked against your rules
Each certificate is compared with the minimum limits you set, and the vendor's status turns red with the reason if it falls short.
Kept for the audit
Current and past documents stay on the vendor's profile with the activity log beside them. Dated PDF and Excel compliance reports are on Pro.
Every other document, filed by category
Everything else a vendor sends you gets filed under a category, so a lien waiver never ends up in the same pile as a safety plan.
| 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 service and subcontract agreements, hold harmless 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 — and onto the same compliance calendar — as COIs, or be marked as never expiring, for things like a signed contract.
Who uploads
You can upload on a vendor's behalf, or the vendor picks the category themselves when they submit through their upload link — no account needed.
Simple, transparent pricing
Document storage, AI COI and W-9 reading, and the audit trail all start free. Per-deadline alerts unlock on Starter.
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
Pay as you go
Hands-free automation for a small roster, without a flat monthly fee. 30-day free trial, no credit card.
- ✓Everything in Free
- ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the subcontractor
- ✓Projects & job sites — group subcontractors 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
- ✓Billed monthly for the most you tracked at once — only subcontractors with a document or license on file count, and inactive ones cost $0
Starter
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Pay as you go
- ✓Unlimited subcontractors — no per-record fees and no 40-record ceiling
- ✓Predictable monthly bill — one fixed price as your roster grows
- ✓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 →
Who needs a vendor compliance document repository?
It 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. Upload links and automatic tracking do both.
Frequently asked questions
How can I manage COIs without spreadsheets and email?
Which platform tracks subcontractor credentials in one place?
Does TrackMyVendor verify TINs on W-9s?
Can vendors upload their own COI, W-9, or license?
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?
Put every vendor's paperwork in one place
Every COI, W-9, and license — attached to the vendor who sent it, read for you, and ready when an auditor asks.
Start free — no credit cardStore documents for up to 25 subs free. No implementation required.
Explore More
Compliance Status & Reports
Every contractor red or green at a glance, and dated PDF and Excel reports
Compliance Audit Trail
Who uploaded, changed or removed what, and when — plus every past policy year
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
AI COI Parsing
Reads dates, limits and carriers from every certificate
Alerts and Reminders
Get notified before documents expire
Contractor Onboarding Software
Onboard subcontractors without the back-and-forth
Free COI Tracking Spreadsheet
Free template + automated alternative
Plans & Pricing
View plans and start your free trial