The point of tracking expiry dates is being told before they matter. TrackMyVendor checks every contractor once a day and emails when something is coming due.
The schedule
Alerts fire at 90, 60, 30 and 7 days before a deadline. You choose which of the four you want — all of them by default.
The check runs every morning at 7am. An item crossing one of your thresholds overnight produces an email that day, once. You won't get the same 30-day warning twice.
Two emails, two audiences
| Goes to | Contains |
|---|---|
| Your organization's members | Which contractor, which document or licence, and how long is left. |
| The contractor | What's expiring on their side, and — when there's an open request on their record — a link to upload the replacement. |
The second one is the one that saves the time. Most compliance chasing is a person forwarding a reminder to a subcontractor; here that happens on its own.
Careful
Changing the schedule
Settings → Notifications → Alert Schedule. Untick any window you don't want. Turning off 90 days is common — three months out, nobody acts.
What triggers one
- Certificates of insurance, per coverage — each policy line has its own date.
- Licences, verified or manually entered.
- General documents you've given an expiration date to.
W-9s never expire, so they never alert. That's exactly why they go missing.
Note