Built for HOA managers

HOA Contractor Compliance — Vendor COI Tracking, License Verification & Document Storage

Keep your community protected. TrackMyVendor helps HOA and community association managers verify contractor licenses, track insurance, collect safety certifications, store contracts, and stay audit-ready — without the spreadsheet headaches.

Start free — track up to 25 vendors No credit card required

How TrackMyVendor helps HOA managers

Verify contractor licenses

Search our database of 1 million+ licenses to verify contractors are properly licensed. Automatic verification available for Texas, Florida, California, Washington, Oregon, Illinois, and Colorado, re-checked daily so a suspension reaches the manager rather than the minutes.

The COI is read for you — and checked against the association's name

A vendor uploads the certificate and the carrier, policy numbers, limits and per-coverage dates come off it automatically, along with the certificate holder line and any endorsement forms behind it. That is where you see whether the association itself is named as an additional insured — the detail most boards discover only after a claim. See how AI COI parsing works.

Vendors chased automatically, not by a board member

Renewal notices go to the vendor as well as the manager, each carrying an upload link that works from a phone with no account to create. Chase everyone outstanding in one click, with a 48-hour cooldown so no vendor is emailed twice — and no volunteer ends up doing the follow-up.

Requirements per community, and per project

Set the coverages and minimum limits the association requires as a baseline, then give the roof replacement or the pool contract its own, higher bar. A landscaper cleared for weekly maintenance is not automatically cleared for tree removal. See how per-project requirements work.

W-9s requested with everything else

The same link collects the vendor's W-9, and legal name, TIN and tax classification are read off the form — so the association's 1099 filing starts from a complete record instead of a January email round.

Deadlines the board can see coming

Subscribe every renewal into Google Calendar, Outlook or Apple Calendar so a lapse is visible well before the next board meeting, and export the same status as a PDF when the packet needs a paper copy.

How compliance tracking works for HOA managers

Three steps, and only the first one takes your time.

Build the vendor roster

Add the landscapers, pool services, roofers, plumbers and pest control companies the association uses. Each vendor is stored once and carries their documents across every property you manage.

Vendors upload, and the documents read themselves

Each vendor gets an emailed link and uploads their COI, W-9 and license themselves — no portal account to create and nothing to install, which is what makes a two-person landscaping company actually comply. The ACORD certificate is then read for carrier, coverage types, limits and expiration dates without you opening the PDF, and license numbers are checked against the state board daily wherever we sync with it.

The board hears about renewals before the vendor does

Every plan flags what is expiring in the dashboard and emails your team a weekly summary. Starter adds the per-deadline alerts at 90, 60, 30 and 7 days, sent to the contractor as well as your team.

The challenge of HOA contractor compliance

HOAs and community associations hire contractors for landscaping, pool maintenance, repairs, and renovations. Each contractor should have proper licensing and insurance — but keeping track of it all is time-consuming:

Licenses and insurance policies expire at different times throughout the year

Documents are scattered across emails, shared drives, and filing cabinets

Board members and auditors ask for compliance reports you can't easily produce

Working with non-compliant contractors exposes the HOA to liability

Clear compliance visibility

Each vendor gets a compliance score based on their documentation status. At a glance, you can see:

Compliant

All licenses current, insurance valid, required documents on file

Expiring Soon

Documents expiring within 30 days

Non-Compliant

Expired or missing required documents

Common contractors HOAs need to track

Landscaping & lawn care

Pool maintenance

HVAC contractors

Plumbers

Electricians

Roofing contractors

Pest control

Painting contractors

Security services

Simple, transparent pricing

Most HOA rosters fit the free plan. Start with 25 vendors, no credit card.

30-DAY FREE TRIAL — No credit card required

Free

Up to 25 vendors · 1 user

Free forever. No credit card. No expiration date on the free tier.

✓AI COI parsing and AI W-9 parsing — carrier, limits, policy dates, name, TIN and tax classification read for you
✓Any other document, filed by category — contracts, financials, licensing, insurance
✓License tracking in all 50 states, plus automated daily state-database verification
✓Magic link uploads — your subs send documents without an account
✓Expiration tracking across every license, certificate and W-9
✓Weekly compliance digest by email
✓Timestamped audit trail

Start Free — No Credit Card

Starter

$39/mo

Unlimited vendors · 2 users

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 vendors — no 25-record ceiling
✓Automated email alerts at 90/60/30/7 days — sent to your team and the contractor
✓Calendar feed — subscribe every deadline into Google Calendar, Outlook or Apple Calendar
✓Invite a second user to your account

Start Free Trial

Pro

$59/mo

Unlimited vendors · Unlimited users

Multiple job sites or properties, with a foreman or office manager who also needs access.

✓Everything in Starter
✓AI-parsed endorsements — additional insured, waiver of subrogation, primary & non-contributory, read off the endorsement pages
✓Projects — group subs by job or property, with per-project coverage requirements
✓Unlimited users & team roles
✓Bulk import — add your roster from CSV or a certificate archive
✓Integrations — API key, webhooks, Zapier, Make, Slack and Teams
✓Compliance reports (PDF & Excel)

Start Free Trial

No contracts. Cancel anytime. See the full plan comparison →

Free resource

HOA Contractor Compliance Checklist (PDF)

Pick the sections you need — Insurance, Licenses, Tax Documents, Safety Training, and more — and download a print-ready checklist. No sign-up required.

Get free checklist

What your board, your insurer and your auditor will ask for

HOA compliance questions rarely arrive gradually. They arrive at an annual meeting, during an insurance renewal, or the week after an incident on common property — and all three ask for the same short list.

A COI naming the association correctly

The legal name of the association, spelled as it appears in the governing documents, in the certificate holder box. A certificate made out to the management company alone is a common and expensive mistake.

Additional insured status, by endorsement

Boards routinely require the association be named as additional insured. That requirement is satisfied by an endorsement on the vendor's policy, not by the vendor writing your name on a certificate.

General liability and workers' compensation

Both, separately. A landscaping crew with valid GL and lapsed workers' comp is the scenario that turns an injured worker on common property into a claim against the association.

Commercial auto where vehicles are involved

Landscapers, pool services and pest control drive to the property. If a vendor vehicle damages a resident's car in the lot, this is the policy that answers.

A current state license for licensed trades

Plumbing, electrical, HVAC and roofing are licensed trades in most states. The board's exposure is not that the vendor was unlicensed on paper — it is that nobody checked after the license lapsed.

A W-9 for every vendor you pay

Associations issue 1099s. Collecting the W-9 with the certificate, once, avoids the January scramble that every management company knows well.

Every one of these is stored per vendor with its own expiration date, and the timestamped activity log records who uploaded what and when — which is the answer to the audit question that usually follows: how do you know?

Frequently asked questions

Is this designed specifically for HOAs?

TrackMyVendor is built for HOAs, property managers, and small businesses who need to track contractor compliance without enterprise software complexity. The features are specifically designed for organizations managing multiple vendors.

Can board members access compliance reports?

Yes — you can export compliance reports as PDF or Excel files to share with board members, auditors, or insurance providers. The Pro plan also supports adding team members with their own login access.

What if a contractor's license is from a state you don't automatically verify?

Licenses from any state are tracked with the same expiration reminders and compliance tracking — add the details and expiration date once and we watch the date. A license we do not sync with the state board is labeled "Self-reported" so you always know where the status came from.

We manage several associations. Do vendors have to be added to each one?

A vendor is stored once with their documents, so the same landscaper does not need re-verifying for each association. If you manage associations as separate entities, you can switch between them and keep their rosters distinct.

Can I give a board member read access?

Team invites are available on Starter and above. Pro adds unlimited users and role-based access, which is the usual fit when a board wants visibility without the ability to change anything.

What does the free plan cover for a small association?

Up to 25 vendors and one user, with license verification, magic-link uploads, AI COI and W-9 parsing, document storage and the weekly compliance summary email included. Most single-association rosters fit inside that comfortably.

Keep your HOA compliant and audit-ready

Simple setup, automatic reminders, and professional reports. No enterprise software required.

Start free — track up to 25 vendors

No credit card required