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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.

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Built for HOA managers

HOA Contractor Compliance Made Simple

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 3 vendors No credit card required

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

How TrackMyVendor helps HOA managers

Verify contractor licenses

Search our database of 850,000+ licenses to verify contractors are properly licensed. Automatic verification available for Texas, Florida, and California.

Store all compliance documents

Upload insurance certificates, tax forms, safety records, signed contracts, background checks, and any other required documents for each vendor. All in one secure, organized location.

Get expiration reminders

Automatic email alerts at 90, 60, 30, and 7 days before licenses or insurance expire. Stay proactive, not reactive.

Generate compliance reports

Export PDF or Excel reports showing vendor compliance status. Perfect for board meetings, audits, and insurance reviews.

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

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?
You can manually add licenses from any state. Enter the license details and expiration date, and you'll still get expiration reminders and compliance tracking. Manual licenses are clearly labeled as "Self-reported" so you know the verification source.

Keep your HOA compliant and audit-ready

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

Start free — track up to 3 vendors

No credit card required

Explore More

Vendor Management

Organize all your contractors in one place

COI Intelligence

AI-powered insurance certificate extraction

Automated Alerts

Get notified before documents expire

Vendor Self-Service

Let vendors upload their own documents

Free Compliance Checklist

Download a free PDF compliance checklist

Property Managers

Vendor compliance for property managers

Plans & Pricing

View plans and start your free trial