COI & Contractor Compliance Software for HOAs and Community Associations
Set the association's requirements once. TrackMyVendor collects, checks and chases every vendor's paperwork from then on.
No manager or board volunteer should have to remember when the landscaper's insurance renews. TrackMyVendor asks each vendor for their COI, W-9 and license, reads every certificate as it arrives, checks it against the association's minimums, and emails the vendor an upload link before anything lapses. What reaches you is the short list that needs a decision.
How compliance tracking works for HOA managers
You set it up once. After that the follow-up runs on a schedule — not on a board member's memory.
You, once — about 10 minutes
- 1 Add the vendor roster — landscapers, pool services, roofers, plumbers, pest control. Each vendor is stored once, whichever communities they serve.
- 2 Set what the association requires — coverage lines, minimum limits, and the documents every vendor owes.
- 3 Send the upload links. No portal account and nothing to install — which is what gets a two-person landscaping company to actually comply.
TrackMyVendor, every day after
- Reads each vendor's certificate the day it's uploaded — limits and every coverage line's dates — so no volunteer has to open the PDF.
- Holds it against the board's minimums and spells out a shortfall: which line, what the certificate shows, what the association requires.
- Nudges a vendor who never replied with the same link three days after the request — nobody on the board writes the follow-up.
- Asks the landscaper for next year's certificate before this one ends, at 90, 60, 30 and 7 days, and copies the manager.
- Watches licensed trades' state licenses every day for the states we sync, so a suspension reaches the manager rather than the minutes.
- Marks a vendor red the day coverage lapses, and puts everything expiring in a Monday email the manager can forward to the board.
The 90/60/30/7-day emails to vendors start on paid plans; reading certificates, checking the association's minimums, the Monday summary and the follow-up on an unanswered request are on every plan. Compare plans.
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, Colorado, Arizona, Connecticut, Arkansas, Virginia, and Ohio, re-checked automatically 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 on Pro, the 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
On Starter and up, 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, on Starter and up, 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 each association's requirements are enforced.
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
Every vendor renewal on one compliance calendar, subscribable into Google Calendar, Outlook or Apple Calendar on Starter and up, so a lapse is visible well before the next board meeting. What it covers, and what it does not.
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:
HOA compliance tracking at a glance
Every vendor carries one badge, worked out from what is on file against what the association requires — and a Why? beside it when it is red, naming the exact gap.
Compliant
Licenses current, insurance in date and at the association's limits, required documents on file
Non-Compliant
Something expired, missing or below a minimum — with the reason under Why?
No documents
A vendor on the roster who has not sent anything yet
What is about to lapse is flagged on each document, and gathered in the Action Queue's Expiring Soon group and the Monday summary email — so a green vendor with a certificate expiring in two weeks is still in front of you.
Common contractors HOAs need to track
Simple, transparent pricing
Most HOA rosters fit the free plan. Start with 25 vendors, no credit card.
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 vendor
- ✓Projects & job sites — group vendors 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 vendors 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 vendors — 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 →
HOA compliance checklist software — a checklist that fills itself in
Most associations start with a paper checklist in the vendor file. It works until the landscaper's certificate renews in March and nobody updates the page. In TrackMyVendor the checklist lives on each vendor, and the vendor is the one who fills it in.
Free resource
The printable HOA vendor checklist
The seven documents to collect before a vendor works on association property — certificate, license, W-9, bond, additional insured endorsement, business license, signed agreement — and what to check on each.
Get the HOA vendor compliance checklist →Starter and up
The same checklist, on every vendor
Apply the property management & HOA preset — W-9, certificate, state trade license, business license, additional insured endorsement, service agreement — and adjust it. Each vendor's page shows what is on file and what is missing, and their upload link asks for exactly the missing items.
How each association's requirements work →HOA certificate of insurance (COI) tracking
A vendor's COI is the document an association asks for most and checks least. Collecting it is the easy part; knowing it still says what the board requires six months later is the part that slips.
- ✓Read, not retyped. Carrier, policy numbers, limits and each coverage's own dates come off the ACORD 25 on every plan — general liability, workers' comp and auto often renew months apart, and each is tracked on its own.
- ✓Checked against the association's minimums. A certificate below the board's general liability limit shows as short the day it arrives.
- ✓The association's name on it. The certificate holder line is read on every plan, and on Pro the endorsement pages behind it — which is where additional insured status actually lives. Certificate holder vs. additional insured.
- ✓Renewed before it lapses. The renewal comes back through the vendor's own upload link, and the old certificate stays on file as the record.
Looking for your association's own certificate of insurance — the one a homeowner or a lender asks for? That comes from the association's insurance agent or its manager. This page is about the certificates from the vendors who work for the association.
The vendor side of the HOA compliance calendar
An association's compliance calendar has two halves. The governance half — the annual meeting, the budget, the reserve study, state filings — belongs to the board and its manager. The vendor half is every certificate, license and W-9 on file, each with its own date. TrackMyVendor keeps the second half.
Every renewal, by month
The compliance calendar lays every vendor deadline out on a month view. Every plan.
Beside the board's own dates
Subscribe it into Google Calendar, Outlook or Apple Calendar, next to the meeting schedule the association already keeps. Starter and up.
Notifications that go out on their own
A Monday summary email of everything expiring, on every plan. Starter adds alerts at 90, 60, 30 and 7 days to the manager and to the vendor, with the upload link. How the alerts work.
Contract seasons and reserve projects — the snow-removal season, the clubhouse roof — can carry their own dates too. Vendor oversight by association.
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.
The holder line is read and stored with every certificate; it is the one field worth a glance yourself when a vendor first onboards.
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.
TrackMyVendor does this: on Pro the endorsement pages are read off every upload, and a ticked ADDL INSD box alone is recorded as a claim, not as cover.
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.
TrackMyVendor does this: each coverage line has its own dates, so a lapsed workers' comp line flags the vendor even while their GL is current.
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.
TrackMyVendor does this: require auto with its own minimum, and a certificate without it is flagged as short the day it arrives.
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.
TrackMyVendor does this: licenses are re-checked against the state board every day wherever we sync with it, and every license gets expiration alerts — so a lapse is caught without anyone running a lookup.
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.
TrackMyVendor does this: the W-9 is requested through the same link as the certificate, and the legal name, TIN and tax classification are read off it.
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?
Can board members see which vendors are covered?
What if a contractor's license is from a state you don't automatically verify?
We manage several associations. Do vendors have to be added to each one?
Is an HOA required to get proof of insurance from its vendors?
What does the free plan cover for a small association?
Take vendor follow-up off the board's plate
Set the association's requirements once. TrackMyVendor collects every COI, W-9 and license, checks them, and asks vendors for renewals before they lapse.
Start free — track up to 25 vendorsNo credit card required
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