Trade Contractor COI Tracking Software for Homebuilders
Every trade cleared before they mobilize — without your superintendent chasing paperwork.
A build runs a dozen trades through each lot, one phase after another, and any of them can lapse between framing and drywall. Set each community's insurance minimums once. TrackMyVendor collects every trade's COI, W-9 and license, reads the certificate, checks it against the community, re-checks the license with the state board every day, and emails the trade a renewal link before anything runs out.
How compliance tracking works for homebuilders
Your superintendent shouldn't be the one checking whether the framer's insurance is still good before drywall. Set it up once; it is checked every day after.
You, once — about 10 minutes
- 1 Add your trades — import the trade list or add them as you go; each is one profile across every community and lot.
- 2 Set each community's minimums — the custom section can carry a higher bar than the production townhomes.
- 3 Send each trade their link. COI, W-9 and license upload from a phone in the truck, no account.
TrackMyVendor, every day after
- Reads each trade's certificate — limits and every coverage line's dates, without opening the PDF.
- Checks the trade against the community and names the shortfall before they're scheduled on the next lot.
- Follows up when a trade doesn't upload — one reminder with the same link after three days.
- Asks the trade for renewals between phases, at 90, 60, 30 and 7 days before each policy lapses, with their link.
- Re-checks trade licenses with the state board every day for the states we sync — a license suspended between framing and drywall turns the trade Non-Compliant.
- Logs every upload and status change with a timestamp, so the lender's draw inspector gets an answer, not a search.
The 90/60/30/7-day emails to trades and per-community minimums start on Starter; reading certificates, the license check, the activity log, the Monday summary and the three-day follow-up are on every plan. Compare plans.
How TrackMyVendor helps homebuilders
Verify trade licenses
Search 1 million+ professional licenses to confirm electricians, plumbers, HVAC techs, and other trade contractors are properly licensed before they start work — and keep them checked daily, so a license suspended between phases does not go unnoticed.
COIs and endorsements read off the PDF
The trade uploads the ACORD 25 and the carrier, policy numbers, limits and per-coverage dates come off it automatically. Where the endorsement forms are attached, the form numbers are read too — CG 20 10 covers ongoing operations, CG 20 37 covers completed operations, and on a build it is the second one that answers a warranty claim two years later. See how AI COI parsing works.
Trades chased before they mobilize
Send a trade contractor a magic link and they upload licenses, certificates, tax forms and safety records straight into your dashboard — no account, no email back-and-forth. Renewal notices go to the trade as well as your team, and one click chases everyone still outstanding before the next phase starts.
Requirements per community or phase
Each community carries its own coverage requirements — general liability, auto, workers' comp and umbrella, each with a minimum limit — so a framer cleared on a townhome phase is checked again against the custom section's higher bar. See how projects work.
W-9s collected at onboarding
The same request collects the W-9, with legal name, TIN and tax classification read off the form — so draw packages and year-end 1099s are assembled from a record that is already complete.
Connects to the systems the office already runs
Subscribe every expiration date into Google Calendar, Outlook or Apple Calendar, and push compliance events into Slack, Teams, Zapier or Make with signed webhooks. When a lender or inspector wants it on paper, the same status exports as a PDF or Excel file.
Why trade contractor compliance matters for homebuilders
A single residential build can involve a dozen or more trades, each on the lot for a few weeks. These are the gaps that open between phases, and how each one closes on its own:
The electrician's license has to be active the day they rough in — not the day you onboarded them.
Without you lifting a finger: The license is re-checked with the state board every day. Suspended, inactive or expired, the trade turns Non-Compliant before they're scheduled on the next lot.
A framer's GL lapses in month three of a five-month build.
Without you lifting a finger: Each coverage line's expiry is read off the certificate. The trade is emailed an upload link 90, 60, 30 and 7 days out, and the renewal comes back through the same link.
The custom-home section needs higher limits than the production townhomes.
Without you lifting a finger: Each community carries its own minimums. A trade cleared on one is checked again on the other, and the shortfall is named.
The lender's draw inspector wants proof every trade on the lot was insured.
Without you lifting a finger: Every upload, verification and status change is timestamped in the activity log; on Pro the status exports as a PDF or spreadsheet for the draw package.
Trade contractors homebuilders typically track
Simple, transparent pricing
Start free with 25 trade contractors. Per-community insurance minimums and renewal emails to trades start 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 trade contractor
- ✓Projects & job sites — group trade contractors 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 trade contractors 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 trade contractors — 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 →
Free resource
Trade 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.
What to verify before a trade starts work
A certificate on file is not the same as coverage in force. Before a trade contractor sets foot on a lot, six things are worth checking — and only the first is about the paperwork existing at all.
The license is active today
Not that a number exists — that the state board currently lists it as active. Licenses get suspended for unpaid renewal fees, lapsed bonds and enforcement actions, and none of those events touch the PDF in your folder.
General liability limits meet your contract
Your trade agreement almost certainly names a per-occurrence and aggregate minimum. Read the limits off the certificate and compare them, per trade — a framer and a low-voltage installer rarely carry the same requirement.
Workers' comp is in force, or the exemption is real
In most states an owner-operator can file an exemption, which is legitimate. What matters is that you know which of the two you are relying on before someone is hurt on your lot.
You are named as additional insured
Being listed in the certificate holder box does not extend coverage to you. Additional insured status comes from an endorsement attached to the policy, and it is the endorsement — not the certificate — that decides whether their insurer defends you.
Expiration dates clear your schedule
A policy expiring in six weeks is a problem on a build with a four-month schedule. Compare each expiration date against the trade's scheduled completion, not against today.
A W-9 is on file before the first payment
Collecting it at onboarding costs nothing. Collecting it in January, from a trade that finished in June and has stopped answering the phone, costs a great deal.
TrackMyVendor does most of this for you: the license is re-checked with the state board daily, limits and expiration dates are read off the certificate and checked against your minimums, the endorsement forms are read on Pro, and the W-9 comes up the same link as the COI. What it leaves to you is the judgment calls — whether a workers' comp exemption is acceptable, and whether a policy's end date clears that trade's place in your schedule.
Frequently asked questions
Can I use this for multiple builds at the same time?
Do trade contractors need to create an account?
What trade licenses can you verify automatically?
Do you handle trades across several communities at once?
What happens if a trade's license is suspended mid-build?
Can I show a lender or inspector proof that every trade was verified?
Build with confidence — every trade verified
Set each community's minimums once. Every trade's COI, W-9 and license is collected, checked and kept current for you, from foundation to finish.
Start free — track up to 25 tradesNo credit card required
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