Built for homebuilders

Verify Every Trade Before They Touch the Build

COI Tracking & Trade Contractor Compliance for Homebuilders

Every trade contractor on your build needs proper licensing and insurance. TrackMyVendor helps homebuilders verify qualifications, collect documents, and maintain compliance records for every trade — from foundation to finish.

Start free — verify your first 25 trades in minutes No credit card required

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.

How compliance tracking works for homebuilders

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

Add your trades

Import your trade list or add contractors one at a time. Each trade contractor gets a single profile that follows them across every community and every build, so a plumber verified on one lot is already verified on the next.

One link collects it all, and licenses check themselves

Each trade gets an email with a link to upload their COI, W-9 and license — no account, no portal password, no app, so it happens from a phone in the truck. TrackMyVendor then matches the license number against the issuing state board — Texas TDLR, Florida DBPR, California CSLB, Washington L&I, Oregon CCB, Illinois IDFPR and Colorado DORA — and re-checks it every day. A license suspended between framing and drywall raises a flag; a filed-away PDF never would.

Nothing lapses quietly

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.

Why trade contractor compliance matters for homebuilders

A single residential build can involve a dozen or more specialized trade contractors. Verifying each one's credentials is critical but time-consuming:

Trade licenses must be current before contractors start work

Insurance lapses during a build create serious liability

Inspectors and lenders may require proof of licensed trades

Tracking credentials across multiple active builds is overwhelming

Trade contractors homebuilders typically track

Electricians

Plumbers

HVAC contractors

Roofers

Foundation & concrete

Framing crews

Insulation installers

Drywall & finishing

Painters

Simple, transparent pricing

Start free with 25 trade contractors. Per-community insurance requirements come with Pro.

30-DAY FREE TRIAL — No credit card required

Free

Up to 25 trade contractors · 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 trade contractors · 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 trade contractors — 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 trade contractors · 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

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.

Get free checklist

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 reads the first five off the uploaded certificate automatically and re-checks the license daily. The W-9 comes up the same link as the COI, so it is collected before it is urgent rather than after.

Frequently asked questions

Can I use this for multiple builds at the same time?

Yes. Each trade contractor has a single profile that carries across all your builds. Once a sub's documents are uploaded and verified, they stay current regardless of which project they're working on.

Do trade contractors need to create an account?

No. You send them a secure magic link via email. They click the link, upload their documents, and that's it. No account creation, no app download, no friction.

What trade licenses can you verify automatically?

We verify licenses automatically against Texas TDLR, Florida DBPR, California CSLB, Washington L&I, Oregon CCB, Illinois IDFPR and Colorado DORA — covering electricians, plumbers, HVAC contractors, roofers and many other trades. A license from any other state is tracked the same way: add it once and you get the same expiration tracking and alerts.

Do you handle trades across several communities at once?

Yes. A trade contractor is stored once, and their verified documents apply everywhere they work. On the Pro plan you can also set insurance requirements per community or per build, so a custom-home division can require higher limits than a production division without you maintaining two rosters.

What happens if a trade's license is suspended mid-build?

The daily state-database check picks it up and the contractor's status changes in your dashboard. This is the gap a document-only system cannot close: the certificate on file still looks perfectly clean, because nothing about a suspension changes the PDF you were emailed.

Can I show a lender or inspector proof that every trade was verified?

Every upload, verification and status change is written to a timestamped activity log on every plan. The Pro plan adds PDF and Excel compliance reports you can hand over directly.

Build with confidence — every trade verified

Verify licenses, collect documents, and track compliance for every trade on your build.

Start free — track up to 25 vendors

No credit card required