# TrackMyVendor

> SaaS platform for tracking vendor and contractor compliance — professional licenses, Certificates of Insurance (COI), and W-9 documents.

## What TrackMyVendor Does

TrackMyVendor is a subcontractor compliance tracking platform that automatically monitors professional licenses, Certificates of Insurance (COI), and W-9 documents for general contractors, property managers, and HOAs.

**Problem it solves:** General contractors and property managers work with dozens of subcontractors and vendors whose licenses, insurance certificates, and tax documents all have different expiration dates. Tracking these manually — across spreadsheets, email threads, and file folders — means things slip through. An expired license or lapsed COI can stop a job, expose you to liability, or result in a denied insurance claim. TrackMyVendor automates this tracking and sends alerts before anything lapses.

**How it's different from a spreadsheet:** TrackMyVendor connects directly to state licensing databases (Texas TDLR, Florida DBPR, California CSLB, Washington L&I, Oregon CCB, Illinois IDFPR, Colorado DORA) and verifies license status against official government data daily. A spreadsheet tracks documents you enter manually. TrackMyVendor detects license revocations, suspensions, and expirations automatically — whether you remembered to check or not.

## Key Terms

- **COI (Certificate of Insurance):** A document issued by an insurance broker summarizing a contractor's active coverage — policy types, limits, and expiration dates.
- **TDLR:** Texas Department of Licensing and Regulation — the primary licensing authority for construction trades in Texas (HVAC, electrical, plumbing, A/C, and others).
- **DBPR:** Florida Department of Business and Professional Regulation — issues contractor licenses in Florida for general, electrical, plumbing, HVAC, and roofing trades.
- **CSLB:** California Contractors State License Board — issues contractor licenses in California for Class A (General Engineering), Class B (General Building), and C specialty classifications.
- **L&I:** Washington State Department of Labor & Industries — issues contractor registrations and specialty trade licenses in Washington.
- **CCB:** Oregon Construction Contractors Board — licenses general and specialty contractors in Oregon.
- **IDFPR:** Illinois Department of Financial and Professional Regulation — licenses roofing, plumbing and other regulated trades in Illinois.
- **DORA:** Colorado Department of Regulatory Agencies — licenses electrical and plumbing trades in Colorado.
- **W-9:** IRS form used to collect a contractor's tax identification number — required for 1099 reporting at end of year.
- **Additional Insured:** An endorsement on a COI that extends the sub's insurance coverage to the GC and/or project owner.

## Features

Tier in brackets. Anything unmarked is available on every plan, including Free.

- **License Tracking:** Automated daily import of professional license data from seven state databases — Texas (TDLR), Florida (DBPR), California (CSLB), Washington (L&I), Oregon (CCB), Illinois (IDFPR), Colorado (DORA); the sync detects revocations, suspensions and expirations
- **Vendor Management:** Group licenses and compliance documents by vendor/contractor; a single profile per vendor tracks everything
- **COI & W-9 Tracking:** Monitor Certificate of Insurance and W-9 expiration dates
- **AI Document Parsing:** COI coverage types, limits and per-coverage effective/expiration dates, and W-9 name, TIN and tax classification, are read from the uploaded PDF automatically — no manual data entry
- **Document Storage:** Any other document filed by category — Insurance, Licensing, Financial, Contracts, Other
- **Weekly Compliance Summary:** One digest email every Monday listing every contractor with an expired or expiring document, sent to the organization's own members (never the contractor). Available on every plan, including Free; can be switched off per organization
- **Automated Expiration Alerts (Starter and above):** Per-deadline email alerts at 90, 60, 30 and 7 days, sent to every member of your team *and* to the contractor — the contractor's copy carries a magic upload link, so nobody has to chase them by hand
- **Vendor Self-Service:** Send contractors a magic link to upload their own documents — no account, no app, no portal login on their end
- **Timestamped Audit Trail:** A dated record of every document and status change
- **Team Collaboration:** A second user on Starter; unlimited users and roles on Pro
- **Project Management (Pro):** Assign vendors to projects, apply per-project insurance requirement templates, and flag non-compliant subs per project
- **Compliance Reports (Pro):** PDF and Excel export of compliance status for audits, board meetings, or project owners
- **Bulk Import (Pro):** Add an existing contractor roster from a CSV
- **Integrations (Pro):** Zapier and Make webhooks for connecting to external tools, which can drive Slack or Microsoft Teams notifications

## Target Users

- General contractors managing subcontractor compliance across active projects
- Property managers tracking vendor licensing and insurance for a building portfolio
- HOA boards verifying that contractors hired by the community are licensed and insured
- Compliance officers at construction or facilities companies
- Insurance brokers, risk managers and property management firms managing compliance for a portfolio of client companies (see For Agencies & Brokers below)

## Frequently Asked Questions

**What states does TrackMyVendor cover for automatic license verification?**
Seven states, each synced daily from the official database: Texas (TDLR), Florida (DBPR), California (CSLB), Washington (L&I), Oregon (CCB), Illinois (IDFPR), and Colorado (DORA). For other states you can enter license details manually and still get expiration tracking, compliance status, and alerts.

**How is TrackMyVendor different from tracking compliance in a spreadsheet?**
A spreadsheet only knows what you enter. TrackMyVendor connects to government licensing databases and detects license revocations, suspensions, and status changes automatically — whether you remembered to check or not. It also parses COI PDFs using AI so you don't manually enter coverage data, and sends expiration alerts automatically so nothing slips through.

**Can my subcontractors upload their own documents?**
Yes. The Vendor Self-Service feature lets you send a secure magic link to any contractor. They click the link, upload their COI, W-9, or other documents, and everything flows directly into your dashboard. No account required on their end, and it works from a phone in about two minutes.

**Does TrackMyVendor track COI expiration dates automatically?**
Yes. When a COI is uploaded, AI extraction reads the coverage limits and expiration dates from the PDF. On Free, expiring items appear in the app and in the weekly summary email; on Starter and above they also drive per-deadline email alerts at 90, 60, 30, and 7 days to your team and to the contractor.

**What happens if a subcontractor's license is revoked mid-project?**
TrackMyVendor syncs with state licensing databases daily. If a license is revoked, suspended, or expires, the vendor's compliance status updates automatically and the item appears in your action queue. You do not need to manually re-check.

**Is there a free plan?**
Yes, and it is free forever with no credit card. The Free plan covers up to 25 subcontractors and 1 user, and includes license verification across all seven states, expiration tracking, the weekly compliance summary email, magic-link contractor uploads, AI COI and W-9 parsing, document storage by category, and the timestamped audit trail.

**Do I need a demo or an implementation project to start?**
No. Signup is self-serve, the roster can be imported from a spreadsheet, and contractors are invited immediately.

## Pricing & Plans

Paid plans include a 30-day free trial with no credit card required. The Free plan is free forever and does not expire. "Unlimited" is subject to fair use — paid plans carry a 1,000-contractor ceiling.

- **Free** — $0/mo. Up to 25 subcontractors, 1 user. License verification across all seven states, in-app expiration tracking, the weekly compliance summary email, magic-link contractor uploads, AI COI parsing, AI W-9 parsing, document storage by category, and a timestamped audit trail.
- **Starter** — $39/mo. Unlimited subcontractors, 2 users. Everything in Free, plus no 25-contractor ceiling, per-deadline automated email alerts at 90/60/30/7 days sent to your team *and* to the contractor, and a second user on the account.
- **Pro** — $59/mo. Unlimited subcontractors, unlimited users. Everything in Starter, plus per-project insurance requirement templates, compliance enforcement (flag non-compliant subs per project), unlimited users and team roles, bulk contractor import from CSV, compliance reports in PDF and Excel, and Zapier/Make webhooks.

Agencies and brokers managing compliance for multiple client companies are priced separately — see For Agencies & Brokers below.

## Free Tools

- [Contractor License Lookup](https://trackmyvendor.com/contractor-license-lookup) — Search a contractor license against the state database for any of the seven covered states. No account required.
- [COI Tracking Spreadsheet](https://trackmyvendor.com/coi-tracking-spreadsheet) — Downloadable spreadsheet template for tracking certificates of insurance manually.
- [Contractor Compliance Checklist](https://trackmyvendor.com/contractor-compliance-checklist) — Downloadable checklist of what to collect and verify before a contractor starts work.
- [Compliance Self-Assessment](https://trackmyvendor.com/assessment) — A short AI-guided interview that scores your current compliance process and returns a written report.

## Guides

- [How to Verify a Contractor License](https://trackmyvendor.com/resources/how-to-verify-contractor-license) — Step-by-step guide for verifying subcontractor licenses in the seven covered states; covers manual lookup and automated monitoring.
- [How to Track Subcontractor Insurance](https://trackmyvendor.com/resources/how-to-track-subcontractor-insurance) — What COIs to collect, how to read an ACORD form, how often to re-verify, and how to automate the process.
- [How to Track Subcontractor Compliance](https://trackmyvendor.com/resources/how-to-track-subcontractor-compliance) — The full workflow from onboarding a sub to renewing their documents.
- [COI Audit Checklist](https://trackmyvendor.com/resources/coi-audit-checklist) — What to check on a certificate of insurance before accepting it.
- [HOA Vendor Compliance Checklist](https://trackmyvendor.com/resources/hoa-vendor-compliance-checklist) — What an HOA board should verify before hiring a contractor.
- [Subcontractor Prequalification Form](https://trackmyvendor.com/resources/subcontractor-prequalification-form) — A prequalification form template for onboarding new subcontractors.

### Insurance requirements by state

- [Texas](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-texas) — Coverage types and limits required for Texas construction projects.
- [Florida](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-florida) — Coverage types and limits required for Florida construction projects.
- [California](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-california) — Coverage types and limits required for California construction projects.
- [Washington](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-washington) — Coverage types and limits required for Washington construction projects.
- [Oregon](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-oregon) — Coverage types and limits required for Oregon construction projects.
- [Illinois](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-illinois) — Coverage types and limits required for Illinois construction projects.
- [Colorado](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-colorado) — Coverage types and limits required for Colorado construction projects.
- [Arizona](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-arizona) — Coverage types and limits required for Arizona construction projects.
- [New York](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-new-york) — Coverage types and limits required for New York construction projects.

### License requirements by state

- [Texas](https://trackmyvendor.com/resources/subcontractor-license-requirements-texas) — Which trades require a TDLR license in Texas and how to verify them.
- [Florida](https://trackmyvendor.com/resources/subcontractor-license-requirements-florida) — Which trades require a DBPR license in Florida and how to verify them.
- [California](https://trackmyvendor.com/resources/subcontractor-license-requirements-california) — Which CSLB license classifications are required in California and how to verify them.
- [Washington](https://trackmyvendor.com/resources/subcontractor-license-requirements-washington) — Which trades require an L&I license or registration in Washington and how to verify them.
- [Oregon](https://trackmyvendor.com/resources/subcontractor-license-requirements-oregon) — Which trades require a CCB license in Oregon and how to verify them.
- [Illinois](https://trackmyvendor.com/resources/subcontractor-license-requirements-illinois) — Which trades require an IDFPR license in Illinois and how to verify them.
- [Colorado](https://trackmyvendor.com/resources/subcontractor-license-requirements-colorado) — Which trades require a DORA license in Colorado and how to verify them.
- [Arizona](https://trackmyvendor.com/resources/subcontractor-license-requirements-arizona) — Which trades require an ROC license in Arizona.
- [New York](https://trackmyvendor.com/resources/subcontractor-license-requirements-new-york) — How contractor licensing works in New York, which is issued locally rather than statewide.

The Arizona and New York guides are educational reference only. Automatic license verification covers the seven states listed above; Arizona and New York are not verified against a state database.

## For Agencies & Brokers

TrackMyVendor has a second product surface at https://agency.trackmyvendor.com for insurance brokers, risk managers and property management firms that manage vendor compliance on behalf of a portfolio of client companies.

**How the agency model works:** the agency holds one subscription covering its whole portfolio. Client companies are never billed and never enter payment details. An agency may only act inside a client that has explicitly authorized it: the agency sends a one-click authorization link to the client's primary contact, and granting it records the granting email address, timestamp, originating IP and agreement version. A client that has not granted access shows the agency its name and nothing else; withdrawing consent removes access immediately. Contractor limits apply to each client company separately and are never pooled across the portfolio.

**Agency pricing:** Partner — $99/mo, up to 5 client companies. Partner Pro — $199/mo, up to 15 client companies. Both include unlimited agency members, agency branding, the cross-client exception queue, and a 30-day free trial with no credit card.

- [TrackMyVendor for Agencies](https://agency.trackmyvendor.com/) — Overview for commercial lines brokers and risk managers.
- [How It Works](https://agency.trackmyvendor.com/how-it-works) — The three-step setup: invite a client, they authorize with one click, their vendors' expiring documents roll up into one cross-client queue.
- [Agency Pricing](https://agency.trackmyvendor.com/pricing) — The two tiers, and an explanation of who is billed: the agency pays one subscription, the clients pay nothing.
- [Industries](https://agency.trackmyvendor.com/industries) — Vendor compliance by book of business: construction and contracting, property management and real estate, transportation and logistics.
- [Branded Console](https://agency.trackmyvendor.com/white-label) — Agency logo and color scheme applied to the console the agency's team works in and to the client screens opened inside it, with the six available palettes and an explicit statement of what is and is not branded. There is no custom domain and outbound email is not branded.
- [Security & Consent](https://agency.trackmyvendor.com/security) — How per-client consent, the audit trail, role-scoped visibility and data handling work.
- [For Your Clients](https://agency.trackmyvendor.com/for-your-clients) — A plain-language explainer a broker can forward to a client who has been asked to authorize the portal.