# 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) 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.
- **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

- **License Tracking:** Automated import of professional license data from state databases (TX, FL, CA, WA, OR); daily sync detects revocations and expirations
- **Vendor Management:** Group licenses and compliance documents by vendor/contractor; single profile per vendor tracks everything
- **COI & W-9 Tracking:** Monitor Certificate of Insurance and W-9 document expiration dates; AI-powered extraction reads coverage data from uploaded PDFs
- **Automated Alerts:** Email notifications at 90, 60, 30, and 7 days before licenses and COIs expire, or when W-9s are missing (Starter and above)
- **Vendor Self-Service:** Send contractors a magic link to upload their own documents — no account required on their end
- **Team Collaboration:** Multi-user organizations with owner and member roles (Pro)
- **Compliance Reports:** PDF and Excel export of compliance status for audits, board meetings, or project owners (Starter and above)
- **Project Management:** Assign vendors to projects and enforce per-project insurance requirements (Pro)
- **Integrations:** Zapier and Make webhooks for connecting to external tools; Slack and Microsoft Teams notifications (Pro)

## 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

## Frequently Asked Questions

**What states does TrackMyVendor cover for automatic license verification?**
Automatic license verification is available for Texas (TDLR), Florida (DBPR), California (CSLB), Washington (L&I), and Oregon (CCB). These five states are covered with daily database syncs. For other states, you can manually enter license details and still get expiration tracking, compliance scoring, 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.

**Does TrackMyVendor track COI expiration dates automatically?**
Yes. When a COI is uploaded, AI extraction reads the expiration dates from the PDF and drives automatic email alerts at 90, 60, 30, and 7 days before expiration. No manual calendar entries needed.

**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 you receive an alert. You do not need to manually re-check.

**Is there a free plan?**
Yes. The Free plan allows up to 25 subcontractors and 1 user at no cost. It includes license verification for TX, FL, and CA, expiration tracking, alerts, the contractor self-service portal, and document storage. No credit card required.

## Pricing & Plans

All plans include a 30-day free trial with no credit card required.

- **Free** — $0/mo. Up to 25 subcontractors, 1 user. Includes license verification (TX, FL, CA, WA & OR), expiration tracking, contractor self-service portal, and document storage.
- **Starter** — $39/mo. Unlimited subcontractors, 1 user. Everything in Free plus AI-powered COI parsing, automated expiration alerts (90/60/30/7 days), W-9 collection & storage, and PDF & Excel compliance reports.
- **Pro** — $79/mo. Unlimited subcontractors, unlimited users. Everything in Starter plus per-project insurance requirement templates, compliance enforcement, team access with role-based permissions, bulk contractor import, timestamped audit trail, and Zapier/Make webhooks.

## 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 Texas, Florida, California, Washington, and Oregon; 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.
- [Subcontractor Insurance Requirements in Texas](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-texas) — Coverage types and limits required for Texas construction projects.
- [Subcontractor Insurance Requirements in Florida](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-florida) — Coverage types and limits required for Florida construction projects.
- [Subcontractor Insurance Requirements in California](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-california) — Coverage types and limits required for California construction projects.
- [Subcontractor Insurance Requirements in Washington](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-washington) — Coverage types and limits required for Washington construction projects.
- [Subcontractor Insurance Requirements in Oregon](https://trackmyvendor.com/resources/subcontractor-insurance-requirements-oregon) — Coverage types and limits required for Oregon construction projects.
- [Subcontractor License Requirements in Texas](https://trackmyvendor.com/resources/subcontractor-license-requirements-texas) — Which trades require a TDLR license in Texas and how to verify them.
- [Subcontractor License Requirements in Florida](https://trackmyvendor.com/resources/subcontractor-license-requirements-florida) — Which trades require a DBPR license in Florida and how to verify them.
- [Subcontractor License Requirements in California](https://trackmyvendor.com/resources/subcontractor-license-requirements-california) — Which CSLB license classifications are required in California and how to verify them.
- [Subcontractor License Requirements in 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.
- [Subcontractor License Requirements in Oregon](https://trackmyvendor.com/resources/subcontractor-license-requirements-oregon) — Which trades require a CCB license in Oregon and how to verify them.