Vendor & COI Tracking for Municipalities and Local Governments
Contractors, special-event permit holders, concessionaires and facility renters all owe you a certificate of insurance, and each one lapses on its own schedule. Collect them through a link that needs no login, have every certificate read for you, and know who is covered before the work starts or the event opens.
Free for up to 25 vendors. No implementation project.
- Lakeside Food Co. ConcessionaireCompliant
- Riverside Runners Club Permit holderPolicy ends Jul 10
- Apex Staging & Sound ContractorAdditional insured missing
Everyone a municipality collects insurance from, in one roster
Each kind of party can have a list of its own, and a company that is both a contractor and a concessionaire is one record with one upload link.
Contractors
Public works, street and parks maintenance, building repairs, IT and professional services
Usually required: General liability, auto and workers' comp at the minimums your contracts set, with the municipality named as additional insured.
In TrackMyVendor: Coverage read off each certificate and checked against your minimums. State trade licenses are checked against the state database where we have it.
Special-event permit holders
Races, parades, festivals, block parties, film shoots
Usually required: Event liability for the dates of the event, the municipality as additional insured, often a hold harmless agreement.
In TrackMyVendor: Each event as an assignment with its own minimums and documents, so a 5K owes more than a block party. The certificate's policy dates are read, so coverage that ends before the event shows.
Concessionaires and food vendors
Food trucks at the summer fair, pool and golf concessions, farmers' market stalls
Usually required: General liability, workers' comp if they have staff, plus a health permit and sometimes liquor liability.
In TrackMyVendor: Certificates graded like any vendor's. A health permit or a liquor license is tracked as a document with its expiry date.
Facility renters
Community centers, park pavilions, ball fields, municipal halls
Usually required: General liability for the rental period, the municipality as additional insured, a signed facility use agreement.
In TrackMyVendor: Renters upload through the same link, no account needed. A season-long field rental can carry more than a one-day pavilion booking.
Separate lists per kind of party come with third-party categories on Pro. Per-event and per-contract minimums come with assignments, also on Pro.
From request to renewal without the email chain
One link, no login
Vendors and permit holders upload from a phone in minutes. The page lists what they still owe.
Read for you
Each certificate's insurers, limits and per-coverage dates are read automatically and checked against your minimums.
Renewals chased
On Starter and above, alerts at 90, 60, 30 and 7 days go to your team and to the vendor, with their upload link.
Proof on file
Past policy years and an audit trail of who sent what. On Pro, an insurance audit report for any period.
Simple, transparent pricing
Start free with up to 25 vendors. Separate lists for permit holders, concessionaires and renters, and per-event requirements, are on Pro.
Free
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
Starter
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 vendors — 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
- ✓Bulk import — add your roster from CSV or a certificate archive
- ✓Invite a second user to your account
Pro
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
- ✓Integrations — QuickBooks Online, Zapier, Make, Slack and Teams
- ✓Compliance status reports (PDF & Excel)
- ✓Insurance audit report — every sub's coverage and gaps over your policy year, for your premium audit
- ✓Third-party categories — vendors, tenants, renters or franchisees on their own lists, in one roster
No contracts. Cancel anytime. See the full plan comparison →
Where municipal certificates usually go wrong
The certificate covers the wrong dates
An annual policy that renews the week before your event, or an event policy written for the wrong weekend. Each coverage's own dates are read, so the gap shows before the permit is issued.
The city typed into the holder box, not endorsed
Being the certificate holder doesn't make you additional insured. Ask for the endorsement page; on Pro it's read off the upload.
One renewal nobody chased
Annual contracts outlast annual policies. Alerts go to the vendor with their upload link before the policy lapses, so the renewal arrives without anyone following up.
A file in someone's inbox
When the person who handled the permit is out, nobody else can find the certificate. Everything lives on the vendor's record, with an audit trail of who sent what and when.
Before approving a certificate, the COI audit checklist covers the eight fields most often missed.
Frequently asked questions
Is TrackMyVendor suitable for a small city or town?
Can we track special-event permit holders separately from contractors?
Do permit holders need an account to send their certificate?
Can we require a hold harmless agreement or a facility use agreement?
Do you check liquor liability or other special coverages?
Can our insurance pool or broker see our vendors?
Can we prove a contractor was insured on a past date?
Know who is covered before the permit is issued
Contractors, permit holders, concessionaires and renters, all in one place. Free for your first 25 vendors.
Get started free — no credit cardNo credit card required
Explore More
Private School Compliance
COIs, W-9s and hold harmless agreements for campus vendors and renters
Custom Compliance Rules
Default insurance minimums, required documents and per-project overrides
Project Management
Group vendors by project or job
Certificate Holder vs. Additional Insured
The endorsement distinction that decides who's protected in a claim
COI Audit Checklist
Eight things to check before approving any certificate
Compliance Audit Trail
Who uploaded, changed or removed what, and when — plus every past policy year
Alerts and Reminders
Get notified before documents expire
Plans & Pricing
View plans and start your free trial