COI Tracking Software Pricing — From Free to $59/mo

No contracts, no sales call, no guessing. Here's exactly what you get and exactly what it costs.

30-DAY FREE TRIAL — No credit card required

Swipe the table to compare plans

Feature	Free $0/mo Free forever Start Free	Most Popular Starter $39/mo 30-day free trial Start Free Trial	Pro $59/mo 30-day free trial Start Free Trial
Limits
Contractors you can track	Up to 25	Up to 200	1,000+
Team members who can log in	1	2	100+
Tracking & Documents
COIs, W-9s and licenses stored for each contractor	✓	✓	✓
Other documents filed by type contracts, financials and more	✓	✓	✓
Dashboard of everything expired or expiring	✓	✓	✓
Weekly compliance summary email, every Monday	✓	✓	✓
Contractors upload their own documents by link no account needed	✓	✓	✓
Certificate history past policy years kept	✓	✓	✓
Activity log who uploaded or changed what, and when	✓	✓	✓
Rename “Contractors” to your own word (Vendors, Subs, Suppliers…)	✓	✓	✓
Export all your data at any time	✓	✓	✓
Automation
COIs read automatically carrier, limits and dates, no typing	✓	✓	✓
W-9s read automatically name, tax ID and tax classification	✓	✓	✓
Endorsements read automatically additional insured, waiver of subrogation, primary & non-contributory	✕	✕	✓
Expiration reminders emailed to you and the contractor	✕ You send requests by hand	✓	✓
Deadlines in your calendar Google, Outlook or Apple	✕	✓	✓
Projects & Import
Projects group subs by job or property, each with its own insurance requirements	✕	✓	✓
Required documents set per project, plus your own document types	✕	✕	✓
Bulk import from a spreadsheet or a zip of certificates	✕	✓	✓
Reports & Integrations
Compliance status reports (PDF & Excel)	✕	✕	✓
Insurance audit report for your premium audit	✕	✕	✓
Third-party categories separate lists for tenants, renters and franchisees	✕	✕	✓
QuickBooks Online vendors brought into your roster, with a compliance status PDF on each	✕	✓ You click Sync	✓ Automatic, within minutes
API, webhooks, Zapier, Make, Slack & Teams	✕	✕	✓
Add-ons
PreQual add-on prospects, EMR letters and OSHA 300As read for you, scorecards (details below)	✕	Add for $69/mo	Add for $69/mo
Onsite add-on QR check-in at the gate, each crew's COI and license checked, live roster (details below)	✕	Add for $49/site/mo	Add for $49/site/mo
	Start Free	Start Free Trial	Start Free Trial

Add-on

PreQual

$69/mo, flat

Add to Starter or Pro. Not available on Free.

Vet subs from their documents, not a questionnaire.

✓Prospects — send a sub one link with your own questionnaire to fill in, see what's in, then approve up to a job size, approve with conditions or decline
✓Safety documents read for you — the EMR from the EMR letter, TRIR and DART from the OSHA 300A
✓Three years of 300As — 3-year TRIR and DART beside the BLS average for the sub's trade
✓A scorecard per sub — each check against your limits, no overall score; compare up to five side by side
✓Bonding letters read — surety and limits against your minimum
✓Re-qualification and Export for Bids — ask approved subs again every 12 or 24 months; list who’s qualified for the job size and copy their emails

Start a Starter trial then add PreQual from Settings → Billing, anytime. How PreQual works

Figures are read from the documents, not verified with the carrier, rating bureau, surety or OSHA.

Add-on

Onsite

$49/site/mo

For each job site switched on, on Starter or Pro. Not available on Free.

Know who is on site, and that their company is covered.

✓A QR poster at the gate — workers scan with the phone camera, no app or account, in English or Spanish
✓Each crew checked on arrival — the company’s certificate of insurance and license, against your requirements
✓Monitor first, enforce when ready — see who would be turned away before you turn anyone away
✓A live roster — who’s on site by company, one-day passes, an updated COI requested automatically
✓Evening heads-up — which companies would be stopped tomorrow, the night before
✓End-of-day headcount — by company, with visitors and hours, for the daily report

Start a Starter trial then add Onsite from Settings → Billing. $0 until you switch a site on. How Onsite works

Ending a site stops its charge, prorated. Workers pay nothing and are never texted or emailed.

Already tracking contractors somewhere else?

Switch without starting over

Bring the roster you already keep — a spreadsheet, an export from whatever you use now, or a folder of certificates. Nothing is retyped, and nothing is created until you have looked at the preview and said so.

Bulk import is included from the Starter plan up.

See how import works

Upload what you already have

A CSV or Excel file, up to 200 contractors at a time — or a zip of certificate PDFs, up to 50.

It gets read for you

Spreadsheet columns are matched from your own headers — name, contact, email, phone, license number. Every certificate is parsed for carrier, limits and expiration dates.

You check it, then import

Duplicates are flagged and skipped, a matching state license record is attached to each contractor, and you untick anything you don't want.

What does COI tracking software typically cost?

COI tracking software ranges from free spreadsheets to enterprise platforms that run four figures a month. Here's the market at a glance, and where TrackMyVendor fits.

Swipe the table to see more

Type of tool	Typical cost	Who it's for
Spreadsheets & free trackers	$0	A handful of subs, manual follow-up, no alerts or document parsing
Small-business COI software (TrackMyVendor)	$0–$59/mo	GCs & property managers who want automation without a sales call or contract
Enterprise platforms (myCOI, TrustLayer, Billy)	$200–$1,000+/mo*	Risk & procurement teams that need an implementation project and dedicated support

*Enterprise COI platforms don't publish pricing; ranges are based on what customers report and typically require a sales call, annual contract, and minimum commitment. If you're tracking up to a few hundred subs and don't need an enterprise risk suite, small-business COI software is almost always the better fit.

Evaluating alternatives? See how TrackMyVendor compares to myCOI, Billy, and TrustLayer →

Frequently Asked Questions

Do I need a credit card to start?

No. The Free plan never requires a credit card. If you want to try Starter or Pro, you get 30 days free — still no credit card required at sign-up. We ask for payment information only when your trial ends and you decide to continue.

What happens when I hit the 25-contractor limit on the Free plan?

Your existing subs stay tracked and your data stays intact — nothing gets deleted. You just won't be able to add contractor number 26 until you upgrade to Starter.

Can I cancel anytime?

Yes. No contracts, no cancellation fees, no phone call required to cancel. You can cancel from your account settings in under a minute. You keep access until the end of the billing period you already paid for, then your account drops back to Free — your data stays, you just lose the paid features.

Is my data secure and where is it stored?

Your data is stored on servers in the United States and never sold or shared with third parties. We use industry-standard TLS encryption in transit. If you cancel, you can export your data before you leave.

Does my price go up as I add more contractors?

No. Starter is $39/mo whether you have 26 subs or 200, and Pro has no contractor limit. Pro is $59/mo whether you have 2 users or 20. There are no per-contractor fees, no seat surcharges, and no usage-based billing surprises at the end of the month. The price you see is the price you pay.

How are the add-ons priced?

PreQual is $69/mo, flat, however many subs you vet. Onsite is $49/site/mo: you're billed for each job site switched on, prorated, with no per-worker fee, and ending a site stops its charge. Both go on Starter or Pro, never Free, and are added or removed from Settings, Billing, at any time.

What if I need more than Pro?

Pro covers the vast majority of GC operations. If you run compliance for client companies — a broker, risk manager or property management firm — the agency console is the plan for that: every client in one portfolio, and compliance reports issued under your own name, logo and colours. For anything else, such as a dedicated implementation contact, reach out at support@trackmyvendor.com. We'll tell you honestly whether we're the right fit or whether you'd be better served by an enterprise platform.

Start verifying your subs today.

Free plan includes 25 subs, forever. Starter and Pro include a 30-day free trial.

Start Free — No Credit Card Required

Already have an account? Log in

Rather see it first? Book a 15-minute walkthrough — optional, and you can start free without one.

Not sure which plan fits? Read about TrackMyVendor for general contractors or property managers.