Built for private schools & campus facilities

COI & Vendor Compliance Software for Private Schools and Facilities

Every vendor on campus and every group renting your gym, field or chapel — insured, documented and on file before they arrive.

A school's paperwork comes from two directions: the vendors who work on campus and the outside groups who rent it. TrackMyVendor collects both through one link that needs no account, reads the certificate for you, and lists what each one still owes — the W-9, the hold harmless agreement, the 501(c)(3) letter — so the business office stops rebuilding the same checklist in email every term.

Start free — track up to 25 vendors See how it works

No credit card required.

TrackMyVendor dashboard flagging expired and expiring vendor certificates of insurance and missing documents for a school business office

TrackMyVendor vendor list on a phone, showing each vendor's compliance status

Automated COI expiration tracking, from request to renewal

A certificate collected in August for the start of term is the one that lapses in March, halfway through the spring rental season. You set it up once; the business office stops chasing it.

You, once — about 10 minutes

1 Add vendors and renters — the food service company, the bus contractor, the league renting the field.
2 Set what the school requires — and a higher bar for the pool rental than a classroom booking.
3 Send each one a link. A volunteer-run league finishes it from a phone, with no account.

TrackMyVendor, every day after

Reads every certificate as it arrives — limits and each coverage line's dates — and checks it against the school's minimums.
Shows each vendor and renter what they still owe — hold harmless, 501(c)(3) letter, endorsement — on their upload page, and nothing they've already sent.
Reminds a renter who hasn't sent it — one follow-up with the same link three days after the request.
Asks for the renewal before a policy lapses mid-season, at 90, 60, 30 and 7 days, to the vendor or renter and to you.
Flags anyone whose cover lapses the day it does, and sends the office a Monday summary of what's expiring.

The 90/60/30/7-day emails, required documents and per-rental minimums start on Starter; reading certificates, school-wide minimums, the Monday summary and the three-day follow-up are on every plan. Compare plans.

Beyond the certificate: W-9s, hold harmless agreements and 501(c)(3) letters

A school does not need one document from everyone — it needs a different short list from the caterer, the bus company and the nonprofit league that wants the reduced rental rate. The required-documents checklist (Starter and up) lists what the school asks of everyone; each vendor's and renter's page then shows what is on file, what is expiring and what is still missing. How per-rental facility use requirements work.

Required documents

Northside Youth Basketball League

Certificate of insurance On file
Additional insured endorsement Expires in 21 days
501(c)(3) determination letter On file
Hold harmless agreement Missing

Required by Winter Season Gym Rental

The league's upload link asks for the hold harmless agreement and the renewed endorsement, and nothing it has already sent.

Certificate of insurance

Vendors and renters

General liability at minimum; workers' comp for any vendor with employees on campus; auto for anyone driving students or making deliveries.

Read automatically when uploaded — carrier, policy numbers, limits and each coverage's own dates. Minimums for general liability, auto, workers' comp and umbrella are checked against what the school requires.

Additional insured endorsement naming the school

Vendors and renters

The school's legal name, as it appears on its own policy, added to the other party's liability policy by endorsement — not typed into the certificate holder box.

Requirable on the checklist and answered by the endorsement page itself. Pro reads the endorsement forms off the upload — form number and the entities named on it.

Hold harmless agreement

Renters, and vendors without a signed contract

The written promise that the other party answers for claims arising from their use of the facility or their work on campus.

Added as the school's own document type on Pro, with a sample file the renter can download, sign and send back through the same link.

Form W-9

Vendors you pay

Needed for the 1099s the business office files each January.

Legal name, TIN and tax classification read off the form automatically, on every plan.

501(c)(3) determination letter

Nonprofit renters

The IRS letter behind a nonprofit rental rate or a fee waiver — youth leagues, congregations, scout troops.

In the document library. Filed with the renter's other paperwork; it has no expiry date, so nothing chases it once it is on file.

Background check attestation

Vendors with staff on campus during the school day

A signed statement that the people the vendor sends have been screened, renewed on the school's own schedule.

In the document library, with an expiry date that is chased like a certificate. It records the vendor's attestation — TrackMyVendor does not run background checks.

Vendors and facility renters are two different rosters of risk

Both are in one place and both use the same link. What differs is how long they are on campus, and what the school needs from them before they are.

Vendors on campus

Food service, transportation, custodial and grounds, HVAC and electrical, athletic trainers, IT and security contractors — often on site while students are.

✓COI with general liability, workers' comp and auto where they drive
✓Additional insured endorsement naming the school
✓W-9 before the first invoice is paid
✓Background check attestation for staff with student contact
✓A state trade license for licensed trades — checked against the state board where it publishes one

Facility renters

Youth sports leagues, summer camps, congregations, community theater, tutoring programs and private events using the gym, fields, pool, auditorium or chapel.

✓COI with general liability, dated to cover every rental date
✓Additional insured endorsement naming the school
✓Signed hold harmless agreement
✓501(c)(3) letter where a nonprofit rate applies
✓Stricter terms per rental on Starter and up — the pool rental carries a higher bar than a classroom booking

School vendor management for the business office

School vendor management is the business office's side of every vendor relationship: approving a new vendor before the school pays them, collecting what they owe before they are on campus, and keeping it current for the rest of the year. Each step runs on the same link the vendor answers from a phone.

Approve before the first purchase order

Add a new vendor as a prospect and send the link with a date to respond by. What comes back is read as it arrives, and the office approves, approves with conditions or declines. Prospects come with the PreQual add-on, on Starter or Pro. How vendor vetting works.

Onboard before they are on campus

The certificate naming the school, the W-9 before the first invoice, the background check attestation for staff with student contact, and a license for licensed trades — asked for once, on the vendor's upload page, until each one is on file.

Keep it current all year

A certificate collected in August lapses in the spring. Renewals are asked for before the date — at 90, 60, 30 and 7 days on Starter and up — and every plan gets the Monday summary of what is expiring.

What it does not do: purchasing, purchase orders, invoices or contract pricing, which stay in the school's finance system — and student-data privacy reviews of software vendors, which belong to the school's data-protection agreements. TrackMyVendor tracks whether each vendor and renter is insured, documented and current.

How one private school runs it

Based on a real TrackMyVendor customer. Names and details changed.

A private school's business office keeps about 40 vendors and renters on file: the trades and services that work on campus, and the nonprofits that rent the gym, the pool and the fields. Here is the setup they settled on, and what a normal week looks like.

Their setup

“Vendors”, not contractors. The list is renamed to the word the office already uses.
One school-wide bar. $1M general liability and a certificate from everyone. They keep it as a guide rather than switching on enforcement: the business office reads each case itself instead of letting a badge decide.
A group for facility renters. Youth sports leagues, camps and the like sit in a Facility Rentals group with its own list: the 501(c)(3) letter behind the nonprofit rate, the certificate, and an additional insured endorsement naming the school.
A group for vendors who need no insurance. A piano tuner who visits twice a year or a one-day guest speaker: the school has waived insurance for these, and the group asks only for a W-9.
Three alerts. 60, 30 and 7 days before anything expires, plus the Monday summary.
Licenses checked with the state. For the licensed trades on campus (elevator, plumbing, roofing, painting and flooring), the license is matched to the state's licensing database and re-checked as the state publishes.

Two groups in a school's TrackMyVendor account: Facility Rentals, eight nonprofits that rent the school's facilities, and No Insurance Needed, two vendors whose insurance the school has waived

The two groups, each with its own list. Sample data.

A normal week

Most certificates still arrive the old way, by email, and the business office uploads them as they come in. Each one is read on upload: the dates, the limits and the endorsement behind it. A renewal joins the vendor's file and the old certificate moves to its history, so the record of who was covered when builds up on its own.

Renters' certificates carry lines a contractor's never does: abuse and molestation, participant accident medical, excess medical. Those are read and listed on the renter's record under the names printed on the certificate, next to the general liability. Only general liability, auto, workers' comp and umbrella are measured against a minimum, so the office checks the rest by eye. On a typical day nearly every vendor and renter is current, and the few that are not are a certificate or a license inside its renewal window.

A youth soccer league's certificate as read by TrackMyVendor: general liability $1,000,000 / $2,000,000, abuse and molestation $1,000,000 / $2,000,000, excess medical $10,000 and participant accident medical $25,000, each with its policy number and expiry

A youth league's certificate, read line by line, including the coverages a school asks renters for. Sample data.

Which plan: groups with their own minimums and the 60-, 30- and 7-day alerts are on Starter. A separate document list per group and reading the endorsement forms are on Pro. Compare plans.

Simple, transparent pricing

A single campus's vendor list often fits the free plan. The required-documents checklist and per-rental minimums start on Starter; per-rental document lists and your own document types come with Pro.

30-DAY FREE TRIAL — No credit card required

Free

$0

Up to 25 vendors · 1 user

Organize your roster and run COI tracking at zero cost. Free forever, no credit card.

✓AI COI parsing & W-9 parsing — carriers, limits, dates and TINs read for you
✓50-state license tracking, plus automated license verification against state databases
✓Secure link onboarding — documents arrive through a secure upload link, no account needed
✓Document vault — contracts, licenses, W-9s and insurance, filed by category
✓Weekly compliance digest — a summary email of upcoming expirations
✓Timestamped audit trail — the full history of every certificate
–Renewal reminders are sent by you — one click emails the upload link

Start Free — No Credit Card

Starter

$39/mo

Up to 200 vendors · 2 users

Flat, predictable pricing for active general contractors and property managers.

✓Everything in Free
✓Up to 200 vendors — eight times Free’s 25, with no per-record fees
✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the vendor
✓Projects & job sites — group vendors by job, with per-project coverage rules
✓Calendar feed — deadlines live in Google Calendar, Outlook or Apple Calendar
✓Bulk roster import — from a CSV or a certificate archive
✓QuickBooks Online — compliance status on each matched vendor record, kept current automatically
✓2 user seats — invite a second team member or coordinator

Start 30-Day Free Trial

Pro

$59/mo

Unlimited vendors · Unlimited users

Full automation, endorsement checks and integrations for growing teams.

✓Everything in Starter
✓Unlimited vendors — past Starter’s 200, still with no per-record fees
✓AI endorsement verification — reads the additional insured, waiver of subrogation and primary & non-contributory pages
✓Unlimited users & roles — access for foremen, office managers and admins
✓API & integrations — the API, webhooks, Zapier, Make, Slack and Teams
✓Insurance audit report — every sub's coverage and gaps over your policy year, for the premium audit
✓Third-party categories — vendors, tenants, renters and franchisees on their own lists
✓QuickBooks auto-sync — new and changed QuickBooks vendors reach your roster within minutes

Start 30-Day 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.

No contracts. Cancel anytime. See the full plan comparison →

Where school certificates usually go wrong

Most schools collect certificates. The gaps are in what the certificate actually says, and in what nobody re-checks after September.

The wrong legal name

The school's name on the endorsement should match the named insured on its own policy — often the corporation or the trust behind the school, not the name on the sign. A near miss can leave the school outside the coverage it asked for.

What TrackMyVendor does: on Pro the entities named on the endorsement are read off the upload and shown with the certificate, so comparing them with the school's legal name is a glance.

Certificate holder is not additional insured

Being listed as certificate holder means the school receives the certificate. Being additional insured, by endorsement, is what lets it claim under the policy. The difference, explained.

What TrackMyVendor does: make the additional insured endorsement a required document, and only the endorsement page answers it — the holder box does not.

A season that outlasts the policy

A league's certificate collected for a September start often renews in January, mid-season. The rental keeps running whether or not anyone noticed the new policy never arrived.

What TrackMyVendor does: the league is emailed an upload link before the January renewal is due, and if it never arrives they turn Non-Compliant the day the old policy ends.

An indemnity promise with nothing behind it

A hold harmless agreement is only as good as the renter's ability to pay for the claim it covers — which is why schools ask for the agreement and the insurance together, and why the wording is worth a look from the school's own counsel. What a hold harmless agreement covers, and the forms to use.

Frequently asked questions

How do facility rentals work in TrackMyVendor?

A renter — a youth league, a congregation, a camp operator, a wedding party — is added to the roster exactly like a vendor, and receives the same upload link: no account, works from a phone. On Pro, renters can have a list of their own beside your vendors, and a caterer that supplies lunches and rents the hall is one record in both. For the rental itself, create an assignment for it (rename assignments to "Rentals" or "Events" in Settings) and give it its own insurance minimums and its own document list, so the renter using the gym for one Saturday owes a hold harmless and a certificate naming the school, while the league renting the field all season owes more. Per-rental insurance minimums start on Starter; a rental's own document list is on Pro. When the rental ends, it stops counting against the renter's status.

Does a renter have to create an account to send us their certificate?

No. Renters and vendors both upload through an emailed link that needs no login and nothing installed. The page lists exactly what that person still owes, with a place to upload each one, and marks what is already on file.

Can we require a hold harmless agreement from every renter?

Yes, on Pro, which adds the school's own document types to the library. Name it, attach your blank agreement as a sample file, and it appears on every renter's checklist and upload link until a signed copy arrives. The document library on Starter covers the certificate, the additional insured endorsement, the W-9, the 501(c)(3) letter and the background check attestation.

Do you verify that a 501(c)(3) letter is genuine?

No. The letter is stored with the renter's record and counts toward their checklist once uploaded. If a nonprofit rate depends on it, the IRS Tax Exempt Organization Search is the place to confirm the organization's status is still current.

Do you run background checks on vendor staff?

No. TrackMyVendor collects and tracks the vendor's signed attestation that their staff have been screened, with an expiry date so it is renewed on your schedule. The screening itself stays with the vendor or the provider you already use.

Can we require sexual abuse and molestation coverage?

Coverage minimums are checked automatically for general liability, auto, workers' compensation and umbrella. Any other line — abuse and molestation included — stays on the certificate, which is stored with the vendor's record, but it is not graded against a minimum.

Our office calls them vendors, not contractors. Can we change that?

Yes. The word the app uses for your roster is a setting on every plan — Vendors, Service Providers, Partners, or your own word. On Starter and up, assignments can be renamed to Rentals or Events the same way.

What is school vendor management software?

Software that keeps a school's vendor list and each vendor's paperwork in one place: who is approved, what each one owes — the certificate of insurance, the W-9, the background check attestation — and what is about to lapse. TrackMyVendor covers that side for vendors and facility renters. Purchasing, invoices and payments stay in the school's finance system.

Can we approve a new vendor before the business office pays them?

Yes. Add them as a prospect and send the upload link with a date to respond by. Their certificate and W-9 are read as they arrive, and the office approves, approves with conditions or declines. Prospects come with the PreQual add-on, on Starter or Pro.

What does the free plan cover for a small school?

Up to 25 vendors and one user, with AI reading of certificates and W-9s, upload links, document storage, expiration tracking and a weekly summary email of everything expiring. Starter adds the required-documents checklist, up to 200 vendors and alerts at 90, 60, 30 and 7 days sent to the vendor as well as your office.

Know who is covered before they are on campus

One link for every vendor and renter, certificates read for you, and renewals chased before they lapse.

Start free — track up to 25 vendors

No credit card required