Per-Project Subcontractor Compliance Tracking — Insurance Requirements by Job

Q: How does TrackMyVendor compare COI coverage to project requirements?

When a COI is uploaded, TrackMyVendor extracts coverage types and dollar amounts automatically. Each project's minimums — GL, workers' comp, auto, umbrella — are compared against those numbers. Any gap is flagged immediately so you can act before the sub starts work.

A compliant sub on one job can be a liability on the next

This is the gap that spreadsheets and single-roster COI tools miss entirely. Your sub's insurance is valid — but does it meet this project's requirements? A blanket "compliant" status across your entire roster tells you nothing about what's safe for a specific job site.

Different insurance limits per project

A residential remodel may require $1M GL. A commercial owner may require $2M. The same sub fails on the commercial job — and no one checks until after mobilization.

Additional insured requirements vary by project owner

Some project owners require they be listed as an additional insured on the sub's COI. A COI that works for your standard jobs fails this requirement — and you don't catch it until the owner does.

COIs expire mid-project

A sub's COI was valid at project start. It expired three months in. No one noticed until the claim — because the COI was filed away after onboarding and never re-checked against the active job.

Project managers assume the office already checked

The PM assumes compliance was verified. The office assumes the PM ran a check. Non-compliant subs reach the job site because no one owns the verification step.

The core problem isn't that GCs don't care about compliance.

It's that they have no system that ties a specific sub's actual coverage to a specific job's actual requirements — and shows the gaps before work begins.

How project-based compliance tracking works

Three steps. Each project becomes a compliance container — with its own requirements and a live status for every sub assigned to it.

1

Set the project's insurance requirements

Create a project and define the minimum coverage amounts — GL, workers' comp, auto, umbrella. Different projects get different requirements. A commercial job at $2M GL sits alongside a residential job at $1M. Both are tracked separately.

2

Assign subs to the project

Pull from your existing roster. A sub can appear on multiple projects simultaneously — their compliance is evaluated independently for each one based on that project's minimums.

3

See who's cleared before work begins

The project dashboard shows every assigned sub as compliant or non-compliant — with the specific gap listed for any sub that falls short. Project managers see the full picture. No manual checking. No assumptions.

What project-based compliance tracking gives you

Each project is its own compliance container — requirements, assigned subs, and live status all in one view.

Separate insurance requirements by project

Each project carries its own GL, workers' comp, auto, and umbrella minimums. A commercial owner's $2M GL requirement doesn't bleed into your residential job. Each project enforces its own rules independently.

Know which subs are approved for each job

Instead of checking one sub at a time, the project view shows every assigned sub's compliance status simultaneously — compliant, non-compliant, or flagged — before anyone touches a tool.

Prevent non-compliant subs from starting work

Coverage gaps are flagged with the exact shortfall — "GL $500K below required $1M." Project managers see the issue before mobilization, not after an incident or an inspector's visit.

Audit-ready project compliance records

Every project keeps a timestamped record of which subs were assigned, what coverage they had, and when it was verified. If there's ever a dispute or a claim, you have the documented proof that your compliance process ran correctly for that specific job.

Team roles and project visibility

Site supers and project coordinators see the projects they need — not the entire compliance database. Role-based access means the right person has the right view without you manually sharing reports.

Bulk import your sub roster

Already have subs in a spreadsheet? Import your entire roster from CSV and assign them to projects immediately. No re-entering data, no starting from scratch.

What multi-project contractor compliance looks like in practice

The same sub. Three projects. Three different compliance pictures.

Example

Your HVAC subcontractor — three active projects

Riverside Residential — Compliant

Requires $1M GL. HVAC sub carries $2M GL. COI valid through December. Cleared to start work.

Midtown Commercial — Non-compliant

Requires $3M GL per the project owner. HVAC sub is $1M short. Flagged before mobilization — not after the owner's inspector arrives.

Lakewood Renovation — Expiring soon

COI expires in 18 days. The sub gets an automated renewal reminder with an upload link included — so you don't have to follow up manually before the project's active phase begins.

TrackMyVendor shows this view for every sub on every project simultaneously — so project managers can verify compliance before work begins without reviewing COIs manually.

Why spreadsheets fail once you're managing multiple projects

A spreadsheet can tell you a sub has insurance. It cannot tell you what you actually need to know.

What a spreadsheet can't tell you

Whether a sub's coverage meets this project's specific requirements

Which job sites a sub is currently assigned to and approved for

Whether documents expired after the sub was assigned to an active project

Who approved the sub and when — so there's documented proof if something goes wrong

Which of your active projects currently have a compliance exposure

What TrackMyVendor shows you

Each sub's coverage compared to each project's exact minimums — automatically

Every project's compliance status — and who isn't cleared — in a single view

Automated alerts when a COI expires while a sub is still active on a project

Timestamped approval records per project — so you have documented proof at every level

The specific gap for any non-compliant sub — so you know exactly what to request before they start work

As project count grows, compliance tracking in a spreadsheet doesn't just get harder — it becomes impossible to trust.

Who needs project-level contractor compliance tracking

Any GC, PM, or coordinator who has ever assumed a sub was cleared — and found out otherwise at the worst possible moment.

General contractors — multiple active job sites

You have the same core roster of subs working across different jobs with different owner-required coverage amounts. You need to know who is cleared for which site before they show up.

Project managers and site supers

You need instant compliance visibility without digging through email or calling the office. The project dashboard gives you a live view of who's approved for your job — right from your phone before anyone sets foot on site.

Property managers — per-property requirements

Different building owners require different coverage minimums and additional insured endorsements. Each property is its own project with its own rules — TrackMyVendor tracks them independently.

Homebuilders — coordinating trades across phases

Multiple subdivisions, multiple phases, different trade mixes at different stages. Project-based compliance tracking keeps each phase clean without manually re-verifying every sub for every job.

Simple, transparent pricing

Project-based compliance tracking is on the Pro plan. All plans include core subcontractor compliance tools.

30-DAY FREE TRIAL — No credit card required

Free

$0

Up to 25 subcontractors · 1 user

Free forever. No credit card. Core compliance tracking for your sub roster.

✓Magic link contractor onboarding
✓License verification — TX, FL, CA, WA & OR
✓Expiration tracking (in-app reminders)
✓Document storage

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Starter

$39/mo

Unlimited subcontractors · 1 user

Solo GC or property manager ready to automate renewals and stop chasing subs.

✓Everything in Free
✓AI COI parsing — no manual data entry
✓Automated alerts (90/60/30/7 days)
✓W-9 collection & storage
✓Compliance reports (PDF & Excel)

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Pro

$79/mo

Unlimited subcontractors · Unlimited users

GC office with multiple active job sites. Project-based compliance built in.

✓Everything in Starter
✓Per-project insurance requirement templates
✓Compliance enforcement — flag non-compliant subs per project
✓Team roles & permissions
✓Bulk import from CSV
✓Timestamped audit trail

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Frequently asked questions

Can a subcontractor be compliant for one project and non-compliant for another?

Yes — and this is the most common gap TrackMyVendor catches. A sub might meet your standard $1M GL requirement but fall short of a commercial owner's $2M minimum for a specific job. TrackMyVendor compares each sub's actual coverage against each project's requirements independently, so you see exactly who is cleared for which job before work begins.

Can a subcontractor be assigned to multiple projects?

Yes. A sub can appear on as many projects as needed. Each project evaluates that sub's compliance independently based on its own insurance requirements — so the same sub might show compliant on Project A and non-compliant on Project B if the coverage minimums differ.

How does TrackMyVendor compare COI coverage to project requirements?

When a COI is uploaded, TrackMyVendor's AI extracts coverage types and dollar amounts automatically — no manual data entry. Each project's minimums are compared against those numbers. Any gap is flagged immediately so you can act before the sub starts work.

What happens when a subcontractor doesn't meet a project's coverage requirements?

The project shows non-compliant, and the specific gap is listed — for example, "General Liability $500,000 below the $1,000,000 minimum." You see the issue before the sub starts work, and you know exactly what to request to clear them for the job.

Which plans include project-based compliance tracking?

Per-project insurance requirement templates and project-level compliance enforcement are available on the Pro plan. The free plan and Starter plan include core subcontractor compliance tracking without project-based organization.

Can I track contractor compliance by job site without a dedicated compliance team?

Yes. TrackMyVendor is designed for GCs and property managers without dedicated compliance staff. Set up a project in a few minutes, assign your subs, and the dashboard shows who is cleared immediately — no manual checking, no spreadsheets, no chasing.

Know which subs are compliant for every project — before work begins.

Stop guessing which contractors are approved. Stop relying on spreadsheets that don't know which job a sub is working. Get project-level visibility that tells you exactly who is cleared for what.

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Per-Project Subcontractor Compliance — Set Insurance Requirements by Job Site