COI & Vendor Compliance Software for Property Managers
Set each property's requirements once. TrackMyVendor collects, checks and chases every vendor's COI from then on.
With 50–200 vendors across several properties, each renewing on a different date, nobody should be the person who remembers. TrackMyVendor asks each vendor for their COI, W-9 and license, reads every certificate the moment it arrives, checks it against the property's minimums, and emails the vendor an upload link before anything lapses. What reaches you is the short list that still needs a decision.
You set it up once. The follow-up runs itself.
Everything this page says a property manager has to do about vendor insurance, TrackMyVendor does on a schedule — so the work left for you is the decisions, not the chasing.
You, once — about 10 minutes
- 1 Import your vendor list from the spreadsheet you already keep.
- 2 Set what each property requires — coverage lines, minimum limits, and the documents every vendor owes.
- 3 Send the upload links. Vendors submit from a phone in under 2 minutes, with no account to create.
TrackMyVendor, every day after
- Reads every certificate on arrival — carrier, coverage lines, limits and dates, with no data entry.
- Checks it against the property's requirements and names any gap in plain words: a missing line, a limit below your minimum, a missing document.
- Chases a vendor who goes quiet — an unanswered request gets a reminder with the same link three days later.
- Emails the vendor before a renewal is due, at 90, 60, 30 and 7 days, with the upload link in the email — and copies your team.
- Re-checks licenses against the state board every day for the states we sync, so a suspension turns the vendor Non-Compliant without anyone running a lookup.
- Flags a vendor Non-Compliant the day coverage lapses, and sends you a Monday summary of everything expired or expiring.
The 90/60/30/7-day emails to vendors and per-property requirements start on paid plans; reading certificates, the Monday summary and the follow-up on an unanswered request are on every plan. Compare plans.
Not sure where your vendor compliance gaps are?
Take our free 5-minute compliance assessment and find out exactly which vendors and documents are putting you at risk right now.
Set Custom Insurance Requirements for Each Property
Each property sets its own coverage minimums, so a vendor cleared for a garden-style building is not automatically cleared for the high-rise — and the owner of a commercial building rarely asks for the same limits as the owner of an apartment complex. TrackMyVendor is vendor insurance tracking software for property managers responsible for COIs across more than one building. It combines COI tracking software, state license verification, and W-9 collection in one dashboard — every vendor's certificate, coverage limits, and expiration date tracked per property, with automated alerts at 90, 60, 30, and 7 days before anything lapses.
Unlike enterprise vendor insurance compliance software, there's no implementation project and no sales call. Import your vendor list from a spreadsheet, send each vendor a one-time upload link, and they submit their own documents from a phone in under 2 minutes — no portal login to create, no app to install.
Weighing options across the category? Compare COI tracking software side by side →
Automated Expiration Alerts and Self-Service Vendor Uploads for Property Managers
Vendor compliance tracking means keeping every document a vendor owes you — COIs, licenses, W-9s, and bonds — current in one dashboard, with alerts before anything expires. TrackMyVendor collects, verifies, and monitors all of it per vendor across every property you manage.
The COI reads itself — including who is named on it
A vendor uploads the certificate and the carrier, policy numbers, limits and the effective and expiration dates of every coverage line are read off the ACORD 25, along with the certificate holder line and the description of operations. Where the endorsement forms come with it, the form numbers and the entities they name are read too — so you can tell whether the ownership entity is genuinely an additional insured or merely printed in the holder box. See how AI COI parsing works.
Vendors get chased without you lifting a finger
Renewal notices go to the vendor as well as your team, and each carries a link that accepts an upload from a phone — no account, no portal password to reset. Chase every outstanding vendor in one click, with a 48-hour cooldown so nobody is emailed twice, and see who has opened their link and who is ignoring you.
Requirements set per property, not per portfolio
Set what each property demands — general liability, auto, workers' comp and umbrella, each with its own minimum limit — and a vendor who clears a garden-style building is not automatically clear for the high-rise. Compliance status is answered per property, not as one portfolio average. See how each owner's requirements are enforced on their property.
W-9 collection and storage
Request and store W-9s through the same link as the certificate. Legal name, TIN and tax classification are read off the form, so year-end 1099 preparation is a filter on a dashboard rather than a December scramble through email.
License verification for licensed trades
Search 1 million+ professional licenses to confirm your HVAC, electrical, and plumbing vendors are properly licensed. Licenses from Texas, Florida, California, Washington, Oregon, Illinois, Colorado, Arizona, Connecticut, Arkansas, Virginia and Ohio are matched to the state database and re-checked automatically, so a suspension surfaces without anyone re-running a lookup. Licenses from every other state get the same expiration alerts.
Surety bond tracking
For vendors required to carry a surety or license bond, store the bond document alongside their COI and license and track its expiration on the same 90/60/30/7-day schedule — so a lapsed bond surfaces before work continues, not during a claim.
Every deadline where you already work
Subscribe the whole portfolio's renewal dates into Google Calendar, Outlook or Apple Calendar, and push compliance events into Slack, Teams, Zapier or Make with signed webhooks — so a lapse reaches the property team in the tool they already have open.
Every compliance gap across all your vendors in one view, with direct links to fix each issue before it becomes a problem.
What COI management for property managers has to solve
Property managers rely on a rotating roster of service vendors — plumbers, electricians, HVAC technicians, landscapers, and more. Keeping everyone's paperwork current is a constant challenge:
What actually happens when vendor insurance lapses
An expired COI is not a paperwork problem — it is a liability transfer. When a vendor works on your property without current insurance, you absorb the risk they were supposed to carry. These situations are not hypothetical. The vendor risk management guide covers what stops them: the contract clauses, the endorsements and the record you'll need. Owners and landlords tracking tenant certificates as well should see COI tracking for commercial real estate.
Plumber causes water damage. COI was two weeks expired.
Your property owner's insurer denies the claim because the vendor lacked active coverage at the time of the incident — and you never verified it. The repair cost falls on the owner, and you're the one who approved the vendor.
With TrackMyVendor: the plumber was emailed an upload link at 30 and 7 days out, your team got the same alert, and on the day it lapsed the vendor turned Non-Compliant on your dashboard.
Landscaper worker is injured on your property. No workers' comp on file.
Without active workers' compensation coverage, the injured worker's medical and wage claims can attach to the property owner. The vendor may be judgment-proof. The owner's policy may not cover the gap. You approved this vendor.
With TrackMyVendor: workers' comp is a required line for the property, so a certificate without it is flagged the moment it is read — before the first work order goes out.
Investor audit requests proof that all vendors are insured. You have three weeks to produce it.
You spend days emailing vendors for current COIs, chasing non-responders, and manually checking expiration dates. A third of the documents come back expired or wrong. This is what compliance management looks like without a system.
With TrackMyVendor: the answer is already on screen — every vendor's status per property, each certificate a click away. On Pro, export it as a PDF or spreadsheet the same afternoon.
What to verify on a vendor's Certificate of Insurance
Most property managers collect COIs but don't know what to check beyond the expiration date. Here are the five fields that actually determine whether a COI protects you — and, under each, what TrackMyVendor checks so you don't have to read the PDF.
This is the most obvious field — but verify it against today's date, not the date the vendor submitted the document. A COI uploaded six months ago may have expired last month. Require a new COI any time the current one is within 30 days of expiry.
TrackMyVendor does this: each coverage line's effective and expiration dates are read off the certificate and graded against today, every day — a line not yet in force or already expired shows as a gap, whenever the file was uploaded.
A COI can list multiple coverage types. For most property vendors, you should require at minimum: Commercial General Liability (CGL) and Workers' Compensation. Vendors with vehicles should also carry Commercial Auto. Vendors doing specialized work (elevator, roofing, fire systems) may require additional professional liability or umbrella coverage.
Do not assume workers' comp is included in a general liability policy — it is always a separate coverage line.
TrackMyVendor does this: tick the lines each property requires once. A certificate missing one is flagged Non-Compliant and the gap lands in your Action Queue, ready to send to the vendor in one click.
The COI will show two limits: per-occurrence (the most the insurer pays for a single incident) and aggregate (the most they pay across all incidents in a policy year). For most residential and commercial property vendors, a minimum of $1M per-occurrence and $2M aggregate for general liability is standard. Match your requirements to the risk level of the work — a window cleaner and a demolition contractor are not the same.
TrackMyVendor does this: set a minimum per line, per property, and every policy's limits are compared with it. A shortfall is spelled out — which line, what the certificate shows, what you require.
An Additional Insured (AI) endorsement means your property ownership entity is listed on the vendor's policy and can make claims directly against it. This is the most important protection you can require — and the one most property managers forget to ask for. Without it, you may only be able to recover from the vendor's policy indirectly, after a dispute about coverage.
The COI should explicitly name your management company and/or property owner as "Additional Insured." A blank certificate with no AI designation is not equivalent.
TrackMyVendor does this: the ADDL INSD box is read on every certificate. On Pro, the endorsement pages themselves are read too, so you know whether your entity is genuinely named — a ticked box is recorded as a claim, not as cover.
The Certificate Holder is who receives the document and is notified if the policy is cancelled. Make sure your company is listed, not a prior management company or the property owner directly. This is what ensures you get a cancellation notice if the vendor drops coverage mid-year.
The holder line is read and stored with each certificate, but it is the one field worth a glance yourself when a vendor first onboards. Who should be the certificate holder?
What to do when a vendor's COI expires
You checked your records and a vendor's Certificate of Insurance expired last month. Here is the step-by-step response — and which steps TrackMyVendor already takes for you, usually before the lapse happens at all.
Flag the vendor as non-compliant immediately
Do not let an uninsured vendor continue performing work on your properties. Note the date you discovered the lapse. If work has already occurred after the expiration date, document that in your records — your insurer may need this timeline if a claim arises from that work.
TrackMyVendor does this: the vendor turns Non-Compliant on the day the policy expires, with the reason listed beside the badge and the vendor added to your Action Queue.
Contact the vendor in writing with a clear deadline
Send a written notice (email is fine) that their COI is expired and they must submit a current certificate before any new work orders are dispatched. Give a specific deadline — typically 5–10 business days. Do not accept verbal assurances that they "just renewed" — require the document.
TrackMyVendor does this: the vendor has already had four written notices — at 90, 60, 30 and 7 days before the expiry — each with an upload link. After the lapse, chase them, or every overdue vendor at once, in one click.
Send them a self-service upload link
Rather than waiting for the vendor to email you a PDF (which may be cropped, wrong policy, or missing coverage lines), send a TrackMyVendor self-service link. They upload the COI directly, the expiration date is extracted automatically, and you can review it in your dashboard without any back-and-forth.
TrackMyVendor does this: if nothing has been uploaded three days after the link went out, the vendor gets one reminder carrying the same link.
Verify the new COI before re-approving the vendor
When the new certificate arrives, check more than the expiration date. Confirm coverage types are intact (general liability, workers' comp), limits still meet your requirements, your management entity is still listed as Additional Insured, and you are named as Certificate Holder. A renewed COI that dropped your AI endorsement is not compliant.
TrackMyVendor does this: the new certificate is read and graded against the property's coverage lines and limits as soon as it arrives, and your team gets an email saying what came in and where it left the vendor.
Audit the rest of your vendor roster
One expired COI found usually means others are close. If you caught this one manually, you likely have others in the same condition. Use this moment to review every vendor's insurance status — not just the one that triggered the alert.
TrackMyVendor does this: the roster audit never stops: the dashboard shows every vendor's status, and a summary of everything expired or expiring lands in your inbox every Monday.
Most COI lapses are invisible until something goes wrong
The common thread in liability incidents involving uninsured vendors is always the same: the COI was verified at onboarding and never checked again. Vendors renew — and sometimes don't — on their own schedule, independent of yours. Manual spot-checks miss changes that happen between checks.
TrackMyVendor checks every vendor, every day, and asks the vendor for the renewal itself — so the steps above become the exception you review, not a process you run.
Start free — track your first 25 vendorsNo credit card required
What to collect from each vendor type
Not all vendors require the same documentation. Use this as a baseline for building your vendor compliance requirements — then pick them from TrackMyVendor's document library once, and each vendor's upload link lists exactly which ones they still owe you.
- Certificate of Insurance (General Liability + Workers' Comp)
- State trade license (HVAC contractor, electrical contractor, or plumbing company)
- W-9
State license requirements vary — check requirements for your state. Many require both a company license and an individual qualifying licensee.
- Certificate of Insurance (General Liability + Workers' Comp + Commercial Auto)
- W-9
- Pesticide applicator license (for pest control)
- Certificate of Insurance with higher limits (often $2M+ per-occurrence)
- State specialty license or certification
- Professional liability / Errors & Omissions coverage
- W-9
- Certificate of Insurance (General Liability at minimum)
- Workers' Comp if they have employees
- W-9
Solo operators often carry General Liability only. Decide whether to require Workers' Comp for sole proprietors and document your policy.
Common vendors property managers track on this basis: HVAC maintenance, plumbing services, electrical contractors, landscaping and grounds, janitorial services, roofing contractors, pest control, elevator maintenance, fire and safety systems, painting contractors, pool and spa maintenance, and security services.
Simple, transparent pricing
Track your first 25 vendors free. Per-property requirements and the automatic renewal emails to vendors start on Pay as you go and Starter; compliance reports and endorsement checks come with Pro.
Free
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
- ✓Magic link onboarding — documents arrive through an 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
Pay as you go
Hands-free automation for a small roster, without a flat monthly fee. 30-day free trial, no credit card.
- ✓Everything in Free
- ✓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
- ✓Billed monthly for the most you tracked at once — only vendors with a document or license on file count, and inactive ones cost $0
Starter
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Pay as you go
- ✓Unlimited vendors — no per-record fees and no 40-record ceiling
- ✓Predictable monthly bill — one fixed price as your roster grows
- ✓2 user seats — invite a second team member or coordinator
Pro
Full automation, endorsement checks and integrations for growing teams.
- ✓Everything in Starter
- ✓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
- ✓QuickBooks & integrations — QuickBooks Online, the API, 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
No contracts. Cancel anytime. See the full plan comparison →
Free resource
Vendor Compliance Checklist for Property Managers (PDF)
Pick the sections you need — Insurance, Licenses, Tax Documents, Safety Training, and more — and download a print-ready checklist. No sign-up required.
Frequently asked questions
What does TrackMyVendor do automatically, and what is left for me?
How do I track COIs for all my vendors and tenants across a property portfolio?
Can I manage vendors across multiple properties?
What insurance types should I require from vendors?
Does TrackMyVendor track COI expiration dates automatically?
What is an Additional Insured endorsement and should I require it?
How do I get vendors to submit their documents?
Can I collect W-9s from vendors in the same workflow?
Do vendors who are LLCs still need to provide a W-9?
Can I invite team members to help manage vendors?
Stop being the one who chases vendor COIs
Set each property's requirements once. TrackMyVendor collects every COI, W-9 and license, checks them, and asks vendors for renewals before they lapse — across all your properties.
Start free — track your first 25 vendors, no credit card neededNo credit card required
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