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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.

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Built for property managers

Stop Managing Vendor Compliance from Your Email Inbox.

Vendor Compliance Management Built for Property Managers

Every vendor that steps on your property needs proper licensing and insurance. TrackMyVendor helps property and facility managers verify credentials, store documents, and stay audit-ready without the paperwork headache.

Start free — track your first 25 vendors, no credit card needed No credit card required

The vendor compliance challenge for property managers

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:

Vendor insurance and licenses expire at different times
An uninsured vendor damages a unit or injures a tenant — your property owner's insurer denies the claim because you never verified the COI.
COI collection scattered across emails, expiring before you notice
Audit requests require hours of manual document gathering
No central place to store W-9s before year-end 1099s

How TrackMyVendor helps property managers

Centralized vendor profiles

Every vendor gets a dedicated profile with licenses, insurance certificates, tax documents, safety records, contracts, and overall compliance status. No more digging through emails or file cabinets.

Verify vendor licenses

Search 1 million+ professional licenses to confirm vendors are properly licensed. Automatic verification for Texas, Florida, and California with manual entry for other states.

Automatic expiration reminders

Email alerts at 90, 60, 30, and 7 days before any license or insurance document expires. Stay ahead of compliance gaps without manual calendar tracking.

Audit-ready reports

Export PDF or Excel compliance reports for ownership, investors, or insurance audits. Show clear compliance status for every vendor with one click.

W-9 Collection and Management

Request and store W-9s from every vendor through the same self-service portal. Keep a centralized record for year-end 1099 preparation — no more tracking down forms in email threads.

Compliance dashboard showing vendor compliance issues for property manager including expired COIs, expiring licenses, and missing documents with action buttons to resolve each

Every compliance gap in one view, with direct links to fix each issue before it becomes a problem.

Common vendors property managers track

HVAC maintenance
Plumbing services
Electrical contractors
Landscaping & grounds
Janitorial services
Roofing contractors
Pest control
Elevator maintenance
Fire & safety systems

Frequently asked questions

Can I manage vendors across multiple properties?
Yes. Your vendor list is shared across your organization, so a vendor who serves multiple properties only needs one profile. All their licenses, insurance, and documents are tracked in one place.
Can I invite team members to help manage vendors?
Yes — the Pro plan supports team collaboration. Invite other property managers or staff members so everyone has access to the same up-to-date vendor compliance information.
How do I get vendors to submit their documents?
Use the Vendor Self-Service feature to send vendors a secure magic link. They can upload insurance certificates, licenses, safety records, contracts, and any other compliance documents directly — no account required on their end.
Does TrackMyVendor track COI expiration dates automatically?
Yes. When a vendor uploads a Certificate of Insurance, TrackMyVendor automatically extracts the expiration date and sends you alerts at 90, 60, 30, and 7 days before it lapses. You no longer need to manually track renewal dates across dozens of vendors.
Can I collect W-9s from vendors in the same workflow?
Yes. You can request W-9s alongside insurance certificates and licenses through the same vendor self-service portal. Vendors upload once, and you have a centralized record for year-end 1099 preparation.

Keep your properties compliant and audit-ready

Verify vendor credentials, track expirations, and generate reports. Simple setup, no enterprise complexity.

Start free — track your first 25 vendors, no credit card needed

No credit card required

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Automated Alerts

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Plans & Pricing

View plans and start your free trial