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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

Vendor Compliance 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 up to 3 vendors 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
Ownership and tenants expect you to vet every vendor
Compliance documents scattered across properties and emails
Audit requests require hours of manual document gathering

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 850,000+ 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.

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.

Keep your properties compliant and audit-ready

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

Start free — track up to 3 vendors

No credit card required

Explore More

Vendor Management

Organize all your contractors in one place

COI Intelligence

AI-powered insurance certificate extraction

Document Storage

Manage all compliance documents securely

Automated Alerts

Get notified before documents expire

Vendor Self-Service

Let vendors upload their own documents

HOA Management

Compliance management for HOAs

Plans & Pricing

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