QuickBooks COI Tracking — See Who's Compliant Before You Pay Them
QuickBooks knows who you pay. Now it knows whether their insurance is still in force.
Connect QuickBooks Online and your vendors come in as subs, linked by name to the ones you already track. Each linked vendor record then carries a PDF named for the sub's compliance status, saying why they aren't compliant and what expires next. It updates within minutes when a sub uploads a renewal, and it's re-checked every night.
Starter and Pro · Vendor auto-sync on Pro · 30-day free trial · Works with every QuickBooks Online edition
The bill gets approved in QuickBooks. The COI lives somewhere else.
A sub gets set up in QuickBooks so they can be paid, and their certificate gets chased in a spreadsheet or a folder. The bill gets approved on Friday; the certificate lapsed on Tuesday, and nothing in the pay run knew.
Paying a lapsed sub
Nothing in QuickBooks flags a vendor whose general liability expired last month. AP pays the bill because the bill is legitimate — the insurance is the part nobody checked.
A second tab nobody opens
Whoever approves bills lives in QuickBooks. Asking them to cross-check a compliance spreadsheet for every vendor, every pay run, is a step that quietly stops happening.
A status that's already stale
A note typed onto a vendor in March says nothing about June. Compliance changes on its own — a policy lapses at midnight — so a status someone has to remember to update is wrong by default.
And a clean COI isn't the whole answer. TrackMyVendor checks licenses against the state database directly in Texas, Florida, California, Washington, Oregon, Illinois, Colorado, Arizona, Connecticut, Arkansas, Virginia and Ohio. A sub can hold current insurance and a suspended license at the same time, and only one of those shows up on a certificate. A lapsing license lands on the same status PDF in QuickBooks. How license verification works →
How the QuickBooks integration works
QuickBooks stays the record of who you pay. TrackMyVendor stays the record of whether they're cleared to work, and puts that answer where the money decisions get made.
Sign in with Intuit
Click Connect in TrackMyVendor and approve access on Intuit's own page. There's no API key to copy and no password typed into us.
Choose which vendors are subs
Every active vendor, only the ones marked for 1099, or none and you match by hand. You see how many will be added and linked before anything changes.
Your roster follows QuickBooks
A vendor whose name matches one sub, ignoring punctuation and endings like LLC or Inc, is linked to it. One with no match is added. Two possible matches are left for you to pick.
The status follows the sub
Each linked vendor gets its status PDF. When a renewal is uploaded, a date is corrected or your requirements change, it's replaced within minutes, and every night catches whatever expired on its own.
When your QuickBooks vendor list changes
Accounts payable sets up a new sub in QuickBooks so they can be paid. That sub should be on your compliance roster too, without someone remembering to add them twice.
- A new vendor is added as a sub, or linked to the sub with the same name. You can have each new sub sent an upload link right away.
- A vendor made inactive in QuickBooks is archived here, and comes back when it's made active again.
- A sub's blank email, phone or contact name is filled from QuickBooks. What you entered always wins, and a sub is never renamed.
- A sub you removed, or unmatched, isn't added back.
- When two subs could be the vendor, or your plan's limit is reached, you decide; the sync doesn't guess.
- Every change the sync makes is listed in the sync log.
Starter
One click: Sync now
Click Sync now and the vendors added or changed in QuickBooks come in. Settings shows how many changes QuickBooks has reported since your last sync, so you know when it's worth a click.
Pro
QuickBooks auto-sync
New and changed vendors reach your roster within minutes, on their own, and a full check every night catches anything missed. When a vendor needs a decision, the owners get an email.
The status PDF in QuickBooks updates automatically on both plans.
What your bookkeeper sees on the vendor
One PDF in the vendor's attachments, named for the status so it reads without being opened:
- TrackMyVendor - COMPLIANT.pdf
- TrackMyVendor - NOT COMPLIANT.pdf
- TrackMyVendor - NO DOCUMENTS ON FILE.pdf
Inside: the sub's name, the status, the date it was checked and the next expiry; why the sub isn't compliant, in the same words as the reasons beside the sub's badge in TrackMyVendor; what expires in the next 30 days; and a link straight back to the sub. It's the same status the badge shows, so the two never disagree.
What it writes to your QuickBooks file — and what it never touches
It's your accounting file. The integration is deliberately narrow.
It does
- Read your vendors' names, 1099 flag, active status and contact details, to add and link subs and fill their blank fields
- Add its own status PDF to vendors you matched
- Replace that PDF when the status or anything on it changes, adding the new one before removing the old
- Skip vendors whose status hasn't moved, so nothing is rewritten nightly for no reason
It never
- Changes a vendor's name, address, tax details or any other field
- Touches bills, payments, accounts or any accounting data
- Writes anything to a vendor that isn't linked to a sub
- Deletes your files: disconnecting stops updates and leaves the last PDFs in place
The status is only as good as what's behind it
The PDF in QuickBooks is the last step. What keeps it accurate is the part that runs in TrackMyVendor.
Subs upload their own renewals
A sub gets a one-time link: no login, no account, done from their phone in under 2 minutes. The certificate is read automatically, so the new expiration date and limits are in place without anyone typing them, and the QuickBooks status updates minutes later. AI COI parsing →
The chasing happens on its own
Renewal reminders go to the sub, not just to you, and their copy carries the upload link, so a lapsing certificate doesn't turn into a phone call from your office manager. Alerts and reminders →
Checked against your requirements, not just the date
A certificate can be current and still carry $1M where you require $2M. Set your minimums once, and a shortfall shows up on the status PDF next to the expirations. COI tracking →
Not only QuickBooks
The same compliance status can reach the rest of your team's tools: a chat channel when a certificate lapses, a deadline in your calendar, or a workflow of your own.
Zapier and Make
Start a zap or a scenario when a sub's status changes or a certificate is about to expire.
Pro
Slack and Microsoft Teams
Post expirations and status changes to the channel your office already reads.
Pro
Calendar feed
Every expiry in Google Calendar, Outlook or Apple Calendar, updated as renewals come in.
Starter and up
API and webhooks
Read and update subs from your own systems, and get signed webhooks when a sub's status changes.
Pro
Pricing
The QuickBooks Online integration is included in Starter and Pro; Pro also brings new QuickBooks vendors into your roster automatically. Every paid plan starts with a 30-day free trial.
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
- ✓Prospects — vet a sub before you hire: one link, then approve or decline
- ✓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
Starter
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Free
- ✓Unlimited subcontractors — no per-record fees and no 25-record ceiling
- ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the subcontractor
- ✓Safety documents read for you — EMR from the EMR letter, TRIR worked out from the OSHA 300A
- ✓Projects & job sites — group subcontractors 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
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
- ✓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
No contracts. Cancel anytime. See the full plan comparison →
Questions about the QuickBooks integration
Which plan includes the QuickBooks integration?
Does it work with QuickBooks Desktop?
Do I need to give you a QuickBooks password or API key?
Will it change data in my QuickBooks file?
Does it import my QuickBooks vendors as subs, or write W-9 details into QuickBooks?
How current is the status in QuickBooks?
What happens when a vendor could be two of my subs?
What happens if I disconnect?
Setting it up? The step-by-step is in the Help Center: Connect QuickBooks Online.
Put compliance where the bills get paid
Connect QuickBooks Online, match your subs, and every vendor record tells you who's cleared to be paid.
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