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 match your subs to their vendors. Each matched vendor record then carries a PDF named for the sub's compliance status, listing every expired COI, lapsing license and coverage shortfall. It updates within minutes when a sub uploads a renewal, and it's re-checked every night.
Included in 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.
Match subs to vendors
Where a sub's name matches a QuickBooks vendor, ignoring punctuation and endings like LLC or Inc, it's suggested. Nothing is linked until you accept it, and an ambiguous name gets no suggestion.
The status follows the sub
Each matched 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.
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, every item that's expired, expiring or short of your coverage requirements, and a link straight back to the sub in TrackMyVendor. It's the same status the sub's badge shows in TrackMyVendor, 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 vendor list, so you can match subs to vendors
- 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 you didn't match
- 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 →
Pricing
The QuickBooks Online integration is included in Pro, alongside webhooks and the API. 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
- ✓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
- ✓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
- ✓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 →
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 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.
Get started free — no credit card30-day Pro trial · No credit card required
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