QuickBooks COI Tracking — Insurance, Licenses and W-9s That Match Your Vendor List
QuickBooks knows who you pay. It has no idea whether their insurance is still in force.
We're building a two-way sync between TrackMyVendor and QuickBooks Online: your QBO vendor list becomes your compliance roster without a CSV, and every W-9 field, COI expiration date and state license status flows back onto the vendor record your bookkeeper already opens. It isn't live yet — this page is where you tell us to build it.
The compliance platform is live now · Free for your first 25 subs · No credit card
The vendor list and the compliance file are the same people — kept in two places
A sub gets set up once in QuickBooks so they can be paid, and again in a spreadsheet or a folder so their COI can be chased. The two never agree. 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.
Typing the W-9 twice
Legal name, TIN and tax classification get read off the same PDF twice — once into the compliance file, once into the QBO vendor record. Year-end 1099s inherit whichever copy was wrong.
A roster that drifts
A new sub is added in QuickBooks the day they invoice. They're added to the compliance list whenever someone remembers — which is usually after they're already on site.
And a clean COI isn't the whole answer. TrackMyVendor checks the state licensing database directly in Texas, Florida, California, Washington, Oregon, Illinois and Colorado — a sub can hold current insurance and a suspended license at the same time, and only one of those shows up on a certificate. How license verification works →
What the sync is planned to do — in both directions
QuickBooks stays the system of record for who you pay. TrackMyVendor stays the system of record for whether they're cleared to work. The sync keeps each one honest about the other.
QuickBooks → TrackMyVendor
Your vendor list builds the roster, and keeps building it.
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Import your vendor list as your roster
Connect the account and pick the vendors you actually treat as subcontractors. No CSV export, no column mapping, no re-typing 80 company names.
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A new QBO vendor becomes a compliance request
Add a sub in QuickBooks so you can pay them, and TrackMyVendor picks them up and emails them the upload link — the document request goes out before the first invoice, not after.
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Names, addresses and EINs stay matched
When the bookkeeper corrects a legal name in QuickBooks, the compliance record follows. Two spellings of the same company is how a sub ends up chased twice and cleared once.
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Scope the roster to who you still use
Vendors with no activity in the last twelve months don't need chasing. Payment history is the only reliable signal for that, and it lives in QuickBooks.
TrackMyVendor → QuickBooks
Compliance facts land where the money decisions get made.
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W-9 fields written straight onto the vendor
TrackMyVendor already reads the legal name, TIN and tax classification off the W-9 PDF a sub uploads. Sending those to the QBO vendor record removes the second round of typing — and the 1099 season that follows it.
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COI and license expiry dates on the vendor record
The certificate's expiration date, and the state license status behind it, visible in QuickBooks against the vendor whose bill is on screen.
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A non-compliant sub is marked before the pay run
An expired certificate or a lapsed license flags the vendor in QuickBooks, so someone approving a bill sees it without opening another tab.
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The certificate PDF itself, attached
The current COI filed on the QBO vendor record, replaced automatically when the sub uploads a renewal. An auditor asking for last year's certificate gets it from either system.
This is the shape we're building toward, not a shipped feature list. What lands in the first release depends on what the waitlist tells us matters — which is the honest reason the form below asks.
Get early access to the QuickBooks Online sync
We'll email you the week it goes live, and ask a handful of people on this list to connect a real QuickBooks account before anyone else does.
What you don't have to wait for
The native sync is a Q4 2026 plan. The compliance side of it is live now, and two pieces of it already reach QuickBooks without us shipping anything.
The W-9 is already read for you
A sub uploads their W-9 through a one-time link — no login, no account — and TrackMyVendor extracts the legal name, TIN and tax classification automatically. Until the sync exists, that's still one accurate copy to work from at year end instead of a scanned PDF nobody has opened. W-9 tracking →
Webhooks reach QuickBooks through Zapier or Make today
TrackMyVendor fires a webhook when a COI is about to expire, a license lapses or a new sub has no W-9 on file. Both Zapier and Make have QuickBooks Online actions, so you can wire an event to a QBO vendor update yourself right now — it's a build-it-yourself version of the sync above, and it's available on every plan including Free. Zapier setup → · Make setup →
The chasing is already automatic
Renewal reminders go to the sub, not just to you, and their copy carries the upload link — so a lapsing certificate doesn't become a phone call from your office manager. Alerts and reminders →
Start on the compliance side now
Every plan below is live today. Where the QuickBooks sync lands isn't decided yet — waitlist members hear first.
Free
Free forever. No credit card. No expiration date on the free tier.
- ✓AI COI parsing and AI W-9 parsing — carrier, limits, policy dates, name, TIN and tax classification read for you
- ✓Any other document, filed by category — contracts, financials, licensing, insurance
- ✓License verification against the TX, FL, CA, WA, OR, IL & CO state databases
- ✓Magic link uploads — your subs send documents without an account
- ✓Expiration tracking across every license, certificate and W-9
- ✓Weekly compliance digest by email
- ✓Timestamped audit trail
Starter
Solo GC or property manager tired of chasing renewals manually — less than the cost of discovering one expired license on inspection day.
- ✓Everything in Free
- ✓Unlimited subcontractors — no 25-record ceiling
- ✓Automated email alerts at 90/60/30/7 days — sent to your team and the contractor
- ✓Calendar feed — subscribe every deadline into Google Calendar, Outlook or Apple Calendar
- ✓Invite a second user to your account
Pro
Multiple job sites or properties, with a foreman or office manager who also needs access.
- ✓Everything in Starter
- ✓AI-parsed endorsements — additional insured, waiver of subrogation, primary & non-contributory, read off the endorsement pages
- ✓Projects — group subs by job or property, with per-project coverage requirements
- ✓Unlimited users & team roles
- ✓Bulk import — add your roster from CSV or a certificate archive
- ✓Integrations — API key, webhooks, Zapier, Make, Slack and Teams
- ✓Compliance reports (PDF & Excel)
No contracts. Cancel anytime. See the full plan comparison →
Questions about the QuickBooks integration
Is the QuickBooks integration available now?
Does "planned for Q4 2026" mean it's guaranteed?
Will it work with QuickBooks Desktop or QuickBooks Online?
Which plan will include the sync?
Will it change data in my QuickBooks file?
I use a different accounting or PM system. Can I still ask?
Get your subs compliant now. Get the sync when it lands.
Collecting COIs, W-9s and license checks doesn't have to wait for Q4 — and the roster you build today is the one the QuickBooks sync will match against.
No credit card required
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