COI & Credential Tracking Software for Restoration Companies
Stay on the carrier's program without anyone in the office chasing certs.
Water, fire and mold restoration runs on carrier relationships, and one lapsed IICRC cert, expired COI or suspended license can drop you from an approved-vendor network. TrackMyVendor collects every credential from your crews and subs through one link, reads each certificate, re-checks licenses with the state board daily, and emails whoever owns a cert or policy a renewal link before it runs out — so the carrier's audit finds nothing you didn't already fix.
How compliance tracking works for restoration companies
Carrier programs audit without warning. Set up your crews and subs once, and every cert, policy and license is kept current for the next audit without anyone in the office chasing it.
You, once — about 10 minutes
- 1 Add every crew and sub — water, fire, mold and contents specialists, on one roster.
- 2 Set each carrier program's minimums — the same sub can clear one program and fall short of another.
- 3 Send each one a link. COI, W-9, license and IICRC cards upload from a phone in a driveway.
TrackMyVendor, every day after
- Reads every certificate as it arrives — carrier, limits and each coverage line's own dates.
- Tracks every IICRC cert and license by its own date, so a WRT renewing in March and GL in September are two deadlines, not one.
- Emails whoever holds a cert or policy before it lapses, at 90, 60, 30 and 7 days, with the link to upload the renewal.
- Chases a sub who goes quiet — one reminder with the same link three days after the request.
- Re-checks contractor licenses with the state board every day for the states we sync, so a revoked license is flagged before the carrier finds it.
- Shows every crew's status against each program, so dispatch on a fresh claim checks one badge, not four inboxes.
The 90/60/30/7-day emails and per-program minimums start on Starter; reading certificates, cert tracking, the license check and the three-day follow-up are on every plan. Compare plans.
One place for every credential a carrier will ask about
COI tracking, certification tracking and automated follow-up cover the documents that decide your network eligibility — for your own company and every restoration sub you dispatch.
COI and endorsement tracking
AI reads each certificate of insurance and pulls the carrier, policy numbers, per-coverage limits and dates — general liability, umbrella, and the pollution line where the certificate carries one. The endorsement forms behind it are read too, so a missing additional-insured form is something you see before an audit rather than during one. See how AI COI parsing works.
IICRC certification and license tracking
Store each technician's IICRC certifications (WRT, ASD, AMRT, FSRT) alongside state contractor licenses — with expiration tracking on every one. Contractor licenses are re-checked daily against the official state database wherever we sync with it.
Subs onboarded — and chased — in minutes
Send a restoration sub a magic link and they upload their COI, certs, license and W-9 from a phone in under 2 minutes, no account required. After that the reminders go to them, not just to you, and one click chases everyone still outstanding when a large loss is about to staff up.
A requirement set per carrier program
Carrier networks do not ask for the same limits, and neither do large-loss jobs. Set the required coverages and minimums per program or project, and see which crews and subs actually clear that bar rather than eyeballing a certificate against a contract. See how projects work.
W-9s for a roster that moves with the weather
The same request collects the W-9, with legal name, TIN and tax classification read off the form — so a sub brought on for one catastrophe week is already documented when the 1099s are cut.
Expirations where your team already looks
Subscribe every certification and policy date into Google Calendar, Outlook or Apple Calendar, and push compliance events into Slack, Teams, Zapier or Make with signed webhooks — so eligibility is watched by the same tools that run dispatch.
Also running roofing or storm-restoration roof work? See our roofing contractor coverage-gap guide →
In restoration, a paperwork lapse costs you the work — not just a fine
Carriers and TPAs vet the vendors on their program continuously. The risk isn't an abstract "compliance violation" — it's getting dropped from the network that feeds you claims. Here is where that usually starts, and what runs so it doesn't:
A carrier audit finds a lapsed IICRC cert or expired GL policy — and pauses your program assignments.
What TrackMyVendor does on its own: Every cert and policy is tracked by its own date. The holder is emailed an upload link 90, 60, 30 and 7 days before it lapses, so the renewal is on file before the auditor asks.
You're accountable for your subs' compliance on top of your own — and their certs expire without warning.
What TrackMyVendor does on its own: Subs upload their own COI, license and cert cards from a phone. If a request goes unanswered for three days, they're reminded with the same link.
A claim can't wait for paperwork — dispatch has to move now.
What TrackMyVendor does on its own: Every sub's status is already current on the dashboard, against each carrier program's minimums, so dispatch checks one badge instead of four inboxes.
A sub's contractor license is suspended between the mitigation and the rebuild.
What TrackMyVendor does on its own: Licenses are re-checked with the state board daily; a suspended one turns the sub Non-Compliant and puts them in your Action Queue.
Losing eligibility to work is a different kind of pain than a liability exposure — it stops the revenue, not just the margin. That's why the renewal tracking has to run without anyone remembering to run it.
Credentials restoration companies track in TrackMyVendor
Simple, transparent pricing
Start free with 25 subs. Carrier-ready compliance reports come with Pro.
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 subs and crews — 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 sub
- ✓Safety documents read for you — EMR from the EMR letter, TRIR worked out from the OSHA 300A
- ✓Projects & job sites — group subs and crews 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 →
What a carrier vendor program actually audits
Losing a place on a carrier's vendor list is rarely about the quality of the work. It is about a document that expired while nobody was watching, discovered during a routine compliance sweep. These are the items those sweeps look at.
IICRC certifications, per technician and per category
WRT, ASD, AMRT and FSRT sit on different renewal clocks and belong to individuals, not the company. A technician whose certification lapsed is a finding even when the firm's own credentials are spotless.
General liability with the program's limits
Carrier programs set their own minimums, and they are usually higher than a state's. The limit that satisfied one program will not automatically satisfy the next one you join.
Pollution liability where mold and sewage are in scope
Standard GL commonly excludes it. If your scope includes category 3 water or mold remediation, the absence of this policy is the gap the audit is looking for.
Workers' compensation, without exception
Restoration work is physical and often out of hours. This is the coverage a carrier is least willing to see lapse for even a week.
Commercial auto for the fleet
Trucks, trailers and drying equipment move between losses daily. Program requirements almost always name this policy separately from GL. Knowing which loss each dehumidifier is drying is a separate job: our sister product FlowNext does restoration equipment tracking.
A current state license for the licensed portions
Reconstruction after mitigation crosses into licensed general contracting in most states. The mitigation side may need none, and the rebuild side may need a full license.
Each of these is stored as its own document with its own expiration date, so a certification renewing in March and a GL policy renewing in September are tracked independently instead of collapsing into a single date that hides both.
Frequently asked questions
Can TrackMyVendor track IICRC certifications?
How does this help me stay on an insurance carrier's approved-vendor network?
Can I track my restoration subcontractors, not just my own crew?
Does TrackMyVendor verify restoration contractor licenses with the state?
Can we track certifications that belong to individual technicians?
We are on several carrier programs with different minimums. Does that fit?
How quickly would we know if a sub's license was revoked?
Protect your place on the network
Every IICRC cert, COI, license and W-9 for every crew and sub — collected, checked and renewed before a carrier audit can find the gap.
Start free — track up to 25 crews and subsNo credit card required
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