Keep Every Guard's License Current — Before a Client or State Audit Catches It First
License, Permit & Certificate of Insurance Tracking for Security Guard Companies
High turnover means constant onboarding and reverification, and a single expired guard license, firearms permit, or training cert can mean a lost contract or state action. TrackMyVendor tracks every credential for every officer — across every state you operate in — and alerts you before anything lapses.
Just the compliance piece — not a whole ops platform
Credential tracking, certificate of insurance tracking and automated follow-up keep every officer post-ready — without making you adopt scheduling or GPS you don't need.
License and permit expiration tracking
Store every officer's state security license, armed-guard/firearms permit, and training certificates with their expiration dates — across every state you operate in — and get alerts at 90/60/30/7 days before any of them lapse.
Turnover handled, and the follow-up too
Send a new hire a magic link — no account, no app. They upload their license, permit, and certs from a phone in under 2 minutes. After that the reminders go to the officer as well as your office, and one click chases everyone with something outstanding, with a 48-hour cooldown so nobody is emailed twice.
Certificates from partner firms, read for you
When an account is covered by a subcontracted guard firm, their ACORD 25 is read automatically — carrier, policy numbers, per-coverage limits and dates — along with the endorsement forms behind it, so the client's additional-insured requirement is verified rather than assumed. See how AI COI parsing works.
A credential bar per client account
A government site, a hospital and a retail account rarely demand the same coverage or the same certifications. Set the requirement per account and see which officers and partner firms actually clear it before anyone is posted. See how per-account requirements work.
W-9s for 1099 officers and partner firms
The same link collects the W-9, with legal name, TIN and tax classification read straight off the form — so a roster that turned over twice this year still files cleanly in January.
Expirations where your schedulers already look
Subscribe every license and permit date into Google Calendar, Outlook or Apple Calendar, and push compliance events into Slack, Teams, Zapier or Make with signed webhooks. When a client or the state asks for proof, the same view exports as a PDF or Excel file in seconds.
How compliance tracking works for security guard companies
Three steps, and only the first one takes your time.
Add subcontracted guard companies and officers
Whether you subcontract coverage to partner agencies or track credentials for the officers you place, each company is stored once with everything it has to keep current.
Credentials arrive by link, certificates are read for you
Guard cards, training certificates, permits, COIs and W-9s all upload from a single emailed link — no account, no app, which is what makes it work for a partner agency you use twice a year. AI pulls coverage lines, limits and per-coverage dates off the ACORD certificate, and company license numbers are re-verified daily against Texas TDLR, Florida DBPR, California CSLB, Washington L&I, Oregon CCB, Illinois IDFPR and Colorado DORA.
A lapse surfaces before a post does
Every plan flags what is expiring in the dashboard and emails your team a weekly summary. Starter adds the per-deadline alerts at 90, 60, 30 and 7 days, sent to the contractor as well as your team.
In guarding, a lapsed credential is a lost contract — or a state action
The fear isn't abstract compliance — it's losing the right to post a guard. Between turnover and multi-state rules, credentials slip through the cracks:
Most tools that solve this bundle license tracking into a full patrol suite — GPS, scheduling, incident reports — that you have to buy and roll out just to fix one problem. TrackMyVendor is just the compliance piece.
Credentials security guard companies track
TrackMyVendor stores and tracks the expiration of any credential you upload. Contractor licenses are re-checked daily against the official state database wherever we sync with it; guard licenses and permits are tracked by their expiration dates and documents.
Simple, transparent pricing
Start free with your first 25 guards or subcontractors — license verification is included on every plan.
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 tracking in all 50 states, plus automated daily state-database verification
- ✓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 guards and 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 →
Credentials that expire on completely different clocks
Guarding is unusual among the trades we serve: the credentials sit at two levels at once, and they renew independently. A company can be perfectly licensed while an officer standing a post is not.
The agency license, at company level
Most states license the security business itself, separately from the people it employs. It renews on the company's own cycle and is the one a client's procurement team asks for.
Individual guard cards and registrations
The officer's own credential — a guard card, registration or license depending on the state — belongs to the person, follows them between employers, and expires on their date, not yours.
Firearm permits, where posts are armed
A separate credential again, usually with a shorter renewal cycle and often a qualification requirement attached. An expired permit on an armed post is the single worst finding in this industry.
Training and continuing-education certificates
Annual refreshers, de-escalation training, first aid and CPR each carry their own expiry. They are the credentials most often discovered stale during a client audit.
General liability, and where required, professional liability
Client contracts commonly specify both, since a guarding failure can be alleged as a professional one rather than a bodily-injury one.
Workers' compensation for every officer placed
Posts are solitary, overnight and sometimes confrontational. This coverage is checked by every serious client and is rarely negotiable.
Because each credential is stored as its own document with its own expiration date, an officer's guard card renewing in six weeks and the agency license renewing next year appear as two independent deadlines — which is the only way this industry's paperwork can be tracked honestly.
Frequently asked questions
Can TrackMyVendor track guard licenses and firearms permits?
Do you verify guard licenses directly with the state?
We operate in several states — can it handle different licensing rules?
How is this different from Belfry, TrackTik, or other guard software?
Can we track credentials for individual officers, not just companies?
Do you verify guard licenses directly with the state?
What happens when an officer's credential expires mid-contract?
Never post a guard on an expired credential
Track every license, firearms permit, and training cert across every state — and stay ready for the next client or state audit.
Start free — track up to 25 guardsNo credit card required
Explore More
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Track compliance scores and export reports
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Subcontractor W-9 Tracking
Collect and track W-9 forms automatically — stay 1099-ready year-round
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COI & W-9 tracking for every placement across your 1099 workforce
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Step-by-step guide to license verification
Plans & Pricing
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