1099 Worker COI & Compliance Software for Staffing Agencies
Every placement is a new COI to verify and a new W-9 to collect, and your recruiters shouldn't be the ones chasing them. TrackMyVendor sends each new contractor one link, reads the certificate and the W-9 off the upload, checks the COI against that client's minimums, and emails the contractor a renewal link before anything lapses mid-assignment — so when a client asks for proof, the answer is already on screen.
You place the contractor. TrackMyVendor keeps their paperwork current.
Dozens of placements a month, each with a COI and a W-9 that go stale on their own schedule. Set it up once and your recruiters stop being the follow-up department.
You, once — about 10 minutes
- 1 Add each contractor at placement — under the client account they're working for.
- 2 Set each client's minimums — what their MSA requires of anyone you place with them.
- 3 Send the contractor their link. COI and W-9 upload from a phone in under 2 minutes, no portal password.
TrackMyVendor, every day after
- Reads the COI and the W-9 off the upload — limits and dates from one, legal name, TIN and classification from the other.
- Checks the contractor against the client's minimums before the assignment starts.
- Reminds a contractor who hasn't sent anything — one follow-up with the same link three days after placement.
- Asks for renewals mid-assignment, at 90, 60, 30 and 7 days before each policy lapses, with the contractor's link.
- Turns a contractor Non-Compliant the day cover lapses, per client account, so the answer to an audit request is already on screen.
The 90/60/30/7-day emails and per-client minimums start on Starter; reading COIs and W-9s, the Monday summary and the three-day follow-up are on every plan. Compare plans.
Verify Placed Contractor Credentials and Insurance Instantly
Certificate of insurance and W-9 tracking for staffing agencies — with the document collection, the endorsement detail and the follow-up handled for you.
Automated COI and W-9 requests at placement
Send a new contractor a magic link — no account, no app, no portal password to reset. They upload their certificate and W-9 from a phone in under 2 minutes, and AI pulls the coverage limits, policy numbers and expiration dates off the COI, plus legal name, TIN and tax classification off the W-9, so nobody rekeys them.
Endorsements verified, not assumed
Client contracts usually demand more than a certificate: additional insured, waiver of subrogation, primary and non-contributory. On Pro, the endorsement forms behind the ACORD 25 are read too — form number, edition, blanket or scheduled, and the entities named — so you can answer a client's requirement with the form rather than a promise. See how AI COI parsing works.
The contractor gets chased, not your recruiters
Alerts at 90, 60, 30, and 7 days before any certificate, license, or cert lapses — and the renewal link goes to the contractor, not just to your inbox. Chase everyone outstanding across the roster in one click, with a 48-hour cooldown so a placement is never emailed twice. Your team stops being the follow-up department.
Requirements and status per client account
Group placements under the client they are working for and set that account's insurance bar — general liability, auto, workers' comp and umbrella, each with its own minimum. See who is clear and who is short per account, and on Pro export that view the moment a client asks for proof. See how per-account requirements work.
Every other credential a placement carries
Guard cards, CDLs, clinical certifications, background checks and training records are filed against the contractor by category, each with its own expiration date and the same renewal schedule — so one placement's whole file is current, not just its insurance.
Deadlines in the systems recruiters already use
Subscribe every placement's renewal dates into Google Calendar, Outlook or Apple Calendar, and push compliance events into Slack, Teams, Zapier or Make with signed webhooks — so an expiring certificate reaches the desk that owns the account.
And if your placements are licensed trades, we check that too
For placements that require a licensed trade — electricians, plumbers, HVAC techs — TrackMyVendor verifies license status directly against state databases every day in Texas, Florida, California, Washington, Oregon, Illinois and Colorado. Arizona licenses are matched against the board's published list, refreshed by hand rather than daily. A contractor whose license gets suspended mid-assignment shows up on your dashboard without anyone re-running a lookup. Other credentials — guard cards, CDLs, clinical certifications — are tracked by their document and expiration date. See how license verification works →
A signed offer letter isn't a W-9. A COI isn't proof of eligibility.
Paperwork gets collected at placement and then never looked at again — until the moment it matters. That's where agencies get exposed, and here is what TrackMyVendor does about each one without a recruiter touching it:
Every new placement means a new round of chasing insurance certificates and tax forms.
Automatic: The contractor gets one link at placement and uploads both from a phone. No reply in three days, and they're reminded with the same link.
Multiply that by dozens of placements a month, and compliance becomes someone's full-time job.
Automatic: The certificate's limits and dates and the W-9's name, TIN and classification are read off the upload, so nobody rekeys them.
One missed W-9 at tax season, and you're issuing 1099s you can't back up.
Automatic: Make the W-9 a required document and a contractor without one is flagged the day they're placed — and their upload link asks for it — not in January.
One lapsed COI mid-assignment, and the agency is the one holding the exposure.
Automatic: The contractor is emailed an upload link 90, 60, 30 and 7 days before each policy expires, and turns Non-Compliant the day it lapses.
The documents themselves are simple. The volume is the problem — a roster that turns over constantly, with a different expiration date attached to every person on it. That's exactly the part software should carry.
What compliance looks like for a staffing agency
Three things have to be true for every contractor you place — not just on day one, but for as long as they're on assignment.
A COI on file for every placed worker or contractor
General liability, workers' comp, and whatever else the client contract specifies — with the right limits and the client named where the contract requires it. Filed per placement, not per agency.
A W-9 collected before the first payment
Not before year-end. Not when accounting starts building 1099s in January. Before the first check goes out, while you still have the contractor's attention and the leverage of an unpaid invoice.
Expirations tracked continuously — not just at onboarding
A policy that was current at placement expires mid-assignment. Onboarding checklists catch the first day; nothing in a folder of PDFs catches month four.
Keep Client Accounts Audit-Compliant Across Multi-State Jobs
"Can you send us proof of coverage for the three contractors you placed with us this quarter?"
It comes from a client's procurement team, their risk manager, or their insurance carrier during a policy audit — and it always comes with a deadline attached. The right answer is a PDF in the next ten minutes. The wrong answer is "let me check the file."
The wrong answer costs you more than time. It signals to the client that nobody at the agency actually knows the current status of the people they've placed on site — which is the exact question the audit was designed to ask. Agencies lose MSA renewals over this, not over rates.
With every certificate, W-9, and license stored against the placement it belongs to, that request is answered from one screen — filtered to one client account, showing live expiration status for every contractor working under it — and on Pro it's a report you export in seconds.
Documents staffing agencies track per placement
Free covers up to 25 placements with license verification, COI tracking, AI document parsing, W-9 collection, and magic-link uploads. Starter adds unlimited placements and automated expiration alerts; exportable compliance reports are a Pro feature — 30-day free trial, no credit card required. See plans →
Simple, transparent pricing
Start free with 25 contractors. AI W-9 parsing and license verification are included on every plan.
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 contractors — 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 contractor
- ✓Safety documents read for you — EMR from the EMR letter, TRIR worked out from the OSHA 300A
- ✓Projects & job sites — group contractors 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 →
Frequently asked questions
Does a staffing agency need a W-9 from every placed worker?
What insurance should a staffing agency require from 1099 contractors?
How is staffing agency compliance different from a GC tracking subcontractors?
Never scramble for a placed contractor's paperwork again
Collect the COI and the W-9 at placement, track every expiration automatically, and answer any client audit in seconds.
Start free — up to 25 placementsNo credit card required
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