Vendor & Contractor Compliance Tracking for Staffing Agencies
Every placement is a new COI to verify and a new W-9 to collect. TrackMyVendor keeps your entire 1099 workforce compliant — automatically.
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. 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 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. 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:
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.
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 a report you export in seconds — filtered to one client account, showing live expiration status for every contractor working under it.
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
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 contractors — 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
- ✓Bulk import — add your roster from CSV or a certificate archive
- ✓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
- ✓Integrations — API key, webhooks, Zapier, Make, Slack and Teams
- ✓Compliance reports (PDF & Excel)
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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