TrackMyVendor
Login Sign up free
Licenses · COIs · W-9s · All in one place

The Platform That Tracks Subcontractor Credentials

License Verification, COI Tracking, and W-9 Management for General Contractors & Property Managers

TrackMyVendor keeps every subcontractor credential current — contractor licenses, certificates of insurance, and W-9s — so you always know who's compliant before work begins.

Start free — track up to 25 subcontractors No credit card required

What subcontractor credentials does it track?

A subcontractor's credentials aren't just one document — they're a set of requirements that must all be current for your organization to be protected. TrackMyVendor tracks them together, so nothing slips through.

Contractor Licenses

Verify and monitor state-issued contractor licenses. TrackMyVendor checks license status against state databases and alerts you when a license is approaching expiration or has been revoked.

Certificates of Insurance

Upload COIs and let AI extract the coverage dates, limits, and named insured automatically. Get notified 30, 60, or 90 days before a policy expires — before the subcontractor is on-site.

W-9 Tax Forms

Track which subcontractors have submitted a current W-9. Flag missing or outdated forms before payment is issued. Stay audit-ready at tax time without digging through email threads.

Why most GCs struggle to track subcontractor credentials

Credentials expire on different dates, live in different formats, and come from different sources. Tracking them manually means something always gets missed.

COI stored in email, license number in a spreadsheet, W-9 in a filing cabinet — no single view
No proactive alerts — you only find out a credential expired when something goes wrong
Manually chasing subcontractors for updated documents before every project
Audits and owner requests mean hours spent gathering documents you thought you had

How TrackMyVendor tracks subcontractor credentials

1

Add your subcontractors

Import your existing sub list via CSV or add contractors one at a time. Each subcontractor gets a dedicated profile where all their credentials live together.

2

Connect or upload their credentials

Enter license numbers and TrackMyVendor verifies them against state databases automatically. Upload COIs and W-9s — AI reads the documents so you don't have to key in dates manually.

3

Get alerted before credentials expire

Choose your alert windows — 30, 60, or 90 days out — and TrackMyVendor sends automated reminders to you and optionally to the subcontractor directly, so renewals happen before deadlines.

4

See every sub's compliance status at a glance

Your dashboard shows a compliance score for every subcontractor — green, yellow, or red — based on all their credentials combined. Know instantly who's ready to work and who isn't.

Who uses this platform to track subcontractor credentials?

General Contractors

GCs managing 10–200+ subcontractors need to know every sub is licensed, insured, and has a current W-9 on file — before mobilization, not after. TrackMyVendor makes that check instant.

Property Managers

Property managers work with recurring vendors — HVAC, plumbing, landscaping — whose credentials roll over every year. An automated platform ensures nothing lapses between renewal cycles.

HOA Managers

HOAs face liability if a contractor working on community property isn't properly credentialed. A tracking platform removes the guesswork and creates a defensible record for the board.

Homebuilders

Production homebuilders manage dozens of subcontractor trades per community. Credential tracking at scale — across all subs, all trades, all projects — requires a dedicated platform.

Frequently asked questions

Which platform tracks subcontractor credentials?
TrackMyVendor is a platform built specifically to track subcontractor credentials — contractor licenses, certificates of insurance (COIs), and W-9 tax forms — in one dashboard. It verifies licenses against state databases, reads COIs with AI, and sends automated alerts before credentials expire.
What credentials does the platform track?
TrackMyVendor tracks three core subcontractor credentials: (1) contractor licenses — verified against state databases like Texas TDLR, Florida DBPR, and California CSLB; (2) certificates of insurance — uploaded and read by AI to extract coverage dates and limits; and (3) W-9 tax forms — tracked for completeness and flagged when missing or outdated.
How does the platform alert me when credentials expire?
You choose your alert windows — 30, 60, or 90 days before expiration. TrackMyVendor sends email notifications to you and optionally to the subcontractor directly, so renewals happen before credentials lapse.
Can the platform request credentials from subcontractors?
Yes. TrackMyVendor includes a vendor self-service portal. You send subcontractors a secure upload link, and they upload their own credentials directly — no back-and-forth email needed.
How many subcontractors can I track?
The free plan lets you track credentials for up to 25 subcontractors. Paid plans support 20, 100, or unlimited subcontractors depending on your needs.

Stop guessing. Start tracking.

One platform for every subcontractor credential — licenses, COIs, and W-9s. Know who's compliant before work starts.

Start free — track up to 25 subcontractors

No credit card required

Explore More

Vendor Management

Organize all your contractors in one place

License Verification

Search 1 million+ professional licenses

COI Tracking Software

Software for collecting and tracking COIs

Automated Alerts

Get notified before documents expire

Vendor Self-Service

Let vendors upload their own documents

Document Storage

Manage all compliance documents securely

General Contractors

Compliance tracking for general contractors

Property Managers

Vendor compliance for property managers

Free Compliance Assessment

AI assessment of your subcontractor compliance process

Plans & Pricing

View plans and start your free trial