TrackMyVendor
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Licenses verified · COIs parsed · W-9s collected · TX · FL · CA · WA · OR

One Dashboard for Every Sub Credential

Most platforms store documents. TrackMyVendor also checks whether a contractor's license is active right now — live against TX, FL, CA, WA & OR state databases. Licenses, COIs, and W-9s tracked together, no chasing.

Start free — no credit card See how it works

Free plan includes license verification for up to 25 subs

How subcontractor credential tracking works

Set up in under 10 minutes. No implementation call required.

1

Import your sub roster

Bulk import

Upload a CSV or add subs one at a time. Each sub gets a credential profile showing all their documents in one place.

2

Send each sub a magic link

No login for subs

One link. They upload their COI, W-9, and any other required documents directly — no account, no app, no portal login. Done in under 2 minutes.

3

Platform verifies licenses against state databases

Real-time check

TrackMyVendor checks each license against TX TDLR, FL DBPR, CA CSLB, WA L&I, and OR CCB automatically. Any suspension or revocation triggers an alert — even mid-project.

4

Automated alerts before anything expires

90/60/30/7 days

Alerts go to you and your sub automatically. The renewal link is in the alert — the sub can resubmit without you having to follow up.

Every credential type, one platform

Licenses, COIs, and W-9s tracked together — not spread across three different tools.

License Verification

Daily checks against TX TDLR, FL DBPR, CA CSLB, WA L&I, and OR CCB. Get alerted the moment a license is suspended or revoked — not when an audit finds it.

Free & above

AI COI Parsing

Upload a COI and the platform extracts coverage dates, limits, and named insured automatically — no manual data entry, no reading PDFs.

Starter & above

W-9 Collection

Send a collection request at onboarding. Track who's submitted and who hasn't. Stay 1099-ready year-round without the end-of-year scramble.

Starter & above

Automated Expiration Alerts

Alerts at 90, 60, 30, and 7 days before expiration — sent to you and your sub automatically. The renewal link is included so the sub can act immediately.

Starter & above

Sub Self-Service Portal

Subs upload via a one-time secure link — no account, no app, no portal login. Works from any phone. Submissions land in your dashboard instantly.

Free & above

Compliance Dashboard

Every sub's credential status at a glance — green, yellow, or red across all document types. See who's ready to work and who needs attention before the day starts.

Free & above

What most credential trackers miss

A clean document on file doesn't mean a compliant subcontractor.

Typical tracker TrackMyVendor
Verifies license is currently active — not just on file No real-time check Daily state DB check
Subs upload without creating an account or portal login Portal login required Magic link — no login
COI, license, and W-9 visible in one place Often separate tools One dashboard
Start today — no demo, no implementation call Demo required Self-serve, up in 10 min
Renewal alert includes a link for the sub to resubmit Alert to GC only Sub gets renewal link automatically
"We had a sub working on a job for three months with a suspended license — we had no idea until we ran a random check. TrackMyVendor would have caught that the day it happened."
J
Jason K.
Project Manager, Commercial GC — Texas

Simple pricing — free to start

License verification is free. Automation and W-9 collection start at $39/mo.

30-day free trial on paid plans — no credit card required
Free
$0
Up to 25 subcontractors · 1 user
  • License verification (TX, FL, CA, WA, OR)
  • Magic link uploads (sub self-service)
  • Document storage
  • Expiration tracking (in-app reminders)
Start free
Starter
$39/mo
Unlimited subcontractors · 1 user
  • Everything in Free
  • AI COI parsing
  • W-9 collection & storage
  • Automated alerts (90/60/30/7 days)
  • Compliance reports (PDF & Excel)
Start 30-day trial
Most Popular
Pro
$79/mo
Unlimited subcontractors · Unlimited users
  • Everything in Starter
  • Per-project insurance templates
  • Compliance enforcement per project
  • Team roles & permissions
  • Timestamped audit trail
  • Zapier & Make webhooks
Start 30-day trial

See full feature comparison →

What to look for in a subcontractor credential tracking platform

Does it verify licenses — or just store them?
Most platforms only store whatever document you upload — they can't tell you if that license is still active today. You want a platform that checks state databases directly (TX TDLR, FL DBPR, CA CSLB, WA L&I, OR CCB) and alerts you the moment a license is suspended or revoked, even mid-project. A stored copy and an active license are not the same thing.
What's the upload experience like for your subs?
If subs have to create an account and navigate a portal to upload documents, most won't — and you end up chasing anyway. Look for a platform that sends a one-time secure link the sub can use from any phone, no account required. Completion rates are dramatically higher, and you stop being the bottleneck.
Do renewal alerts actually close the loop?
An alert that says "COI expiring in 30 days" and nothing else puts the work back on you. The alert should include a renewal link sent directly to the sub — so they can resubmit without any back-and-forth. That's the difference between a notification and actual automation.
Can you get started without a demo or implementation project?
Enterprise compliance platforms require a demo, a sales call, and often an implementation project before you can track a single sub. For most GCs and property managers, that's weeks of delay for a tool that should work the day you sign up. Prioritize self-serve platforms where you can import your sub roster and send your first collection request on day one.

Frequently asked questions

What does subcontractor credential tracking include?
Subcontractor credential tracking covers three core document types: contractor licenses (verified against state databases), certificates of insurance (parsed by AI), and W-9 tax forms (collected at onboarding). TrackMyVendor manages all three in one dashboard so nothing slips between tools.
How does license verification work?
TrackMyVendor checks each license against TX TDLR, FL DBPR, CA CSLB, WA L&I, and OR CCB daily. If a license is suspended or revoked, you get an alert immediately — not a monthly summary. This is the check a COI alone won't tell you.
Do subs need to create an account to upload documents?
No. Subs get a one-time secure magic link. They upload from any phone — no account, no app, no login. The document lands in your dashboard instantly.
How much does it cost?
Free for up to 25 subs — includes license verification and magic link uploads. Starter ($39/mo) adds AI COI parsing, automated alerts, and W-9 collection. Pro ($79/mo) adds per-project templates, team roles, and audit trail. See full pricing →
Which states are covered for license verification?
Texas (TDLR), Florida (DBPR), California (CSLB), Washington (L&I), and Oregon (CCB). Additional states are on the roadmap.

Get every sub credential tracked and verified

Licenses checked against state databases. COIs parsed automatically. W-9s collected at onboarding. One dashboard, running today.

Start free — no credit card

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Plans & Pricing

View plans and start your free trial