Your HVAC vendor's TDLR license renews every two years. Your spreadsheet doesn't track that.
TrackMyVendor verifies TDLR licenses automatically and tracks COIs and W-9s in one place.
If you're managing vendor compliance with a spreadsheet and a folder of emailed PDFs, you already know what happens when a COI expires without a reminder system. TrackMyVendor replaces that process with automatic TDLR verification, AI-powered COI tracking, and vendor self-service document collection — purpose-built for Texas property managers.
Why vendor compliance is a specific liability for Texas property managers
Texas does not have a single statewide property management license, but the legal exposure from poorly vetted vendors is no less real. Under Texas Property Code Chapter 92 and established negligent-hiring principles, a property manager who authorizes an unlicensed or uninsured vendor to perform work on a unit can bear direct liability for resulting damage or tenant injury — even when the work was ordered at a property owner's request.
Property owners in Texas increasingly audit their management companies on vendor compliance. When a claim is filed, the first question an insurer asks is whether the vendor held an active Certificate of Insurance and the required state license at the time of the incident. If you cannot produce that documentation, denial of the claim shifts to your errors-and-omissions policy — or directly to your client relationship.
The vendors most commonly deployed by Texas property managers — HVAC technicians, electricians, plumbers, and elevator mechanics — are precisely the trades regulated by the Texas Department of Licensing and Regulation (TDLR). That makes TDLR the starting point for any vendor compliance program in this state.
What compliance documents Texas property managers must collect from vendors
Every vendor authorized to work your properties in Texas should supply three documents before their first job order is approved. These are the minimum; some property owners require additional documentation.
Certificate of Insurance (COI)
The COI must show active general liability coverage and, for any vendor with employees, workers' compensation coverage. Your management company and the property owner entity should be named as additional insureds. The coverage limits required by your property management agreements vary, but a common minimum is $1M per occurrence for general liability. COIs typically renew annually — which means a vendor who was compliant last year may not be today.
State License or TDLR Registration
Several trades your vendors work in require active licensing from the Texas Department of Licensing and Regulation (TDLR). Electricians working in Texas are licensed under the Texas Electrical Safety and Licensing (TECL) program, which TDLR administers. HVAC technicians require an air conditioning and refrigeration contractor license. Elevator mechanics require TDLR licensure. Roofing contractors performing residential work must register with TDLR — they do not hold a full license, but the registration is verifiable in the same database.
Plumbing contractors are licensed separately by the Texas State Board of Plumbing Examiners. For plumbing vendors, confirm both the company's plumbing contractor license and that their designated Responsible Master Plumber holds a current individual license. You can verify RMP licenses directly at the TSBPE license lookup tool. TrackMyVendor stores the RMP license copy and tracks its expiration date alongside the company license.
W-9 Tax Form
Any vendor paid $600 or more during a calendar year requires a W-9 so you can issue a 1099-NEC at year end. Collecting W-9s at vendor onboarding — not in December — keeps your 1099 process manageable. Property owners and their CPAs will ask for them; having a central, complete W-9 file is a basic expectation of a professional management operation.
How TrackMyVendor integrates with the TDLR database
Manually checking the TDLR website for each vendor — and remembering to re-check when licenses are due to renew — is not a scalable compliance process. TrackMyVendor connects directly to the Texas state licensing database so the verification happens automatically.
Add the vendor
Enter the vendor's name and license number. TrackMyVendor queries the TDLR database in real time and returns the holder, license type, current status, and expiration date.
License is verified and recorded
A verified badge is applied to the vendor profile with a timestamp. You have a documented record of the verification — not just a note that you checked.
Alerts fire before expiration
Email reminders go out at 90, 60, 30, and 7 days before the license expires. If the status changes — suspended, surrendered, or lapsed — you receive an immediate alert.
What TrackMyVendor covers in Texas: TDLR-licensed trades (HVAC, electricians via TECL, elevator mechanics, boiler operators, mold assessors, roofing contractor registrations), Texas State Board of Plumbing Examiners licenses, Texas Department of Agriculture pest control licenses, and Texas State Fire Marshal fire suppression contractor licenses. The TDLR database is updated daily and covers over 1 million Texas professional licenses. For a full breakdown of which trades require TDLR licensure, see the Texas contractor license requirements guide.
How TrackMyVendor works for Texas property management companies
Automatic TDLR license verification
Every HVAC tech, electrician, and elevator mechanic on your approved vendor list is verified against official TDLR data. No manual lookups, no bookmark to the state website, no calendar reminders to re-check.
AI-powered COI tracking
Vendors upload their Certificate of Insurance once. TrackMyVendor extracts the expiration date automatically and queues alerts before it lapses. No re-keying dates into a spreadsheet, no expired COI sitting unnoticed in a shared drive.
Vendor self-service document collection
Send any vendor a secure magic link to upload their COI, license copy, and W-9 directly. No login required on their end, no email thread to sort through on yours. New vendors are onboarded in minutes instead of days.
Audit-ready compliance reports
When a property owner or their insurer asks for your vendor compliance records, you export a PDF compliance report in one click. It shows license status, COI status, W-9 status, and last-verified dates for every vendor — formatted for a professional audience.
Works across your entire portfolio
A vendor who services multiple properties in your portfolio only needs one profile. Compliance status updates once and reflects everywhere. Add team members so your maintenance coordinator and your accounting contact each have access to the same live data.
Expiration alerts before problems occur
Email reminders fire at 90, 60, 30, and 7 days before any license or insurance certificate expires. Most TDLR licenses renew on a two-year cycle — which means a vendor verified at onboarding may have an expired credential 18 months later without a proactive alert system.
Stop running vendor compliance on email and memory.
Verify your first 25 vendors free — TDLR licenses, COIs, and W-9s tracked automatically.
Start free — verify 25 vendors nowTexas vendors property managers track most often
These are the vendors and trades that Texas property managers most commonly need to track for both licensing and insurance compliance.
HVAC technicians
TDLR air conditioning contractor license required
Electricians
TDLR TECL license required
Plumbing contractors
Texas State Board of Plumbing Examiners license required
Elevator mechanics
TDLR elevator certificate required
Roofing contractors
TDLR residential registration required
Mold assessors & remediators
TDLR mold license required
Landscaping & grounds
COI and W-9 required; no state license for most work
Pest control
Texas Department of Agriculture license required
Fire suppression & alarm
Texas State Fire Marshal license required
Frequently asked questions — vendor compliance for Texas property managers
Do Texas property managers have to verify vendor licenses?
Which vendors must hold a TDLR license in Texas?
What documents should Texas property managers collect from vendors?
How does TrackMyVendor verify TDLR licenses automatically?
Can I track COI expirations for all my vendors in one place?
What happens if a vendor's Texas license lapses mid-contract?
Your vendors' licenses renew. Your spreadsheet doesn't alert you. We do.
Verify TDLR licenses automatically. Track COI expirations. Collect W-9s. Keep your properties audit-ready — without the manual follow-up.
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TX License Requirements
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