COI & W-9 Tracking Software for Trucking and Logistics Companies
Owner-operators and 1099 drivers come and go, and every one brings a COI, a W-9 and an authority to keep current. Set each contract's limits once. TrackMyVendor collects the paperwork from the cab through one link, reads every auto and liability line off the certificate, checks it against the contract, and emails the driver a renewal link before a policy lapses — so dispatch sees who's clear today without opening a PDF.
You onboard the driver. TrackMyVendor keeps them clear to dispatch.
A rotating pool of owner-operators, each on their own renewal cycle. Set the contract limits once, and dispatch sees who's clear today without opening a PDF.
You, once — about 10 minutes
- 1 Add your owner-operators and drivers — or import the carrier list you already keep.
- 2 Set each contract's limits — auto liability and the rest, per route, lane or customer.
- 3 Send each driver a link. COI, W-9, authority and CDL upload from the cab in under 2 minutes.
TrackMyVendor, every day after
- Reads auto liability as its own line — with its own limit and dates, so a current GL never hides a lapsed auto policy.
- Checks the driver against the contract's limits and shows the badge dispatch needs: clear, or not.
- Reads the W-9 at intake — name, TIN and classification — before the first load settles.
- Asks the driver for renewals before they lapse, at 90, 60, 30 and 7 days, with their link — and follows up an unanswered request after three days.
- Tracks authority and CDL documents by their own dates, and turns a driver Non-Compliant the day their cover lapses or a required document expires.
The 90/60/30/7-day emails and per-contract limits start on Starter; reading certificates and W-9s, document tracking and the three-day follow-up are on every plan. Compare plans.
How TrackMyVendor works for logistics
Certificate of insurance and W-9 tracking for a vendor pool that turns over — with collection, follow-up and per-contract requirements automated.
Automated COI and W-9 collection
Send an owner-operator a magic link — no account, no app, no portal login. They upload their certificate and W-9 from the cab in under 2 minutes, and AI reads the carrier, policy numbers, limits and expiration dates straight off the COI, plus legal name, TIN and tax classification off the W-9.
Auto liability read line by line
Every coverage row is read separately — auto liability, general liability, workers' comp, umbrella — each with its own policy number, limit and effective and expiration date, along with the certificate holder line — and on Pro, the endorsement forms behind it. A current general liability policy no longer hides an auto policy that lapsed in March. See how AI COI parsing works.
Drivers chased before dispatch, not after
Alerts at 90/60/30/7 days go out before a policy lapses, with the renewal link going to the driver — not just your inbox. Chase every vendor with something outstanding in one click, with a 48-hour cooldown so no owner-operator is emailed twice.
Per-route requirement templates
Different contracts demand different limits. Set the coverage requirements for a route, lane, or customer contract once, then see which vendors actually meet them — instead of eyeballing a certificate against a contract every time. See how per-contract requirements work.
Authority and CDL documents on the same clock
Motor carrier authority, MC/USDOT documentation and CDLs are filed against the vendor with their own expiration dates, and ride the same renewal schedule as the insurance — so authority and coverage are one record, not a binder and a spreadsheet.
Dispatch sees it without opening another tab
Subscribe every expiration date into Google Calendar, Outlook or Apple Calendar, and push compliance events into Slack, Teams, Zapier or Make with signed webhooks. When a shipper or your own carrier asks for proof, on Pro the whole roster exports as a PDF or Excel file in seconds.
Authority and CDL documents, tracked alongside the COI
Store each vendor's motor carrier authority, MC/USDOT number, and CDL with their expiration dates, and get the same renewal alerts you get for insurance — so authority and licensing live in the same dashboard as coverage instead of a separate binder. Automatic daily verification against state databases currently covers contractor licenses in Texas, Florida, California, Washington, Oregon, Illinois and Colorado, with Arizona matched against the board's list refreshed by hand; carrier authority and CDLs are tracked by their document and expiration date. See how license verification works →
A signed carrier packet isn't a current COI. And it definitely isn't a W-9.
Owner-operators and independent drivers are 1099 vendors, not employees — the same COI and W-9 burden as any subcontractor network, just on wheels. Here is where it slips, and what runs so it doesn't:
A lapsed auto liability policy doesn't announce itself — it shows up at the claim.
Handled for you: Auto is read as its own line with its own expiry. The driver is emailed an upload link 90, 60, 30 and 7 days out, and turns Non-Compliant the day it lapses.
A missing W-9 doesn't surface until year-end, after you've already settled dozens of loads.
Handled for you: The W-9 comes up the same link as the COI at intake, and its name, TIN and classification are read off it.
A rotating pool of owner-operators means paperwork that's never finished.
Handled for you: Every new driver gets one link and uploads from a phone; an unanswered request is followed up after three days without anyone in the office sending it.
Dispatch needs to know a driver is compliant before the load leaves, not after an incident.
Handled for you: Each driver's badge is current against the contract's limits, so "clear to take the load?" is one glance.
The certificate that got a driver into your network six months ago tells you nothing about whether their coverage is still in force this morning. TrackMyVendor keeps asking, so you don't have to.
What compliance looks like for logistics vendors
Three things have to hold for every owner-operator and independent driver you use — continuously, not just at intake.
Auto liability and general liability COIs on file
Auto liability is the policy that actually responds when a truck is involved in a loss, and it's the one shippers and brokers care about most. General liability, motor truck cargo, and workers' comp round out what a contract typically requires — each with its own limits and its own expiration date.
A W-9 collected before the first load or settlement
Owner-operators are paid as vendors, which means a 1099-NEC at year end and a W-9 on file to support it. Collect it at intake, while the driver is already sending you documents — not in January when they've moved on to another carrier.
Per-vendor expiration tracking across a rotating pool
Drivers come in and out of your network constantly. Every one of them carries their own policy dates, authority documents, and CDL renewal — and a spreadsheet built at intake goes stale the week after it's built.
The dispatch moment
"Is this driver clear to take the load?"
That question gets asked dozens of times a day and answered from memory. Dispatch runs on speed, and nobody is opening a PDF folder to confirm an insurance date while a load sits on the dock — so a non-compliant driver gets sent, and the gap is only discovered when something goes wrong.
Compliance only works here if it's enforcement, not filing. The dashboard has to show who's clear to work today — before dispatch, not in a monthly audit.
TrackMyVendor flags any vendor with an expired or missing document, so dispatch has a live answer instead of an assumption. And because alerts fire at 90, 60, 30, and 7 days out, most of those flags never happen — the driver renews before the deadline, prompted automatically.
Documents logistics vendors track
Free covers up to 25 vendors with license verification, COI tracking, AI document parsing, W-9 collection, and magic-link uploads. Starter adds unlimited vendors, automated expiration alerts to you and the driver, and per-contract requirements; exportable compliance reports and endorsement reading are Pro features. 30-day free trial, no credit card required. See plans →
Simple, transparent pricing
Start free with your first 25 carriers or owner-operators. Compliance reports come with Pro.
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 carriers and owner-operators — 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 carrier
- ✓Safety documents read for you — EMR from the EMR letter, TRIR worked out from the OSHA 300A
- ✓Projects & job sites — group carriers and owner-operators 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
What insurance should an owner-operator carry?
Do 1099 drivers need a W-9 on file?
How is DOT compliance different from COI tracking?
Know a driver is compliant before dispatch
Collect the COI and W-9 at intake, track every expiration across your vendor pool, and stop finding gaps at the claim.
Start free — up to 25 driversNo credit card required
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