COI & W-9 Tracking for Trucking, Delivery & Logistics Vendors
Owner-operators and 1099 drivers mean constant insurance and tax paperwork. TrackMyVendor keeps every vendor compliant before they're on the road.
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 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, 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; 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 — which means the same COI and W-9 burden as any subcontractor network, just on wheels:
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.
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 and automated expiration alerts; exportable compliance reports, per-contract requirement templates, and compliance enforcement 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
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 carriers and owner-operators — 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
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 vendorsNo credit card required
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