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.
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.
How TrackMyVendor works for logistics
A vendor roster built for a pool that turns over — with collection and follow-up automated.
Automated COI & 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 coverage limits and expiration dates straight off the COI.
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.
Expiration alerts & audit-ready exports
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. When a shipper or your own carrier asks for proof, export the whole roster 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, and Oregon; carrier authority and CDLs are tracked by their document and expiration date. See how license verification works →
Documents logistics vendors track
Free covers up to 25 vendors with license verification, COI tracking, AI document parsing, and magic-link uploads. W-9 collection, automated expiration alerts, and exportable compliance reports are included in Starter and above; per-contract requirement templates and compliance enforcement are Pro features. 30-day free trial, no credit card required. See plans →
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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