Subcontractor Management — Every Sub's License, COI & W-9 in One Dashboard
TrackMyVendor gives every sub a magic upload link — no account, no portal login. AI reads their COI. Their license gets checked against state databases in TX, FL, CA, WA & OR. And when anything expires, your sub gets the renewal link before you have to ask.
No credit card required
Every sub's license, COI, and W-9 status — one view
Sound familiar?
The way most GCs handle contractor risk management today doesn't work — spreadsheets and shared folders leave gaps that only show up at the worst moment.
How it works
From first sub added to first alert sent — set up in under 10 minutes.
Add your sub roster
Pro: bulk CSV importType a name and email, or import your full roster from a spreadsheet. That's all TrackMyVendor needs to get started.
Send a magic link — sub uploads in under 2 minutes
Magic linkTrackMyVendor emails the sub a one-time upload link. No account, no portal login, no app download on their end. They upload COI, W-9, and any other required documents from their phone.
AI reads the COI — no manual data entry
Starter+ · AI parsingCoverage limits, policy types, and expiration dates are extracted from the uploaded PDF automatically. No mistyped dates. No manually opening PDFs.
License verified against the state database
TX · FL · CA · WA · ORWe query TX TDLR, FL DBPR, CA CSLB, WA L&I, or OR CCB directly to confirm the contractor's license is active. A clean COI and a suspended license can coexist. We catch that.
Alerts fire automatically — sub gets the renewal link
Starter+ · Auto alertsAt 90, 60, 30, and 7 days before any expiration, both you and your sub get an email — with a renewal upload link attached. Your sub updates their document without you having to ask.
Everything on one sub profile
Six things a spreadsheet and a shared folder can't do for you.
Complete sub profiles
COI on file, license verified, W-9 collected, overall compliance status — one profile per sub. You see what matters without hunting.
Magic link uploads
Send a one-time upload link. Sub submits COI and W-9 from their phone — no account, no portal, no chasing email threads.
Live license verification TX · FL · CA · WA · OR
State licensing databases checked in real time. We verify the contractor — not just the document. No other sub management tool does this.
Automated expiration alerts Starter+
90/60/30/7-day alerts to you and your sub — with a renewal upload link in every email. No manual follow-up.
AI COI parsing Starter+
Automatically extracts expiration dates, coverage limits, and policy types from uploaded PDFs. No manual data entry, no misreads.
Compliance reports Starter+
Export your full sub roster with compliance status as PDF or Excel — for audits, client submittals, or board meetings.
Every sub's status. From your phone. On the job site.
Green is compliant. Amber is expiring soon. Red means they shouldn't be on site. No folder-diving — the answer is one tap away.
- Mobile-optimized — no squinting at spreadsheet columns between calls
- Track multiple licenses per sub — plumbing, electrical, GC, and more under one profile
- Pull a compliance report instantly when your owner or broker asks
We verify the contractor, not just the document
Most sub management tools store documents. TrackMyVendor checks what's behind them.
| What matters on a job site | Spreadsheet / shared folder | TrackMyVendor |
|---|---|---|
| Is this sub's insurance current? | Only if someone checked this week | Expiration tracked, alerts fire automatically |
| Is this sub's state license still active? | No way to know without calling the state | Checked daily against TX, FL, CA, WA & OR databases |
| Can the sub upload their own documents? | You email them and wait | One-time magic link — no account, uploaded in under 2 minutes |
| Does the sub get notified before their COI expires? | Only if you remember to email them | Both you and your sub at 90/60/30/7 days — renewal link included |
| Can you pull a compliance report in 30 seconds? | No — requires manual data assembly | One-click PDF or Excel export (Starter+) |
What GCs are saying
"We used to find out a sub's insurance lapsed when our insurance broker asked during a renewal audit. Now I get a 30-day warning and my sub gets the same email automatically. We've got 6 active projects running right now — I'm not chasing anybody for paperwork."
Mike R. — General Contractor, Dallas TX
Managing 40 subs across 6 active job sites
Simple, transparent pricing
No contracts, no sales call. Start free — paid plans include a 30-day free trial.
Free
Free forever. No credit card. No expiration date on the free tier.
- ✓License verification — TX, FL, CA, WA & OR
- ✓Expiration tracking (in-app reminders)
- ✓Magic link uploads (no sub account needed)
- ✓Document storage
Starter
Solo GC or property manager tired of chasing renewals manually.
- ✓Everything in Free
- ✓AI COI parsing — no manual data entry
- ✓Automated alerts (90/60/30/7 days)
- ✓W-9 collection & storage
- ✓Compliance reports (PDF & Excel)
Pro
Multiple job sites with a foreman or office manager who also needs access.
- ✓Everything in Starter
- ✓Per-project insurance requirement templates
- ✓Team roles & permissions
- ✓Bulk import — add your roster from CSV
- ✓Timestamped audit trail
- ✓Zapier & Make webhooks
No contracts. Cancel anytime. See the full plan comparison →
Frequently asked questions
How do my subs upload their documents?
Does TrackMyVendor verify licenses, or just store them?
Are expiration alerts sent to my sub, or just to me?
Does the AI actually read the COI, or do I still enter dates manually?
How many subcontractors can I track?
Can I export compliance reports for audits or client submittals?
Can I get started today without a sales call?
Get your first 25 subs running in under 10 minutes
No sales call. No implementation project. Free forever for up to 25 subcontractors.
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