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Zapier contractor compliance integration

Zapier Contractor Compliance — Route COI, License & W-9 Alerts to Any App

You already use Zapier. TrackMyVendor is the compliance data source that feeds it.

TrackMyVendor monitors subcontractor COIs, trade licenses, and W-9 documents — and sends a webhook every time something changes or is about to expire. Connect it to Zapier once and route those compliance events to Slack, Asana, Gmail, Google Sheets, Monday.com, and 6,000+ apps without writing a line of code.

Start free — connect to Zapier in 10 minutes Step-by-step setup guide →

No credit card required · Free for first 25 subs

Zapier contractor compliance recipes

These are the most common Zaps teams build after connecting TrackMyVendor. Each one replaces a manual follow-up that used to fall through the cracks.

contractor.coi_expiring Slack: Post to #compliance channel

When a sub's Certificate of Insurance enters the 30-day window, Zapier posts a Slack message to your #compliance channel with the vendor name, policy expiration date, and days remaining. Your team sees it without checking a dashboard.

Payload fields available: vendor_name, expiration_date, days_left

contractor.license_expiring Asana: Create a task with due date

When a sub's trade license enters the 90, 60, 30, or 7-day window, Zapier creates an Asana task assigned to the project manager. The task's due date maps to the license expiration date — so it shows up in the project timeline automatically.

Payload fields available: vendor_name, expiration_date, days_left, window

contractor.w9_missing Gmail: Send a reminder email

When a contractor's W-9 is flagged as missing (typically at the start of a new compliance cycle), Zapier sends a formatted reminder email via Gmail to your accounts team. Include the vendor name and a link to their onboarding page in the email body.

Payload fields available: vendor_id, vendor_name

contractor.created Google Sheets: Append row to master roster

Every time a new sub is added to TrackMyVendor, Zapier logs a row to your Google Sheets master roster with vendor name, date added, and organization ID. Keeps accounting, HR, and ops in sync without any manual data entry.

Payload fields available: vendor_name, vendor_id, organization_id, created_at

contractor.compliance_changed Monday.com: Update board item status

When a sub's overall compliance status changes from pass to fail, Zapier updates their board item in Monday.com — changing the status column and adding a note with which document triggered the change. Your project board reflects compliance state in real time.

Payload fields available: vendor_name, from, to

contractor.coi_expiring HubSpot: Create a task on the contact record

At the 7-day mark, Zapier creates a HubSpot task on the contractor's contact record: 'COI renewal overdue — mobilization hold.' Keeps your CRM and compliance system in sync for GCs who manage subs as HubSpot contacts.

Payload fields available: vendor_name, expiration_date, days_left

These are starting points. Any combination of TrackMyVendor events + Zapier actions works — including multi-step Zaps, filters, and delay steps.

What the webhook payload looks like in Zapier

When TrackMyVendor fires a webhook, Zapier receives a JSON payload and auto-maps every field as a drag-and-drop variable. Here is what a COI expiration alert looks like:

{
  "event": "contractor.coi_expiring",
  "created_at": "2026-05-08T14:00:00Z",
  "data": {
    "vendor_id": 42,
    "vendor_name": "Apex Electrical LLC",
    "organization_id": 7,
    "expiration_date": "2026-06-01",
    "days_left": 24,
    "window": "30d"
  }
}
Event When Zapier receives it Key fields to map
contractor.created New contractor added to roster vendor_name, vendor_id
contractor.compliance_changed Overall compliance status flips pass ↔ fail vendor_name, from, to
contractor.license_expiring License enters 90/60/30/7d window vendor_name, expiration_date, days_left, window
contractor.coi_expiring COI insurance enters 90/60/30/7d window vendor_name, expiration_date, days_left, window
contractor.w9_missing W-9 no longer on file for a contractor vendor_id, vendor_name

Zapier COI tracking setup — 5 steps, 10 minutes

TrackMyVendor uses standard outbound webhooks — no native Zapier app required. The Webhooks by Zapier trigger (Catch Hook) is available on all Zapier plans including free.

1

In Zapier, create a new Zap

Choose Webhooks by Zapier as the trigger app → Catch Hook as the event. Zapier generates a unique webhook URL.

2

Copy the Zapier webhook URL

On the Set up trigger screen, copy the URL (https://hooks.zapier.com/hooks/catch/…). Don't test yet.

3

Add the endpoint in TrackMyVendor

Settings → Integrations → Webhook Endpoints → Add Endpoint. Paste the Zapier URL, label it, and select which contractor compliance events to receive.

4

Test the trigger in Zapier

Back in Zapier, click Test trigger. Add a contractor in TrackMyVendor to fire contractor.created — Zapier receives the payload and maps all fields automatically.

5

Add your action and turn on the Zap

Choose Slack, Asana, Gmail, or any app. Map data.vendor_name, data.days_left, and data.expiration_date into your action. Click Turn on Zap.

Full step-by-step guide with payload reference and signature verification →

Frequently asked questions

How do I automate COI expiration alerts with Zapier?
Connect TrackMyVendor to Zapier using a Webhooks by Zapier trigger (Catch Hook). In TrackMyVendor's Settings → Integrations → Webhook Endpoints, paste the Zapier URL and select the contractor.coi_expiring event. When a sub's COI enters the 30-day window, Zapier fires and routes the alert to whatever app you choose. Setup takes about 10 minutes.
Can I create separate Zaps for COI alerts vs license alerts?
Yes. Add multiple webhook endpoints in TrackMyVendor — one per Zap — each subscribed to different events. Or use a single endpoint and add a Filter step inside Zapier to route contractor.coi_expiring events to one action and contractor.license_expiring to another.
Does TrackMyVendor have a native Zapier app?
No. TrackMyVendor uses standard outbound webhooks, which connect to Zapier through the built-in Webhooks by Zapier app (Catch Hook trigger). This is available on all Zapier plans including the free tier — no native app or partner listing required.
What Zapier plan do I need for Zapier contractor compliance?
The Webhooks by Zapier trigger (Catch Hook) is available on Zapier's free plan. Multi-step Zaps (e.g., webhook → filter → Slack) require a paid Zapier plan (Starter or above). Most teams use 2–3 Zaps for contractor compliance: one for COI alerts, one for license alerts, one for W-9 gaps.
How many Zapier contractor document workflow events does TrackMyVendor send?
Volume depends on your roster size and document expiration schedule. A team with 50 subs typically receives 5–20 webhook events per week — mostly COI expiration windows opening and license status checks. Each event fires once per expiration window (90d, 60d, 30d, 7d), not repeatedly.

Your Zap is 10 minutes away

TrackMyVendor monitors the compliance. Zapier routes the alerts. Your team stays informed without checking another tool.

Start free — first 25 subs included Step-by-step setup guide

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