TrackMyVendor
TrackMyVendor is a web service for managing contractor and vendor compliance documents, including certificates of insurance, W-9s, and licenses.
What TrackMyVendor is
TrackMyVendor is a web service for managing contractor and vendor compliance documents, including certificates of insurance, W-9s, and licenses. Its AI extracts carrier, coverage, limits, and expiration dates from COI PDFs and parses W-9 information. Contractors can submit documents using a one-time magic link without creating an account. The service tracks licenses across all 50 states and says it rechecks supported state databases daily. Paid plans send expiration reminders to the team and contractor 90, 60, 30, and 7 days ahead. Pro adds grouping subcontractors by job or property and project-level coverage requirements. Webhooks connect with Slack, Microsoft Teams, Zapier, and Make; calendar feeds are listed for Google, Outlook, and Apple Calendar. The free plan is free for up to 25 subcontractors and one user. Starter is $39 a month, and Pro is $59 a month. A 30-day trial requires no credit card; each organization can use one trial.
Good
- AI extracts fields from COIs and W-9s.
- Contractors can upload without an account.
- Tracks licenses across all 50 states.
- Free plan allows up to 25 subcontractors.
- 30-day trial requires no credit card.
Watch out
- Free plan is limited to one user.
- Expiration alerts are available on paid plans.
- Starter has a 1,000-contractor fair-use ceiling.
- QuickBooks Online is listed as planned, not available.
Who it suits
TrackMyVendor is aimed at organizations that manage contractors or vendors, including general contractors, property managers, HOAs, homebuilders, and staffing agencies. Pro may suit teams organizing subcontractors by project and setting coverage requirements.
Verdict
TrackMyVendor combines document collection, license tracking, and expiration reminders for vendor-managing organizations. The free plan covers a small team, while project grouping and paid reminders require a paid plan.
Plans and prices
From TrackMyVendor's own pricing page, checked 30 Sep 2026.
| Plan | Price | What it gives you |
|---|---|---|
| Free | Free | Up to 25 subcontractors · 1 user · Free forever; no expiration date |
| Starter | $39 a month | Unlimited subcontractors (1,000-contractor ceiling under fair use) · 2 users · Flat monthly price; no contract |
| Pro | $59 a month | Unlimited subcontractors (1,000-contractor ceiling under fair use) · Unlimited users · Flat monthly price; no contract |
The facts
Each one read from TrackMyVendor's own pages, with the date it was checked.
What it does
- Alerts
- Paid plans send email alerts to the team and contractor 90, 60, 30, and 7 days before expiration.checked 30 Sep 2026
- Data handling
- The policy says uploaded COIs may be sent to Google Gemini AI for extraction and payment data is processed and stored by Stripe rather than TrackMyVendor.checked 30 Sep 2026
- Document collection
- Contractors can upload documents through a one-time magic link without creating an account.checked 30 Sep 2026
- Document parsing
- Its AI extracts carrier, coverage, limits, and expiration dates from COI PDFs, and parses W-9 information.checked 30 Sep 2026
- Integrations
- The integrations page describes webhook connections to Slack, Microsoft Teams, Zapier, and Make, plus calendar feeds for Google, Outlook, and Apple Calendar.checked 30 Sep 2026
- Intended users
- The site names general contractors, property managers, HOAs, homebuilders, roofing and restoration companies, staffing agencies, and other vendor-managing organizations as target users.checked 30 Sep 2026
- License checks
- The service tracks licenses across all 50 states and says it automatically re-checks supported state databases daily.checked 30 Sep 2026
- Projects
- The Pro plan supports grouping subcontractors by job or property and setting coverage requirements per project.checked 30 Sep 2026
- Purpose
- TrackMyVendor manages contractor and vendor compliance documents, including certificates of insurance, W-9s, and licenses.checked 30 Sep 2026
- QuickBooks
- QuickBooks Online is listed as planned for Q4 2026, while Procore, Buildertrend, Sage 100 Contractor, Xero, AppFolio, Yardi, and QuickBooks Desktop are being considered.checked 30 Sep 2026
- Security
- The privacy policy says the service uses TLS encrypted connections, secure credential storage, and access controls, and does not guarantee absolute security.checked 30 Sep 2026
- Support
- The support page directs users with help requests to [email protected].checked 30 Sep 2026
Money
- Trial conditions
- The 30-day trial requires no credit card; after it ends, paid features stop unless the organization checks out, and each organization gets one trial.checked 30 Sep 2026
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