Your first client is live this afternoon.
No implementation project, no data migration, nothing for your client to install. You invite them, they click once to authorize you, and their vendor compliance starts reporting into your console.
The whole workflow
Invite → authorize → one screen for the book
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1
You invite the client
Add the company and its primary contact in the console. We email that contact a one-click authorization link — you never have to explain a signup flow, and there's no account for them to create first.
- Takes about a minute per client
- Pending clients sit in your portfolio so you can chase them
- Nothing is visible to you yet
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2
They authorize you
The contact opens the link, ticks the agreement and grants access. That single click is what unlocks the client, and it's recorded: who granted it, from which address, on which agreement version.
- One click, no login, works on a phone
- Recorded in an audit trail both sides can see
- They can withdraw it at any time
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3
Their vendors start reporting to you
Bulk-import the roster of certificates you already hold, or send each vendor a magic upload link. Expiring COIs, W-9s and licenses across every client then roll up into one queue.
- Vendors upload from a link — no portal login
- Coverage dates and limits read off the PDF automatically
- Licenses re-checked daily against state databases
What you actually look at each morning
One queue across every client you are authorized on, grouped by client and ordered worst-first — most expired items at the top, then whatever falls due soonest. You're not clicking into fifteen separate accounts to find out who's exposed this week.
- Expired certificates, W-9s and licenses, per client
- Everything expiring inside your alert window, dated
- The client's contractor count and how much of it is compliant
- A client still pending authorization shows as pending — never as zero exposure
Need to work inside one client? Open it from the portfolio and their screens render right there in your console, under your own navigation — one click back out again.
What setting this up does not involve
Who on your team sees what
Invite as many people from the agency as you like. Reach is set per person, so a producer sees their own accounts and a principal sees the book.
Owner
The whole portfolio, plus billing and the agency's own settings.
Admin
The whole portfolio and the team, without billing being their problem.
Broker
Only the clients assigned to them. Nothing else in the book is visible.
Frequently asked questions
How long does onboarding a client actually take?
Adding the client and sending the authorization link takes about a minute. After they grant access, importing an existing roster of certificates is a single bulk upload; from there the tracking runs on its own.
Does my client have to do anything after they authorize us?
No, and there's nothing for them to log into. Your agency works inside the client account from your own console, and the client's involvement ends at the authorization click.
What if a client doesn't click the link?
They stay in your portfolio marked as pending so you can chase them, and the authorization link can be re-sent. Until they grant access, you can't see any of their vendor data.
Do the vendors need accounts?
No. Each vendor gets a one-time upload link that works on a phone. There's no login, no app and no portal registration on their side.
Who does the day-to-day work — us or the client?
You do. Your team opens the client from the portfolio and works inside it: importing certificates, setting required coverage and sending vendors their upload links. Client-side logins aren't part of the agency model today — if you need your client's staff working alongside you, tell us and we'll talk it through.
Does this replace our agency management system?
No. Your AMS handles policies and billing for your direct policyholders. This tracks your clients' third-party vendors — their certificates, W-9s and license status.
See it with one of your own accounts.
Start the trial, add a single client, and watch the first exception queue populate before you decide anything.
No credit card required. Questions? Email demo@trackmyvendor.com.