Find the part of your book this fits.
The mechanics are the same everywhere — collect the certificate, watch the date, chase the renewal. What changes is which documents matter and who is chasing whom. Three of the books our agencies write most.
For agencies writing GCs, homebuilders and trade contractors
Construction & contracting
Your insured signs a sub on Monday and the certificate arrives — maybe — on Thursday. The exposure sits in the gap, and nobody finds it until an audit or a claim.
What goes wrong today
- A sub's GL lapses mid-project and the GC's own policy absorbs the loss.
- Certificates come in without the additional insured or waiver of subrogation the contract required.
- Limits on the certificate don't match what the subcontract actually asks for.
- A contractor's state license gets suspended while a clean COI sits on file.
- Audit season turns into weeks of reconstructing who was covered when.
What your console tracks instead
- Subcontractor certificates with per-coverage effective and expiry dates
- General liability, workers' comp, auto and umbrella lines as separate deadlines
- State license status re-checked daily in TX, FL, CA, WA, OR, IL and CO
- W-9s, so the 1099 scramble in January is already done
- Per-project insurance requirements, flagged when a sub falls short
For agencies writing property managers, REITs, HOAs and commercial landlords
Property management & real estate
Every trade that walks into an occupied building is somebody's liability. Your insured has a hundred of them and a folder of PDFs from 2023.
What goes wrong today
- A certificate of insurance for a tenant's contractor expires and nobody catches it at the door.
- Building vendors — elevator, HVAC, janitorial, landscaping — all renew on different dates.
- The management company is named as certificate holder on some certificates and not others.
- An HOA board asks for proof that every vendor on the property is covered, and it takes a week to assemble.
- Turnover in the property office means the tracking spreadsheet loses its owner.
What your console tracks instead
- Vendor rosters per property or per portfolio, with compliance status at a glance
- Certificates of insurance for tenant vendors and building service vendors alike
- Expiration alerts to the management team and to the vendor, with an upload link attached
- Board- and owner-ready compliance exports in PDF and Excel
- A timestamped record of what was on file on any given date
Vendor insurance tracking for property managers on trackmyvendor.com →
For agencies writing motor carriers, freight brokers and last-mile fleets
Transportation & logistics
Contracted capacity moves fast. Owner-operators and partner carriers come on for a season, and their coverage has to be current on the day they haul, not on the day they signed.
What goes wrong today
- An owner-operator's auto liability lapses between loads and the freight moves anyway.
- Cargo coverage sits below what the shipper contract requires, and nobody compares the two.
- Certificates arrive by email from a dozen different producers, in a dozen different formats.
- A carrier is onboarded during a peak-season rush and the paperwork is reconciled afterwards, or never.
- Contracted capacity churns, so the roster is out of date within a month of being built.
What your console tracks instead
- Certificates from contracted carriers and owner-operators, with each policy's own expiry
- Auto liability, cargo, general liability and workers' comp as separate tracked deadlines
- W-9s for every contracted party
- One-time upload links carriers can use from a phone, without an account
- Alerts before the coverage date passes, to your insured and to the carrier
Daily state-database license verification covers construction trades in seven states; for a transportation book the tracking is document-driven — certificates, coverage lines and expiry dates.
Transportation & logistics compliance on trackmyvendor.com →
Most books are a mix, and that's fine
Each client company in your portfolio sets its own coverage requirements and its own alert windows, so a GC with subcontractor limits and an HOA with vendor certificates sit side by side without either one bending to the other. Your exception queue reads across all of them.
Frequently asked questions
We write more than one of these. Does that complicate anything?
No. Coverage requirements and alert windows are set per client company, so a construction account and a property management account can sit in the same portfolio with completely different rules.
Do you verify contractor licenses in every industry?
License verification covers construction trades in Texas, Florida, California, Washington, Oregon, Illinois and Colorado, refreshed daily from the state databases. Certificate, W-9 and expiry tracking works for any kind of vendor in any state.
Can we set different insurance requirements per client?
Yes — each client company carries its own required coverages and limits, and can go further with per-project requirements where the work is project-based.
What about vendors who never answer email?
The renewal alert goes to the vendor as well as to your client's team, and the vendor's copy carries a one-time upload link. They upload from a phone in a couple of minutes without creating anything.
Start with the messiest account in your book.
That's the one where the exception queue pays for itself in the first week.
No credit card required. Questions? Email demo@trackmyvendor.com.