Freedom251 › Property Management Vendor Management Software
TrackMyVendor
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 through a one-time magic link without making an account. The service tracks licenses across all 50 states and says it checks supported state databases daily. Paid plans send expiration alerts to both the team and contractor 90, 60, 30 and 7 days ahead. Pro adds subcontractor grouping by job or property and project-level coverage requirements. Webhook connections are described for Slack, Microsoft Teams, Zapier and Make, with calendar feeds for Google, Outlook and Apple Calendar. The free plan costs nothing and covers up to 25 subcontractors and one user. Starter costs $39 a month; Pro costs $59 a month. A 30-day trial requires no credit card, and each organization can use one trial. When it ends, paid features stop unless the organization checks out.
Who it suits
TrackMyVendor is intended for organizations managing contractors or other vendors, including general contractors, property managers, HOAs, homebuilders, roofing and restoration companies, and staffing agencies. It may suit teams that need document collection, license checks and scheduled expiration alerts.
What it does well
- Contractors can upload documents without accounts
- Tracks licenses across all 50 states
- Paid plans send four advance expiration alerts
- Pro supports project-specific coverage requirements
- Free plan allows 25 subcontractors
What to know first
- Free plan is limited to one user
- Starter has a two-user limit
- Trial is limited to once per organization
- Paid features stop when trial ends without checkout
Limits
The Free plan supports up to 25 subcontractors and one user. Starter supports two users; unlimited users are available on Pro. Starter and Pro have a 1,000-contractor ceiling under fair use.
Plans
| Plan | Billed and limits | Price |
|---|---|---|
| Free | Free forever; no expiration date · Up to 25 subcontractors · 1 user | Free |
| Starter | Flat monthly price; no contract · Unlimited subcontractors (1,000-contractor ceiling under fair use) · 2 users | $39 a month |
| Pro | Flat monthly price; no contract · Unlimited subcontractors (1,000-contractor ceiling under fair use) · Unlimited users | $59 a month |
As trackmyvendor.com lists them, read 30 Sept 2026. The maker's own page has the final word.
Getting started
- Open https://trackmyvendor.com/.
- Choose the Free plan, Starter, or Pro.
- Use the 30-day trial without entering a credit card, if desired.
- Invite contractors to submit documents using a one-time magic link.
- Use the web service to manage records and, on Pro, group subcontractors by project.
Verdict
TrackMyVendor combines document intake, license monitoring and expiration alerts for vendor-management teams. Check the user limits, trial terms and plan tier needed for project grouping before choosing a plan.
Questions
How much does TrackMyVendor cost?
The Free plan costs nothing. Starter costs $39 a month, and Pro costs $59 a month.
Is there a free trial?
Yes. The 30-day trial requires no credit card. Each organization gets one trial; paid features stop when it ends unless the organization checks out.
Which platforms does it support?
TrackMyVendor runs on the web.
Can contractors submit documents without an account?
Yes. Contractors can upload documents through a one-time magic link.
Which integrations are listed?
Webhook connections are described for Slack, Microsoft Teams, Zapier, and Make. Calendar feeds are listed for Google, Outlook, and Apple Calendar.
What happens to uploaded COIs and payment data?
The privacy policy says uploaded COIs may be sent to Google Gemini AI for extraction. Stripe processes and stores payment data rather than TrackMyVendor.
Facts from TrackMyVendor's own pages
- Alerts
- Paid plans send email alerts to the team and contractor 90, 60, 30, and 7 days before expiration. · trackmyvendor.com, 30 Sept 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. · trackmyvendor.com, 30 Sept 2026
- Document collection
- Contractors can upload documents through a one-time magic link without creating an account. · trackmyvendor.com, 30 Sept 2026
- Document parsing
- Its AI extracts carrier, coverage, limits, and expiration dates from COI PDFs, and parses W-9 information. · trackmyvendor.com, 30 Sept 2026
- Integrations
- The integrations page describes webhook connections to Slack, Microsoft Teams, Zapier, and Make, plus calendar feeds for Google, Outlook, and Apple Calendar. · trackmyvendor.com, 30 Sept 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. · trackmyvendor.com, 30 Sept 2026
- License checks
- The service tracks licenses across all 50 states and says it automatically re-checks supported state databases daily. · trackmyvendor.com, 30 Sept 2026
- Projects
- The Pro plan supports grouping subcontractors by job or property and setting coverage requirements per project. · trackmyvendor.com, 30 Sept 2026
- Purpose
- TrackMyVendor manages contractor and vendor compliance documents, including certificates of insurance, W-9s, and licenses. · trackmyvendor.com, 30 Sept 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. · trackmyvendor.com, 30 Sept 2026
- Security
- The privacy policy says the service uses TLS encrypted connections, secure credential storage, and access controls, and does not guarantee absolute security. · trackmyvendor.com, 30 Sept 2026
- Support
- The support page directs users with help requests to [email protected]. · trackmyvendor.com, 30 Sept 2026
- 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. · trackmyvendor.com, 30 Sept 2026