All the Features You Need to Stay Compliant
VendorProof replaces your spreadsheet workflow with automated document tracking, expiration reminders, and a real-time compliance dashboard.
Track Every Document Type
Unlike COI-only tools, VendorProof tracks W-9s, insurance certificates, licenses, and any custom document type in one place.
W-9 Forms
Track W-9 collection for 1099 reporting. Never scramble at year-end again.
Certificates of Insurance (COIs)
Track general liability, workers' comp, and auto insurance certificates with expiration dates.
Contractor Licenses
Track state and local contractor licenses, business licenses, and professional certifications.
Custom Document Types
Track any document type — safety certifications, background checks, training records, and more.
Core Features
Vendor Database
Add and organize all your subcontractors and vendors in one place. Track name, company, email, phone, trade category, and compliance status. Filter by active, archived, or all vendors.
Document Upload & Storage
Drag-and-drop upload for PDFs, images, and scanned documents. Each document is tied to a vendor with type classification and optional expiration date. Secure cloud storage with download access anytime.
Expiration Tracking
Every document with an expiration date is automatically monitored. Color-coded status shows valid (green), expiring soon within 30 days (amber), or expired (red) at a glance.
Automated Email Reminders
VendorProof sends automatic email reminders at 30, 14, and 7 days before a document expires — both to you and to the vendor. No more manual follow-up.
Compliance Dashboard
A single screen showing total vendors, compliant count, expiring-soon count, and expired count. A compliance gauge shows your overall health percentage. Drill down to any vendor instantly.
Audit Log
Every action is recorded: vendor added, document uploaded, status changed. Immutable audit trail for SBA, IRS, or insurance audits. Filter by date, action type, or entity.
Email Verification
Secure email verification for all accounts. Password reset flow with time-limited tokens. Rate limiting on all authentication endpoints.
Security & Privacy
Multi-tenant architecture isolates each business's data completely. Security headers (CSP, HSTS, X-Frame-Options). Encrypted storage. SOC 2-ready audit logging.
Fast & Simple
Set up in under 3 minutes. No sales calls, no training needed. Self-service signup with a free plan. Dashboard loads in under 2 seconds.