Frequently Asked Questions
Everything you need to know about VendorProof and contractor compliance tracking.
What is VendorProof?
VendorProof is a web-based compliance tracking tool for small businesses that manage subcontractors and vendors. It tracks W-9 forms, Certificates of Insurance (COIs), contractor licenses, and any other compliance documents in one place, with automated expiration reminders and a real-time compliance dashboard.
What documents can I track with VendorProof?
VendorProof tracks W-9 forms, Certificates of Insurance (COIs) including general liability, workers' compensation, and auto insurance, contractor licenses, business licenses, and any custom document type you define. Unlike COI-only tools, VendorProof handles all compliance document types in a single platform.
How much does VendorProof cost?
VendorProof offers a free plan for up to 10 vendors, plus three paid plans: Starter at $12/month (up to 25 vendors), Professional at $25/month (up to 100 vendors), and Business at $50/month (up to 500 vendors). All plans include every feature — document uploads, expiration tracking, automated email reminders, compliance dashboard, audit log, and vendor self-service upload. The only difference between plans is the number of vendors. No credit card required.
Is VendorProof really free?
Yes. The Free plan includes up to 10 vendors with all features — forever, no credit card required. You can upgrade to a paid plan at any time when you need more vendors.
How do automated reminders work?
VendorProof checks document expiration dates daily and sends email reminders at 30 days, 14 days, and 7 days before expiration. Reminders go to you (the business owner) and optionally to the vendor directly. This eliminates the manual follow-up that takes most businesses 6-12 hours per week.
What is a W-9 and why do I need one from my subcontractors?
A W-9 (Request for Taxpayer Identification Number and Certification) is an IRS form that provides the tax identification number you need to issue 1099-NEC forms to independent contractors and vendors you pay $600 or more in a year. Missing W-9s can result in IRS penalties of $60-$330 per form, up to $13,600 for 20 subcontractors.
What is a Certificate of Insurance (COI)?
A Certificate of Insurance (COI) is a document from an insurance company that proves a subcontractor has active insurance coverage — typically general liability, workers' compensation, and/or commercial auto. As a general contractor or property manager, you need COIs on file to protect yourself from liability if a subcontractor causes damage or injury on a job.
How long does it take to set up VendorProof?
Most businesses are up and running in under 3 minutes. Sign up, add your first vendor, and upload a document. There are no sales calls, no training sessions, and no complex configuration. The interface is designed for non-technical users.
Is my data secure?
Yes. VendorProof uses multi-tenant architecture to completely isolate each business's data. We implement security headers (CSP, HSTS, X-Frame-Options), encrypted document storage, and maintain an immutable audit log of all actions. Documents are stored in secure cloud storage and transmitted over HTTPS.
Can multiple people in my company use VendorProof?
Team access with multiple user roles (admin, editor, viewer) is on our near-term roadmap. Currently each account supports a single user. Contact us if multi-user access is a priority for your business.
How is VendorProof different from enterprise compliance tools?
Enterprise tools like Gatekeeper ($1,245+/month), SAP Ariba, and Coupa are designed for large corporations with hundreds of procurement staff. VendorProof is built specifically for small businesses with 10-75 subcontractors — it's simpler, faster to set up, and 95% less expensive. There's no minimum vendor count, no sales call required, and no per-vendor pricing.
How is VendorProof different from tracking vendors in a spreadsheet?
Spreadsheets break down past 15-20 vendors: expiration dates go unchecked, documents are scattered across email attachments and folders, and there's no audit trail. VendorProof centralizes everything with automated expiration tracking, reminder emails, a compliance dashboard, and an audit log — replacing the 6-12 hours per week many businesses spend on manual tracking.
What file types can I upload?
VendorProof accepts PDF, JPG, and PNG files up to 25 MB. Most insurance certificates, W-9 forms, and licenses are in PDF format. You can also upload photos or scans of paper documents.
Can I export my data?
The audit log provides a complete record of all compliance activity. PDF compliance report exports are on our near-term roadmap. Your documents are always downloadable individually from any vendor's detail page.
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