Vendor Paperwork Follow-Up Tracker is for admins who are forgetting who needs follow-up. The goal is not to make the process complicated. The goal is to give you a practical system you can use today: what to look for, what to write, what to avoid, and where to link the next step in your job search.
A follow-up tracker should include vendor, missing item, first request date, last contact, next follow-up, owner, and status.
Use this first
| Paperwork area | Track this | Why it matters |
|---|---|---|
| COI | Carrier, limits, holder, expiration date | Expired insurance creates risk |
| W-9 | Legal name, EIN, date received | Accounting needs clean records |
| License/agreement | Number, expiration, signed date | It prevents last-minute confusion |
| Your next action | Create follow-up columns. | Start with one clear move instead of trying everything at once |
Priority scorecard
Use this simple visual scorecard as a priority guide. It is not official hiring data; it shows where to focus your effort first.
Expired docs create avoidable problems.
Clean folders save time.
A weekly review prevents emergencies.
Step-by-step plan
- Create follow-up columns.
- Add missing items.
- Set next contact date.
- Assign owner.
- Review twice weekly.
Quick checklist before you move on
- ☐ Columns ready
- ☐ Missing items added
- ☐ Next date set
- ☐ Owner assigned
- ☐ Review scheduled
Copy/paste working template
Vendor file check: Vendor name: [company] COI received: yes / no / expired W-9 received: yes / no Agreement/license received: yes / no Expiration date: [date] Next follow-up: [date + owner]
Common mistakes to avoid
- Keeping vendor files in scattered email threads.
- Waiting until expiration day to ask for updated documents.
- Not tracking who owns the follow-up.
FAQ
How often should vendor files be reviewed?
A simple weekly review is enough for many small teams, especially if expirations are tracked.
What should be in a basic vendor folder?
COI, W-9, agreement, license if needed, contact info, expiration dates, and follow-up notes.
Need vendor paperwork cleaned up?
If COIs, W-9s, licenses, expiration dates, and vendor folders are scattered everywhere, DamnJobs can help organize the mess.