Track compliance documents for your subs
Keep COI, license, W-9, and workers' comp current for every sub.
Each subcontractor on a project gets a compliance card showing which documents are on file, missing, or expiring.
- 1Open the project and go to the Compliance tab.
- 2For each sub, upload a document with the Upload/Update button, or scan it with AI to auto-fill expiry and coverage.
- 3Click a document row to expand and see the extracted details on file.
The summary at the top shows how many subs are fully compliant, expiring soon, expired, or missing documents.
THE EXPIRY DATE DECIDES, NOT THE STATUS ON THE ROW. A document whose date has passed reads Expired and counts as expired, whatever it was marked when it was uploaded - a COI approved in March with a June expiry is not compliant in September. It runs the other way too: a date that has NOT run out means the document is current, so a live certificate does not sit at "pending" waiting for somebody to click Approve and make a covered sub look like a problem. The status you pick only speaks for documents with no expiry at all - a W-9, a signed agreement - where there is nothing to work it out from.
Update opens over the page, on the row you pressed it on. Fill in the expiry date and the status follows from it.
Expiring Soon means the next 30 days. Expired is its own count and its own badge - a lapsed certificate of insurance is the one you most need to see, and it used to stop being flagged the day it ran out.
NOT EVERY SUB OWES EVERY DOCUMENT. A one-man sub has no workers' comp to give you, and a trade that cannot hold a licence in your state has no licence. Click "Not needed" on that row and it stops counting against them - the row reads "Not required" instead of "Missing", and the sub stops dragging the job's compliance status red over paperwork that was never coming. "Require it" puts it back.
It applies to that vendor everywhere, because "they have no employees" is a fact about the vendor rather than about one job. The button only shows while there is nothing on file - once you hold a document, hiding it would just lose it.
This also drives what a document request asks for. The request pre-ticks only what that vendor actually owes and has not already sent - it will never ask for something you waived, or for a COI that is current. Anything they do not owe is still listed with a dashed outline if you want to ask anyway.
THE PRINTED REPORT. Reports > Compliance Report lists every sub on the job with the documents on file, the date each one expires and its state, plus anything they owe you that has never arrived, marked Missing. It is the page to hand an owner or a lender. Until September 2026 it printed "No compliance documents on record" on every job whether or not there were any - if you sent one out before then, send it again.