How do I keep my subcontractors' and vendors' insurance and paperwork current?

Under Settings → Policies → Compliance requirements, your admin picks which papers you require of subcontractors and of vendors: a general liability certificate, a workers' comp certificate, an auto liability certificate, a W-9, a state license, a safety record (EMR and OSHA figures) and a master service agreement. For a certificate of insurance you can set the smallest each-occurrence and aggregate limits you accept; a certificate below them does not count. Bank details are never asked for.

Subs & vendors, under People & crew, lists every company with its standing on each paper: on file, running out, expired, missing or waived. Your admin or a manager records a paper with its file — a PDF or a photo — and it counts straight away. A company's own contact can send theirs from Insurance & paperwork in their portal; it waits for your review, and until you accept it, what was on file before is what counts. Reject one with a reason and they see it.

When a required paper has expired, nobody can put a new deficiency on that company or hand a check to any of its people — from Dispatch, a new inspection or anywhere else — and the refusal says which paper and when it ran out. Work already assigned keeps going. A missing paper only warns, unless your admin turns on blocking for missing papers too.

If the work has to go ahead anyway, your admin can override for up to 30 days with a written reason. Every assignment the override lets through is written to the company's history under the admin's name, and the override can be revoked at any time. A requirement that doesn't apply to one company — a sole proprietor with no workers' comp, say — can be waived for that company, with a reason.

Reminders go out at 30, 7 and 0 days before a paper runs out, and again when it expires — on the company's history and to its contacts' notifications. Your admin can change the days and have them emailed to the company's contacts and your admins as well. Each file is seen only by your staff and the company's own people, never by the job's owner or another subcontractor.