A Contractor Compliance Audit Trail That Keeps Itself
Every certificate uploaded, every document removed, every waiver and every reminder is recorded with who did it and when, including the contractor, when they upload through their link. Every past policy year stays on file. When someone asks "were they covered in March?", the answer is already written down.
Included on every plan, including Free
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What the audit trail records
Nobody has to remember to write anything down. Each action is recorded as it happens, with the person or the schedule that did it and the exact time.
Contractors
Added, edited and removed.
Certificates, W-9s and other documents
Uploaded, edited and removed, whether by your team or by the contractor through their link. Removals are recorded just before the record goes, so the entry outlives the document.
Licenses
Linked from the state database, added by hand, their documents uploaded, and removed.
Document requests
Sent, resent, renewal requested and cancelled, and the first time the contractor opened the link.
Notices to the contractor
Automatic expiration alerts, the three-day follow-up and reminders sent in bulk: every one, whether a person or the schedule sent it.
Coverage waivers
Granted and revoked, by whom. The waiver itself keeps its reason and any end date.
Projects
Created, edited and removed.
Agency access
For a client managed by an agency: when access was granted and when it was withdrawn.
The whole organization, in one log
The Activity Log shows everything across every contractor, newest first. It's the place to answer "what changed this week?" or "who removed that?"
One contractor's history, on their page
Each contractor has an Activity tab with their own timeline: when they were asked, when they opened the link, what they sent and who followed up.
COI history: every policy year kept
A renewal doesn't overwrite last year's certificate. It joins it. Each contractor's insurance tab keeps every past policy year: the coverage line, carrier, policy number, limits, dates, and a link to the certificate it came from.
That answers the question that comes up after an incident or at a premium audit: was this sub covered on the dates they worked for us, and on which policy?
| Period | Line | Limit |
|---|---|---|
| 2025–26 | General Liability | $1,000,000 |
| 2025–26 | Workers' Comp | Statutory |
| 2024–25 | General Liability | $1,000,000 |
Exceptions and proof, on the record
Waivers with a name and a reason
When you excuse a contractor from a coverage, say a sole proprietor with no employees and no workers' comp, the waiver records who granted it, the reason given and, if you set one, the date it ends. Revoking one keeps the record rather than deleting it. See custom compliance rules.
Dated reports
ProA PDF or Excel report of where every contractor stands today, for the whole roster or one project. See compliance status and reports. For your insurer's premium audit, the insurance audit report covers a whole policy period, gaps included.
What the audit trail does not do
An audit trail is only worth something if you know exactly what it covers.
- —It records that a document was edited, not the before and after values.
- —Compliance status isn't logged. It's worked out from the documents and their dates, and those are what's recorded.
- —Changes to your own requirements (coverage minimums, required documents) aren't recorded in the log.
- —The log is on screen only; it isn't part of any export yet.
- —It isn't a field forms app. There are no inspection checklists, sign-offs or offline mode.
Simple, transparent pricing
The audit trail and certificate history are on every plan. Dated PDF and Excel reports come with Pro.
Free
Organize your roster and run COI tracking at zero cost. Free forever, no credit card.
- ✓AI COI parsing & W-9 parsing — carriers, limits, dates and TINs read for you
- ✓50-state license tracking, plus automated license verification against state databases
- ✓Secure link onboarding — documents arrive through a secure upload link, no account needed
- ✓Document vault — contracts, licenses, W-9s and insurance, filed by category
- ✓Weekly compliance digest — a summary email of upcoming expirations
- ✓Timestamped audit trail — the full history of every certificate
- –Renewal reminders are sent by you — one click emails the upload link
Starter
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Free
- ✓Up to 200 contractors — eight times Free’s 25, with no per-record fees
- ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the contractor
- ✓Projects & job sites — group contractors by job, with per-project coverage rules
- ✓Calendar feed — deadlines live in Google Calendar, Outlook or Apple Calendar
- ✓Bulk roster import — from a CSV or a certificate archive
- ✓QuickBooks Online — compliance status on each matched vendor record, kept current automatically
- ✓2 user seats — invite a second team member or coordinator
Pro
Full automation, endorsement checks and integrations for growing teams.
- ✓Everything in Starter
- ✓Unlimited contractors — past Starter’s 200, still with no per-record fees
- ✓AI endorsement verification — reads the additional insured, waiver of subrogation and primary & non-contributory pages
- ✓Unlimited users & roles — access for foremen, office managers and admins
- ✓API & integrations — the API, webhooks, Zapier, Make, Slack and Teams
- ✓Insurance audit report — every sub's coverage and gaps over your policy year, for the premium audit
- ✓Third-party categories — vendors, tenants, renters and franchisees on their own lists
- ✓QuickBooks auto-sync — new and changed QuickBooks vendors reach your roster within minutes
PreQual
Add to Starter or Pro. Not available on Free.
Vet subs from their documents, not a questionnaire.
- ✓Prospects — send a sub one link with your own questionnaire to fill in, see what's in, then approve up to a job size, approve with conditions or decline
- ✓Safety documents read for you — the EMR from the EMR letter, TRIR and DART from the OSHA 300A
- ✓Three years of 300As — 3-year TRIR and DART beside the BLS average for the sub's trade
- ✓A scorecard per sub — each check against your limits, no overall score; compare up to five side by side
- ✓Bonding letters read — surety and limits against your minimum
- ✓Re-qualification and Export for Bids — ask approved subs again every 12 or 24 months; list who’s qualified for the job size and copy their emails
Figures are read from the documents, not verified with the carrier, rating bureau, surety or OSHA.
Onsite
For each job site switched on, on Starter or Pro. Not available on Free.
Know who is on site, and that their company is covered.
- ✓A QR poster at the gate — workers scan with the phone camera, no app or account, in English or Spanish
- ✓Each crew checked on arrival — the company’s certificate of insurance and license, against your requirements
- ✓Monitor first, enforce when ready — see who would be turned away before you turn anyone away
- ✓A live roster — who’s on site by company, one-day passes, an updated COI requested automatically
- ✓Evening heads-up — which companies would be stopped tomorrow, the night before
- ✓End-of-day headcount — by company, with visitors and hours, for the daily report
Ending a site stops its charge, prorated. Workers pay nothing and are never texted or emailed.
No contracts. Cancel anytime. See the full plan comparison →
Frequently asked questions
What platforms provide an audit-ready trail for contractor compliance?
Does the audit trail record who uploaded a document?
Are deleted documents recorded?
Can I prove a contractor was insured on a date in the past?
Is a change in compliance status logged?
Can I export the activity log?
Can a team member edit or delete entries in the log?
Which plan includes the audit trail?
Have the answer written down before anyone asks
Every upload, change and reminder, recorded as it happens. Free for your first 25 contractors.
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Explore More
Compliance Status & Reports
Every contractor red or green at a glance, and dated PDF and Excel reports
GL Premium Audits and Subcontractors
What the auditor asks for, and how an uninsured sub ends up on your premium
COI Audit Checklist
Eight things to check before approving any certificate
Custom Compliance Rules
Default insurance minimums, required documents and per-project overrides
Alerts and Reminders
Get notified before documents expire
Document Storage
Manage all compliance documents securely
Contractor Onboarding Software
Onboard subcontractors without the back-and-forth
COI Tracking Software
Collect, read and track every certificate of insurance
Plans & Pricing
View plans and start your free trial