Contractor Onboarding & Prequalification, in One Link
Vet a sub before you hire them and onboard them after, without the 3-week email chain. One link asks for their COI, W-9, license, your own forms and safety documents. You see what's in, what's missing, and when the packet is ready to review.
Free for your first 25 subs · No credit card required
What your sub sees. No account, no portal. They upload, and it's filed.
Why onboarding a sub turns into a 3-week email chain
Ask anyone who onboards subs or vendors and you hear the same six things.
You chase the W-9, then the COI, then the license
The request goes out as a list in an email. The certificate comes back, the W-9 doesn't. You follow up, then follow up again, one document at a time.
The PDF vendor packet comes back filled out wrong
A field is blank, the form is last year's, the address is old. It goes back to the sub, and round it goes again.
Accounting kicks it back over one missing item
Nobody notices the missing endorsement or the unsigned page until the packet reaches finance, and the sub is already scheduled.
Nobody owns the whole workflow
The PM asked for the sub, the office chases the paperwork, accounting needs the W-9. Each assumes someone else is on it.
They're already in the system under a slightly different name
"ABC Roofing" and "A.B.C. Roofing LLC" are now two subs with half a file each.
Portals are hostile to the sub
Ask a two-person crew to create an account, verify an email and learn a supplier portal, and they stop at the login screen, usually on a phone.
From vetting a sub to hiring them
No implementation. It works the day you sign up, and each step has an owner.
Add them as a prospect
FreeA prospect isn't graded, alerted or chased like your subs until they join your contractors list. If they're already on your list under a slightly different name ("A.B.C. Roofing LLC" for "ABC Roofing") or the same email domain, you're warned before a duplicate is created.
Send one link, with a respond-by date
One link asks for everything at once: COI, W-9, license, safety documents and your own blank forms. Set the date they need to respond by so a bid deadline isn't missed. Untick anything this sub doesn't need for this request.
The sub uploads from their phone. No login
They see what you need, what's already on file, and your description beside each item. They can look up their license in our database of 1 million+ records instead of hunting for the PDF. If nothing comes back in three days, they get one follow-up with the same link.
Everything is read as it arrives
AI reading includedAI reads the certificate and checks it against your coverage minimums, reads the W-9, matches the license against state board records, and reads the EMR letter and OSHA 300A. When everything you ask for is in, the person who sent the request gets a "ready to review" email.
Approve, approve with conditions, or decline
Approve, and they're cleared to bid; add them to your contractors list when you want them on it, and the onboarding request goes out for whatever else you need. Approve with conditions ("no roofing until the 300A is in") and the record shows when the condition is met. Decline, and nothing is sent to them.
Hiring a sub you already trust? Skip vetting: add them to your list and send the same link. After that, expiring certificates and license changes are watched for you. More in contractor compliance automation.
Everything in one onboarding link
One link collects every document you need from a sub, before and after you hire them.
Certificates of insurance, read for you
AI reads the ACORD form: expiration dates, limits and policy types, checked against your minimums. Nobody retypes 20 fields. How AI COI parsing works
License lookup & attach
The sub searches our database of 1 million+ professional licenses and attaches theirs, with no PDF to hunt for. The records come from the state licensing boards and are re-checked as each board's data refreshes. License verification
W-9 in the same link
No separate email for the W-9. AI reads the name, TIN and tax classification on every plan, and it's on the sub's profile for year-end. More on W-9 tracking
Safety documents read for you PreQual add-on
The EMR is read from the sub's EMR letter, and the hours and case totals from their OSHA 300A, with TRIR and DART worked out. Anyone above the maximum you set is flagged for you to look at. A small firm with no OSHA log can mark it not applicable. What an EMR rating means · TRIR calculator.
Your own forms on the link Starter+
Attach your blank prequal form or subcontract agreement to the document you require. The sub downloads it beside that item, fills it in and uploads it back on the same page. Need a starting point? Use our free subcontractor prequalification form.
Renewals come back on their own Starter+
When a certificate nears expiration, the sub gets an alert at 90, 60, 30 and 7 days with a fresh upload link, so onboarding doesn't start over every year. Alerts and reminders
Per-project requirements Starter+
Set higher GL and workers' comp minimums for one job. Any certificate that falls short is flagged, so you catch the gap before the sub mobilizes.
Any other document
Safety certifications, signed agreements, background checks: subs can upload any document on the same page, filed on their profile.
Every document a new sub needs to provide
What to ask for, and what happens to each one when it comes back through the link. For the full list, see the subcontractor onboarding checklist.
| Document | Why you need it | What happens when it arrives |
|---|---|---|
| Certificate of insurance (COI) | Proves liability and workers' comp coverage. Needed before any sub mobilizes. | AI reads every field and checks the limits against your minimums. Expiration is tracked. |
| State trade license | Authorizes regulated work: electrical, plumbing, HVAC, roofing and more. | Matched against state board records, and re-checked as the board's data refreshes. |
| W-9 | The sub's legal name and TIN, for 1099 reporting. | AI reads the name, TIN and tax classification. Flagged if missing. |
| EMR letter | The sub's experience modification rate: their workers' comp claims against their trade's average. | The EMR is read and flagged if above your maximum (PreQual add-on). Small firms may not have one. |
| OSHA 300A | The yearly summary of injuries and illnesses, and the hours behind it. | Hours and case totals read, TRIR and DART worked out (PreQual add-on). Firms with 10 or fewer employees may be exempt. |
| Subcontract agreement or your prequal form | Scope, payment terms, indemnification and insurance requirements, or your own questions. | Your blank form sits beside the item on the link. The signed copy is filed on their profile. |
Email and spreadsheets vs. one link
| Email + Excel | TrackMyVendor | |
|---|---|---|
| Asking for documents | A list in an email, then one follow-up per missing item | One link that shows what's still missing |
| Following up | You, by hand, again | One automatic follow-up, then a resend in one click |
| COI data entry | 20+ fields keyed from the ACORD form | Read by AI, nothing retyped |
| Spotting a missing item | When accounting kicks it back | As each document arrives |
| Who's on it | Whoever remembers | The person who sent the request gets "ready to review" |
| License check | A state website lookup at onboarding, if at all | Matched at onboarding and re-checked after |
| Renewals | Calendar reminders, easy to miss | Alerts at 90/60/30/7 days with a fresh link (Starter+) |
| The sub's side | Attachments, portals, passwords | One page on their phone, no login |
Simple, transparent pricing
The onboarding link and AI COI parsing are free forever. Collecting safety documents, your own forms and per-deadline alerts unlock on paid plans; prospects and the safety read come with the PreQual add-on.
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 subcontractors — 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 subcontractor
- ✓Projects & job sites — group subcontractors 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 subcontractors — 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 →
Contractor onboarding — frequently asked questions
How do I stop chasing subs by email for their W-9 and insurance certificate?
Does the sub have to create an account or log in to a supplier portal?
Can I vet a sub before I hire them?
What if one small thing is missing from the packet?
We already send subs a PDF vendor packet. Can we keep our own forms?
Does it read the sub's EMR letter and OSHA 300A?
What if the sub is already in our system under a slightly different name?
Can I require specific coverage limits during contractor onboarding?
How long does the link stay active?
What documents should I collect from a subcontractor before they start?
Stop onboarding subs by email.
Free for your first 25 subs. No credit card, no implementation call, no portal for your subs to learn.
Start free — onboard your first sub todayNo credit card required
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