Custom compliance rules · General contractors

Flow-Down Insurance Requirements, Checked on Every Sub's COI

Hold every sub to your company's floor, then put the owner's stricter limits and endorsements on the job that carries them. When a sub is short, you know which job, which coverage and by how much — before mobilization, not at the owner's audit.

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Company floor on every plan · job-level rules on Pro, 30-day free trial

Compliance rules

Ridgeline Construction Group

Company floor — every sub

General liability $1,000,000
Workers' compensation Required
Auto liability $1,000,000

Form W-9 Certificate of Insurance State Trade License Master Subcontractor Agreement

Job: St. Mary's Hospital — West Wing

General liability raised $2,000,000
Umbrella added $5,000,000

+ Additional Insured Endorsement + Waiver of Subrogation

Brightline Electric Non-Compliant

Why? St. Mary's Hospital — West Wing: No Umbrella coverage on any certificate — required on this job

From the subcontract exhibit to a checked COI

Your requirements already exist — in the insurance exhibit of your standard subcontract, and in the prime contract for each job. Enter them once, and every certificate a sub sends is measured against them.

Set the company floor

The GL, workers' comp, auto and umbrella minimums from your standard subcontract. Every sub on the roster is held to them, on every plan. Keep it to what you would actually refuse to let on site without — anything above that belongs on the job.

Apply the GC preset

One click fills your required documents with what GCs and roofers usually collect: W-9, COI, state trade license, MSA, safety plan or EMR letter, additional insured endorsement, workers' comp exemption. Untick what you do not enforce. Starter and up.

Flow the owner's requirements down onto the job

When the prime contract is signed, create the job and set its minimums and document list from the owner's insurance exhibit. The job starts with a copy of your document list, so you only add what the owner asks for. Assign the subs you bid it with, and anyone short shows up on the job's page and on their own badge. Pro.

Call them Jobs, Projects or Sites — the label is yours, on the Appearance tab in Settings, and so is calling them Subcontractors.

Where the owner's requirements differ from yours

A sub cleared for a tenant fit-out is not automatically cleared for the hospital wing. These are the flow-downs that catch GCs out, and where each one goes.

Higher limits on the institutional job

The hospital, the school district or the developer's lender wants $2M per occurrence and a $5M umbrella where your standard subcontract asks for $1M. Raise it on that job; the rest of the roster keeps your floor.

Additional insured, ongoing and completed operations

An owner who asks for CG 20 10 and CG 20 37 naming them and the GC. Require the additional insured endorsement on the job, and the sub's upload link asks for the endorsement page rather than a certificate with a name typed in the holder box. CG 20 10 vs CG 20 37, explained.

Primary & non-contributory, waiver of subrogation

Common in commercial prime contracts and rarely in a residential remodel. Add them to the job's document list — not your company list — so they are only chased where the contract calls for them.

The owner's own paperwork

A site-specific safety orientation sign-off, a badge request form, the owner's own vendor packet. On Pro, add it as your own document type with the blank form attached for the sub to download.

What those numbers typically are, by state and by trade, is covered in our guide to general contractor insurance requirements.

The GC preset, and how each document is checked

Each requirement is answered by what is already on the sub's page. A COI uploaded for one job counts for every job it meets the limits of — nobody asks the same sub for the same paper twice.

Form W-9

Legal name, TIN and tax classification read off the form. Needed before the first pay app is paid.

Certificate of insurance

Carrier, limits and each coverage's dates read off the ACORD 25 and checked against your floor and the job's minimums.

State trade license

Met by a linked license that has not expired — checked against the state board where it publishes its licenses.

Master subcontractor agreement

The signed MSA, uploaded and tagged. No expiry, so it is asked for once.

Safety plan / EMR letter

The written safety program or the carrier's experience modification rate letter, with an expiry date so a stale EMR shows up.

Additional insured endorsement

Read off the endorsement pages on Pro — the form number and who is named. On any plan, an upload tagged as the endorsement counts.

Workers' comp exemption

For the sole proprietor without employees — the state exemption certificate, with its expiry.

An upload counts toward the requirement the moment it arrives — there is no approval queue. Lien waivers, lead-safe (RRP) and asbestos certifications are in the library too.

The sub gets one link that asks for exactly what is missing

Most subs do not know your requirements changed on the new job — they sent you a COI in March and consider it done. Their upload link lists every document still owed across your company list and their jobs' lists, with your description and any blank form beside each item, and marks what is already on file. No login, no portal, from a phone in under two minutes.

When the renewal arrives with the umbrella their agent added, the badge turns green the same day. On Starter and up, the 90/60/30/7-day alerts chase the certificate before it lapses, so the job's requirement does not quietly expire mid-job.

Custom compliance rules in other industries

Property managers

Management-company defaults for every vendor, and each owner's insurance requirements on their own property.

See the rules → Grouping by property Property manager overview

HOA & community associations

Each association's board-approved vendor requirements, and a higher bar for the roof or the pool contract.

See the rules → Grouping by community HOA compliance overview

Private schools

Minimums for vendors on campus, and facility use requirements set per rental.

See the rules → Grouping by rental Private school overview

The rules apply to each job you set up — how that grouping works, with its dates and its own report: tracking by job.

How the rules work across every industry — defaults, document presets, per-project overrides and waivers: custom compliance rules.

Simple, transparent pricing

Your company floor is free for up to 25 subs. The GC preset and required documents start on Starter; job-level requirements come with Pro.

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Up to 25 subcontractors · 1 user

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✓AI COI parsing and AI W-9 parsing — carrier, limits, policy dates, name, TIN and tax classification read for you
✓Any other document, filed by category — contracts, financials, licensing, insurance
✓License tracking in all 50 states, plus automated daily state-database verification
✓Magic link uploads — your subs send documents without an account
✓Expiration tracking across every license, certificate and W-9
✓Weekly compliance digest by email
✓Timestamped audit trail

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$39/mo

Unlimited subcontractors · 2 users

Solo GC or property manager tired of chasing renewals manually — less than the cost of discovering one expired license on inspection day.

✓Everything in Free
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✓Automated email alerts at 90/60/30/7 days — sent to your team and the contractor
✓Calendar feed — subscribe every deadline into Google Calendar, Outlook or Apple Calendar
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✓Invite a second user to your account

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$59/mo

Unlimited subcontractors · Unlimited users

Multiple job sites or properties, with a foreman or office manager who also needs access.

✓Everything in Starter
✓AI-parsed endorsements — additional insured, waiver of subrogation, primary & non-contributory, read off the endorsement pages
✓Projects — group subs by job or property, with per-project coverage requirements
✓Unlimited users & team roles
✓Integrations — QuickBooks Online, Zapier, Make, Slack and Teams
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Frequently asked questions

How do I flow down the owner's insurance requirements to my subs?

Create the job, and set its coverage minimums and document list from the insurance exhibit in the prime contract. Every sub you assign to the job is then held to those requirements as well as your company floor. A sub who falls short shows Non-Compliant, with the job named under Why?, before mobilization rather than after the owner's risk manager asks.

Does the sub see which job the requirement is for?

No. Their upload link lists everything they still owe — your company list plus what their jobs add — but never names a job. A sub is not told which of your other projects they are on.

A sub is a sole proprietor with no employees. Do they have to show workers' comp?

Not if you waive it. Waive workers' comp for that sub, with the reason and an optional expiry, and require the workers' comp exemption certificate instead if your state issues one. The waiver applies to that sub only, holds on every job, and survives their next renewal.

Can you check a per-project aggregate endorsement (CG 25 03)?

Not as a rule. Coverage minimums are graded for general liability, workers' comp, auto and umbrella, one limit each. A per-project aggregate endorsement can be required as your own document type on Pro and is met when the sub uploads it, but its wording is not read.

What happens when the job is finished?

Give the job an end date. Once it passes, the job's requirements stop counting toward the sub's badge, so a sub who finished the hospital wing last spring is not red today for a $5M umbrella your current work does not need.

Which plan do GCs need for this?

Your company floor for GL, workers' comp, auto and umbrella is on every plan, including Free. The required-documents checklist and the GC preset start on Starter. Job-level minimums and document lists, your own document types and endorsements read off the policy are on Pro.

Know which subs meet the owner's requirements before mobilization

Your floor for every sub, the owner's flow-downs on the job, and every COI checked as it arrives.

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