Required documents are the paperwork every contractor has to have on file before they count as compliant — a W-9, a trade license, a signed subcontract, a safety plan. Once they're switched on, a contractor missing one is marked Non-Compliant, listed in the Action Queue, and asked for it by name on their upload link.
Nothing here needs a second upload. Each document is answered by what's already on the contractor's page: a W-9 on the W-9 tab, a certificate on the Insurance tab, a license on the Licenses tab, and anything else by an upload on the Documents tab tagged with the document it is.
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Open Settings → Compliance
Settings → the Compliance tab, and scroll to Required Documents.
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Start from a preset
Pick your trade under Start from a preset and click Apply preset. It fills in the list below with the documents that trade usually asks for.
Applying a preset replaces the list you have. After that the list is yours — later changes to a preset never alter it.
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Adjust the list
Tick or untick documents until the list is what you'd actually refuse to work without. Under each one it says where it's looked for.
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Add your own documents
Paperwork the list doesn't name — a site safety orientation, say — goes under Your own document types → Add a document type. Give it a name, one of the Documents tab's categories (Insurance, Licensing, Financial, Contracts or Other) and a sentence saying what the contractor should send. Uploads of it are filed under that category. Attach a blank form if you have one: contractors can download it from their upload link.
Tick Expires for anything that has to be renewed; the contractor is then asked for an expiration date when they upload it. A type you add is required straight away.
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Turn enforcement on and save
Tick Enforce these requirements and Save. Every contractor is judged against the list straight away.
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Where each document is looked for
| Document | Counts as on file when |
|---|---|
| W-9 | Any W-9 is on the W-9 tab. W-9s don't expire. |
| Certificate of insurance | A certificate on the Insurance tab hasn't expired. |
| Endorsements | On the Pro plan, the endorsement is read off an insurance document. On any plan, an upload on the Documents tab tagged with it also counts. |
| State trade license | A license is linked on the Licenses tab and hasn't expired. |
| Everything else | An upload on the Documents tab is tagged with it — and, if the document expires, its date hasn't passed. |
To tag an upload, choose the document under Required document it satisfies when you upload it — or edit an upload that's already there. On the contractor's Documents tab, the Required documents list shows what's on file and has an Upload button beside anything missing.
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On a job
Each project keeps its own list, copied from yours when it's created — the same way it keeps its own coverage minimums. Change it on the project's edit form. A contractor missing something only the job requires is reported against that job, and shows as Non-Compliant on their own page too, with Why? naming the job. Their upload link asks for it along with everything else — without saying which job it is for.
What contractors see
Their upload link lists everything they owe — your list and whatever the jobs they're on add to it — with your description and any blank form beside each item, and marks what's already on file. It never names a job. Documents that are only ever an upload get a slot of their own, so a contractor can send your safety plan and your subcontract in one go. Nobody is emailed extra reminders about required documents — they're asked when you send a request.
What happens next
Contractors missing a required document move to Non-Compliant and appear in the Action Queue under Short of Requirements, and in your weekly summary. Switch Enforce these requirements off and they're judged as before — your list is kept.