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 Documents → 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 document 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 Organization requirements (or Assignment requirements, when an assignment asks for it), and in your weekly summary. Switch Enforce document requirements off and they're judged as before — your list is kept.