Certificates and W-9s have their own tabs. Everything else — safety certificates, signed contracts, business licenses, bonding letters — goes on the Documents tab under one of six categories.
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Open the Documents tab
Open the contractor, click the Documents tab, then add a document.
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Name it
Give it a Document Name you'd recognise in a list — "OSHA 30 — J. Rivera" beats "certificate.pdf".
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Categorise it
Pick a Category: Insurance, Licensing, Financial, Contracts, Safety or Other. This is what the Documents screen filters on, so it's worth a moment's thought.
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Set the expiry — or say there isn't one
Set an expiration date if the document has one, or tick No expiration date if it doesn't.
This is the field that matters. A document with an expiry is tracked and alerted like a certificate; one marked as never expiring is stored and left alone.
Careful
Suggestions after you upload
A minute or so after a document is uploaded, by you or by the contractor through their link, we read it. If there's something to suggest, a blue panel appears under it on the Documents tab:
- "This looks like a certificate of insurance" or "…a W-9". A certificate filed here is stored but never read, so its limits and dates don't count towards compliance. Move to Insurance (or Move to Tax) files the same document on the tab that reads it. A photo or scan of a certificate is read the same as its PDF.
- Which required document it is, its expiry date, and a name for an upload still called by its file name. Apply fills in only the parts that are empty: a type or date you've already set is never changed. The required-document suggestion needs a plan with Required Documents.
Nothing changes until you click. If a suggestion is wrong, Not this removes it for good.
Choosing a category
| Category | Typically |
|---|---|
| Insurance | Endorsements, policy schedules, anything insurance-related that isn't the certificate itself. |
| Licensing | Trade certifications, city business licenses, safety training records. |
| Financial | Bonding letters, credit references, financial statements. |
| Contracts | Master agreements, subcontracts, indemnity and hold-harmless agreements. |
| Other | Everything else. |
Consistency beats precision. Whichever category you pick, pick it every time — the filter is only useful if the same kind of document always lands in the same place.