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 five 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 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
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.