Smarter Week

How to automate it

How to automate “collect and track subcontractor insurance certificates, W-9s and licenses”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today.

45 min
typically, once a week
70%
of the time can be automated
Easy
to set up

Fix 1 of 1

Software feature

Track sub insurance certificates in a tool that checks and chases them

Compliance tracking tools collect certificates of insurance, W-9s and licenses from subs, check limits and expiry dates (some read the certificate with AI), and send reminders before they lapse. You stop chasing by email and spreadsheet.

Typically saves about 60% of the time2 h to set up
  1. 1List your insurance requirements per sub type (limits, additional insured, waiver of subrogation).
  2. 2Use the compliance feature in your project software, or a tracking service such as myCOI or TrustLayer.
  3. 3Send each sub a request link and let the tool chase missing or expiring items.
  4. 4Block payment approval when a sub is out of compliance.

Tools: myCOI · TrustLayer · Procore · Your accounting system's vendor compliance

Quick wins

Have you tried…

Does a tool chase subcontractors for insurance certificates before they expire?
Compliance trackers collect each sub's certificate, check the limits and expiry date, and send reminders for you, so nobody keeps a spreadsheet of dates.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Construction office admin / project coordinator

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Other common tasks for Construction office admin / project coordinators