Never put an uninsured or unlicensed sub on a job site again.
Best when sub compliance is tracked informally and a lapsed cert on a job site is a real liability risk.
Best fit signals
Insurance and license certs are tracked in spreadsheets or not at all
Certs expire without anyone catching it before the job starts
Office staff manually chase subs for paperwork before each project
Owner is uncertain which subs are compliant at any given time
Honest rollout framing
Rollout profile
Representative profile: General contractor managing 15-20 active subs with licenses and general liability insurance required on every project.
Representative rollout profile only. Compliance improvement depends on sub roster size, response rate, and current tracking gaps.
Baseline
Certs are tracked in a spreadsheet that is 3-6 months out of date. Office manager manually emails subs before each new project to request current docs.
Launch state
Automated credential request and expiry tracking goes live. Compliance board shows current status for every active sub.
First 30 days
First 30-day target: collect outstanding certs for all active subs and eliminate manual pre-project compliance checks.
Trigger to handoff to result
Trigger
New sub or vendor added
A subcontractor or vendor entry is created in your system or submitted via intake form.
Request
Credential request sent automatically
The sub receives a clear upload request for license and insurance certificate with a deadline.
Parse
Documents read and dated
Uploaded certs are scanned for expiry dates, insurer name, and coverage type. Results log automatically.
Outcome
Alerts fire before expiry
30-day and 7-day renewal reminders go out. Expired subs are flagged in your scheduling queue before a job is assigned.
Step 1
New sub or vendor is added to your roster.
Step 2
AI sends an automatic credential request with upload instructions.
Step 3
Uploaded documents are parsed for license numbers, insurer, and expiry dates.
Step 4
Renewal alerts fire 30 and 7 days before expiry. Lapsed subs are flagged before scheduling.
What is included
Automated credential request on new sub intake
Document upload and expiry date extraction
30-day and 7-day renewal alerts
Lapsed credential flag before scheduling
Compliance status board by sub or vendor
Guardrails
Does not make hiring or termination decisions
Does not validate credential authenticity — flags for human review
Escalates lapsed credentials to the job owner, not the customer
All documents stored in a client-controlled folder
Not for solo operators or businesses with no subcontractor relationships.
What we need from you
Sub or vendor roster or intake path
License and insurance types required by your business
Renewal alert recipients
Scheduling system or calendar to flag against
Upload destination or document folder
What we measure in month one
Credentials collected vs. outstanding
Days to full compliance per new sub
Expiry alerts sent vs. acted on
Lapsed credential incidents before job start
Compare the other starting points
Start with the bottleneck that hurts most now.
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