An Insurance section on every contractor and supplier in Contacts: general liability, workers' comp, commercial auto, umbrella or any other cover, each with its carrier, policy number, limit, dates and the paper itself. You choose which cover is required, and each sub can be held to the rule or excused from it. Every certificate files itself in Storage under Subcontractors, the sub's name, Insurance, beside a certificate record — a one-page PDF of what was on file and who checked it. Alerts go out 30 days and 7 days before a certificate expires and on the day, and the payment hold — off until you turn it on — stops money going to a sub whose required cover is missing or expired. One system for your subs, their paperwork and their payments, instead of a spreadsheet beside your software.
Also called: certificate of insurance · COI tracking · sub insurance · vendor compliance · insurance expiry alerts · workers comp certificate · sub COI · insurance hold · certificate of insurance tracking
Every sub's cover on their record, one card per cover
Open Summit Electric LLC in Contacts and the Insurance section answers the question before you read a date: a badge that says Insurance expiring, the covers this account requires, and one card per cover — general liability in date to Jun 5, 2027, workers' comp 12 days left. Under each sit the carrier, policy number, limit and dates; View opens the certificate record and Original opens the sub's own paper.
The workers' comp certificate is in somebody's inbox from last October, and nobody knows it runs out in twelve days.
The office stops guessing and the owner stops worrying — one look says whether a sub is covered today. A dot and one word per cover is faster than opening a PDF, so it actually gets checked.
Warned at 30 days, 7 days and on the day
Every certificate's expiry date is counted down. Admins and project managers get Sub insurance expiring 30 days before, 7 days before and on the day — once each, never a daily nag. The alert names the sub, the cover and the date, and says what to do next: ask the sub for their renewed certificate, or, once the day has passed with the hold on, that payments to this sub are on hold. Who gets it is set in Notifications.
Nobody checks expiry dates until an insurer asks, and by then the gap is months long.
Thirty days is enough to chase a renewal without a fight — the sub's agent needs a week, not an hour. One alert per threshold means people read them instead of muting them.
Add a certificate in one window — only the expiry date is required
Add certificate takes the cover, carrier, policy number, coverage amount, effective and expiry dates, a photo or PDF and notes. Only Expires is required, because that date drives the alerts and the hold. Summit's renewal — Osage Valley Mutual, $1,000,000, Oct 15, 2026 to Oct 15, 2027 — goes in from the PDF their agent emailed or a photo off a phone.
A certificate saved with no dates typed in is a file, not a warning.
The office types one date and the system does the remembering. Asking for everything would slow the save; asking for the date is what makes the rest work.
A certificate record PDF for every certificate
Every certificate you save or verify gets a Certificate of Insurance — Record on file: one page with the account, the status as of that day, the insured party, the coverage, who verified it and when under the Leads 2 Build cert badge, the account's requirements and the notes — with the sub's original attached behind it, page for page. A certificate the sub sent that nobody has checked yet gets an amber Received from sub · Not yet verified stamp instead of the badge.
Your insurer asks what you had on file for a sub last spring, and all you can find is a blurry photo in a text thread.
An owner can hand over one clean page per sub and stop digging. The original stays untouched behind it, so the record proves what it says.
Filed for you: Subcontractors, the sub, Insurance
The paper and its record land in Storage under Subcontractors / Summit Electric LLC / Insurance, named with the cover and the date — last year's workers' comp beside this year's. Remove a certificate and both files go to Storage's trash, where they wait 30 days.
Last year's certificate is somewhere between three inboxes and a filing cabinet.
Anyone in the office can find the paper without asking who saved it. A folder per sub is where people look first, so nothing depends on knowing the app.
You decide what cover a sub must carry
Try itSettings → Subs & Purchasing → Insurance requirements: switch on the covers you require — general liability and workers' comp to start, commercial auto and umbrella if you want them — choose whether suppliers are asked too, and which expiry alerts fire. Anyone you send a subcontract purchase order to is asked either way. The payment hold sits in its own box and starts off.
Every builder asks for different cover, and software that decides for you gets switched off.
The owner sets the rule once and the office never has to argue it sub by sub. Starting the hold off means nothing stops a payment until the owner chooses that it should.
Turn on the hold and an uninsured sub can't be paid by accident
Try itWith Hold payments when insurance is missing or expired on, a payment to that sub is refused with the reason — on their purchase orders, the payment schedule and the payments tab — and the server refuses it too, whatever screen it comes from. Valley Plumbing & Drain's workers' comp expired on Sep 13, 2026, so PO-1019 shows Payment on hold — insurance and Record payment stays off. Put a current certificate on file and the hold lifts by itself.
The person cutting the check had no way to know the sub's comp ran out last month.
The office doesn't have to remember who's covered — the payment form remembers for them. Saying why before anyone types an amount ends the payment without an argument.
Only an admin can pay through it — and the reason stays on the payment
Sometimes the renewal is on its way and the sub needs paying. An admin presses Override and pay, writes why — the reason is required — and pays. The payment carries the line for good: Paid through the insurance hold by Megan Yoder, with her reason. Anyone else sees Only an admin can override the hold.
An exception made on a phone call is forgotten by Friday, and later nobody can say why the sub was paid.
An owner can allow an exception he can see; he has to forbid one he can't. Writing the reason on the payment keeps the emergency possible and the record honest.
A certificate the sub sends counts once you verify it
A renewal the sub uploads lands on their record marked Sent by the sub and To verify. It doesn't count — and doesn't lift a hold — until someone in your office checks it and presses Verify. Until then Valley's badge stays Insurance expired · pay on hold.
A sub emails a certificate, somebody assumes that settles it, and nobody checked the dates or the name on it.
The person who checks the paper is the person who answers for it. Letting an upload lift the hold by itself would trust the one party with a reason to rush it.
Subs send their own renewals from their link
On the subcontractor portal, a sub set up from its contact sees Your insurance: what you have on file, what's expired or missing, and Upload a certificate — the cover, the expiry date, the carrier and a photo or PDF, then Send to my builder. It files into the same Storage folder as the ones your office adds.
Chasing a renewal takes three emails, a phone call and a reminder from the office manager.
A sub who can see what's wrong fixes it without being chased. The office stops being a collection agency for paperwork.
Excuse one sub without switching the rule off
Try itInsurance required on each sub's record is Account rule, Always for this sub or Not for this sub. Ridgeback Framing Crew is set to Not for this sub: no badge, no hold, nothing to chase. Switch it back to the rule and both covers read Missing — and the hold comes back if it's on.
One crew that doesn't fit the rule ends up with the rule switched off for everybody.
The owner keeps the protection on for every sub and makes the exception on the one that's different. An exception that lives on the exception can't quietly weaken the rule.
The badge follows the sub into every picker
Pick a sub on a subcontract PO or invite one to a bid package and their insurance sits beside the name: Insured, Insurance expiring, Insurance expired · pay on hold. A sub crew linked to its contact carries it into a job's stage picker too — see Crews.
You find out a sub's cover lapsed after you've already hired them for the job.
The project manager sees it at the moment of choosing, when picking someone else still costs nothing. The same words everywhere mean nobody has to learn what a badge means twice.
- 1In Settings → Subs & Purchasing, pick the required cover — general liability and workers' comp to start — and whether suppliers are asked too.
- 2Open the sub in Contacts and Add certificate: cover, carrier, policy number, limit, dates and a photo or PDF. Only the expiry date is required.
- 3The paper files itself in Storage under Subcontractors, in a folder for the sub, under Insurance — with a certificate record PDF made from it.
- 4Admins and project managers are alerted 30 days and 7 days before each certificate expires, and on the day — once each.
- 5Switch on Hold payments when insurance is missing or expired and a payment to that sub is refused with the reason. Only an admin can pay through it, and only by writing why — the reason is saved on the payment.
- 6A sub can send a renewal from Your insurance on their portal; it counts once your office presses Verify.
- 7Set Insurance required on one sub to Not for this sub to excuse them without switching the rule off for everyone.
- 8The insurance badge follows the sub into every purchase order and bid picker.
Sub certificates lived in an email folder. Nobody noticed one run out until somebody needed it — and the person recording the payment had no way of knowing. So the certificates moved onto the sub's record with their dates and their paper, the warnings started arriving before the lapse instead of after, every certificate got a record of who checked it, and the payment form learned to say no. It only says no if the owner tells it to, and never without a way through for an admin who writes down why.
- Lapsed sub insurance discovered after something goes wrong
- Payments made to subs with no current cover on file
- Certificates scattered across inboxes with no record of who checked them
- Renewals chased by phone because the sub can't see what's missing
