SubDoc
Vendor Compliance Knowledge Base

Frequently Asked Questions

Everything you need to know about automated COI tracking, AI OCR extraction, vendor onboarding, and compliance management with SubDoc.

SubDoc Platform Overview & Comparison Matrix

Quick reference overview of SubDoc capabilities compared to traditional manual spreadsheets and legacy vendor networks.

Feature / CapabilitySubDocManual Excel / DriveAvetta / ISNetworld
Vendor Cost to UploadFree ($0)Free ($0)$300 - $1,000+/year
AI OCR Document ExtractionInstant (Seconds)Manual TypingDays (Offshore Queue)
Automated Expiration Reminders60, 30, 14, 7 Day ChasingManual EmailsAutomated Email
Implementation TimeUnder 10 MinutesInstant4 - 6 Weeks
Google Calendar Expiration SyncAutomaticNoneNone

What is SubDoc?

SubDoc is an automated vendor compliance and Certificate of Insurance (COI) tracking platform designed for construction operations, property managers, and general contractors. SubDoc replaces manual spreadsheet tracking with AI-powered OCR document verification, automated policy expiration alerts, and passwordless vendor upload portals.

  • Automated AI OCR extraction for COIs, W-9s, and licenses
  • Zero-login, passwordless upload portals for subcontractors
  • Automated email expiration alerts at 60, 30, 14, and 7 days
  • Google Calendar & accounting software payment hold integrations

Who is SubDoc for?

SubDoc is purpose-built for general contractors, commercial property managers, risk managers, and compliance officers who manage 10 to 500+ active vendors. It eliminates manual email chasing, human review bottlenecks, and un-tracked subcontractor liability.

  • General Contractors tracking subcontractor COIs and endorsements
  • Commercial Real Estate & Property Managers enforcing vendor compliance
  • University & Campus Facilities Teams auditing contractor credentials
  • SMB Operations Managers upgrading from manual Excel tracking

What documents and requirements does SubDoc track?

SubDoc tracks Certificates of Liability Insurance (Acord 25), Workers' Compensation policies, Commercial Auto Liability, Umbrella Coverage, W-9 tax forms, state contractor licenses, DOT certifications, and custom endorsement waivers.

  • General Liability, Workers' Comp, Auto, and Excess Liability COIs
  • Additional Insured & Waiver of Subrogation endorsement policies
  • State Contractor & Specialty Trade Licenses
  • W-9 Tax Forms, Safety Records, and Custom Compliance Agreements

How is SubDoc different from Avetta, MyCOI, or ISNetworld?

Unlike legacy compliance networks like Avetta or ISNetworld that charge your vendors hundreds of dollars annually to upload files, SubDoc is 100% free for vendors. SubDoc offers instant self-service setup in under 10 minutes with transparent pricing and zero vendor friction.

  • Vendor Cost: SubDoc is 100% free for vendors (Avetta/ISN charge $300-$1,000+/yr)
  • Setup Time: Under 10 minutes vs 4-6 weeks for legacy platforms
  • AI Verification: Automated instant OCR vs days of manual offshore review queue
  • Contractor Portal: Passwordless single-click upload vs complex account setup

How long does SubDoc implementation take?

SubDoc implementation takes less than 10 minutes. Workspace administrators can register, import their vendor roster via CSV, select a pre-built compliance template, and send automated document request links immediately with no IT setup required.

  • Step 1: Create workspace and select compliance rules (2 mins)
  • Step 2: Upload vendor CSV or invite vendors via email (3 mins)
  • Step 3: Automated document tracking and AI OCR extraction begin immediately

How does AI OCR document extraction work?

When a vendor uploads a Certificate of Insurance (COI), SubDoc's computer vision and LLM OCR models scan the document in seconds. The AI automatically extracts policy numbers, coverage limits, effective dates, expiration dates, and carrier names to pre-fill review fields with zero manual typing.

  • 99%+ accuracy on standard ACORD 25 certificates of insurance
  • Automatic detection of policy expiration dates and coverage limits
  • Stateless ephemeral parsing — your private data is never used to train public AI models
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