SubDoc Help Center

Welcome to SubDoc! The platform automatically manages vendor compliance requirements and documents.

To begin, configure your organization name under Settings, invite other administrators, and add your first vendor.

Tip: You can relaunch the onboarding guide at any time from the Help icon in the top header menu.

Vendors represent your partners, contractors, suppliers, and external teams. Add them using the "Add Vendor" button.

During onboarding, select an operational compliance template (General, Property Management, or Construction) to automatically map rules.

SubDoc aggregates document verification states to calculate a real-time compliance score (0% - 100%) for every vendor profile.

The Compliance Center (/compliance) lists the most recent 200 compliance requests, while the Documents tab displays the most recent 100 file uploads to keep loading times under 100ms.

Approved custom document requirements (such as DOT DOC or custom certifications) automatically create verified Policy records in the system.

This ensures custom contractor guidelines immediately appear on the main dashboard's upcoming expirations timeline.

All vendor file uploads flow directly into the Review Queue for review.

Inline document viewers support PDF and image previews directly in the app, without downloads.

Upon rejection, specify a reason. SubDoc instantly emails the vendor with the rejection details.

Keep your team aligned by syncing active, expiring, and overdue policy notifications directly to Google Calendar.

Authorize Google Calendar once under Settings -> Integrations, and SubDoc will automatically replicate and sync the connection to all of your active and future workspaces.

Events are generated automatically for expiring policies, alerting you and your team before coverage lapses.

SubDoc completely automates the email chasing cycle to protect your team against compliance gaps.

Automated background checks run daily, sending reminders at 60, 30, 14, and 7 days prior to expiration.

Pro and Business workspace admins also receive weekly and monthly whitelabeled PDF compliance reports summarizing risk trends and pending reviews directly in their inbox.

Vendors do not need to create accounts or passwords to upload documents.

Each document request produces a unique, cryptographically secured portal link token.

The vendor simply opens the link, views the checklist, and uploads documents in seconds.

When a contractor uploads an insurance certificate, our AI scanner instantly reads the document.

The policy number, carrier name, effective date, and coverage limits are automatically extracted.

These values pre-fill the review screen, allowing compliance managers to approve files with zero manual typing.

Expired Links: Portal link tokens expire automatically after 30 days for safety. Click "Send Reminder" on the checklist to renew them.

Manual Waiver Override: For trusted vendors with custom terms, compliance managers can trigger a manual override.

Email Deliverability: Secure emails are sent via verified SPF/DKIM domains. Reach out to [email protected] for technical setup.