Subcontractor Compliance Software for General Contractors
Keep every subcontractor's insurance, W-9, license and signed subcontract current in one place, and hold payment until they are. Built for GCs and trade contractors who manage their own subs, without network fees for anyone.
Free for up to 3 vendors. Pro is $20/month or $96/year for up to 100 vendors.
Short answer
SubDoc is subcontractor compliance software for general contractors. Each sub gets one upload link for their certificate of insurance, endorsements, W-9, license and signed agreement. AI reads the certificate and checks it against the requirements you set for that trade, your team approves it, and SubDoc alerts you before anything expires. Invoices from a non-compliant sub can't be scheduled for payment.
What SubDoc does
Requirements per trade
Build a requirement template once per trade or risk tier: coverage types, minimum limits, additional insured, waiver of subrogation, primary and non-contributory, plus documents such as a W-9, contractor license or safety certificate.
One upload link per subcontractor
Subs upload everything from a secure link with no account or fee, and can forward it to their insurance broker so the broker sends the certificate directly.
AI review, human approval
SubDoc reads ACORD 25 and ACORD 28 certificates, extracts insurers, policy numbers, dates and limits, and flags anything below your requirements. Your team approves before a sub is marked compliant.
Expiration alerts to your team
Your team is emailed at 90, 60, 30, 14 and 7 days before a policy or document expires, and again on expiry. One click sends the sub a reminder with a fresh upload link.
Signed subcontracts on file
Send subcontracts, MSAs, NDAs and Exhibit A for e-signature. The signed copy files itself to the vendor record, so the agreement requirement is met without re-uploading.
Payment holds that hold
Subs submit invoices through their portal. An invoice from a non-compliant sub or one on payment hold cannot be scheduled or paid without an owner override, which is logged.
Lien waivers with each payment
Optional: request a conditional waiver when an invoice is approved and an unconditional one when it is paid, by e-signature or upload. A missing conditional waiver blocks payment.
Projects and change orders
Attach subs to projects to see who is cleared for which job, and route change orders for signature next to the subcontract they change.
COI tracker, prequalification network, or both?
"Contractor compliance software" covers two different products. Prequalification networks check a contractor's safety record before you hire them, and usually charge the contractor a yearly fee. COI and document trackers keep insurance and paperwork current for the subs you have already hired. Large owners in oil and gas or heavy industry often require the first; almost every GC needs the second.
| What you need to check | Tool category | Who pays |
|---|---|---|
| EMR, TRIR, OSHA logs, safety programs | Prequalification network (ISNetworld, Avetta, Veriforce) | Usually the subcontractor, every year |
| Insurance limits, endorsements, expirations | COI tracking software (SubDoc and others) | The GC; subs pay nothing on SubDoc |
| W-9, licenses, signed subcontract, lien waivers | Document tracking (SubDoc covers these) | The GC |
Comparing vendors? Our comparison of subcontractor compliance software covers SubDoc, Jones, Billy, illumend and the prequalification networks, and the GC's guide to subcontractor compliance explains risk tiers and standard limits.
How it works
- 01
Set requirements
Pick a construction template or build your own per trade.
- 02
Invite subs
Each sub gets one link for every document you need.
- 03
Review and approve
AI reads the certificate; your team approves or rejects with a reason.
- 04
Stay current
Alerts before expiry, reminders in one click, and payments held until compliant.
What SubDoc does not do
- Safety prequalification scoring (EMR, TRIR, OSHA 300 logs). Use a prequalification network such as ISNetworld or Avetta if your owner requires it.
- License lookups against state databases. Licenses are tracked as dated documents you review.
- A managed review service. Your team approves certificates; SubDoc does the reading and the tracking.
- A Procore integration, retainage tracking or AIA pay applications.
Frequently asked questions
What is subcontractor compliance software?
It is software a general contractor uses to collect and track the documents each subcontractor must have on file, such as certificates of insurance, endorsements, W-9s, licenses and signed agreements, and to stop work or payment when something is missing or expired.
Is SubDoc a contractor prequalification platform like ISNetworld or Avetta?
No. SubDoc tracks insurance and documents. It does not score EMR, TRIR or OSHA logs, and it does not charge subcontractors a membership fee. If your owner requires safety prequalification, use a prequalification network for that and SubDoc for insurance and paperwork.
Do subcontractors have to pay or create an account?
No. Each subcontractor gets a secure upload link that works without an account or password, and they can forward it to their insurance broker. SubDoc never charges subcontractors.
Can SubDoc stop payment to a non-compliant subcontractor?
Yes. If you invoice through SubDoc, an invoice from a vendor that is non-compliant or on payment hold cannot be scheduled or marked paid. Only the workspace owner can override, and the override is recorded. If you pay outside SubDoc, you can export the hold list as a CSV for your accounting system.
Does SubDoc integrate with Procore?
No, there is no Procore integration today. Teams that run projects in Procore use SubDoc alongside it for insurance and subcontractor documents. SubDoc does connect to QuickBooks Online and exports CSV files for QuickBooks and Sage.
How much does SubDoc cost?
Free for up to 3 vendors. Pro is $20/month or $96/year for up to 100 vendors. Advanced is $55/month or $264/year for unlimited vendors. Paid plans start with a 14-day free trial.
Put every sub's paperwork in one place
Set your requirements once, send each subcontractor one link, and see who is cleared to work and to be paid. Free for up to 3 vendors.