Subcontractor proof
5 Vendors free Use real vendor documents before you ever pull out a card.Vendor compliance software for SMB general contractors
Collect subcontractor COIs, W-9s, and licenses without the spreadsheet chase.
Send one secure upload link, collect vendor documents in one place, track insurance expirations, and give project teams and accounting a clear ready-to-work signal.
Built for smaller general contractors who need subcontractor compliance handled before site access, mobilization, or payment moves forward.
First 5 subcontractors free
No credit card
No vendor login required
Vendor response
0 login setup Subs open the link, upload the proof, and move on.Ready-to-work view
1 shared status Project teams and accounting see the same ready or blocked status.Upgrade point
Sixth vendor Pay only when you need to add a sixth vendor.Why general contractors switch
Vendor compliance software should remove the chase, not create another admin job.
Smaller GCs do not need enterprise bureaucracy. They need one place to request subcontractor documents, track expirations, and tell the field or AP whether a vendor is ready to move.
Collection
Keep COIs, W-9s, licenses, and endorsements in one queue.
Stop piecing subcontractor proof together across texts, inboxes, and shared drives when someone asks whether the vendor is cleared.
Status
See who is ready, missing documents, or expiring at a glance.
Give PMs, supers, controllers, and AP one status signal instead of making everyone reconstruct the answer from separate threads.
Follow-up
Automate the reminder follow-up instead of relying on memory.
Send the request once, let reminders keep working, and step in only when the proof or the decision actually needs a human.
How it works
From vendor add to ready-to-work status in four steps.
Simple enough to use the day a subcontractor shows up and work needs to keep moving.
How general contractors use it
Simple enough to use when a subcontractor shows up and work needs to keep moving.
Step 1
Set the subcontractor and document requirements
Define the COI, W-9, license, endorsement, or project document the vendor owes before work starts.
Step 2
Send a secure upload link by email
Email the link directly or copy it and share it yourself. No vendor account setup required.
Step 3
Review each submission and set the compliance status
You review what the vendor sent and mark it accepted. That sets the ready, expiring, or blocked status on the dashboard — one shared signal for the whole team, and a timestamped record if you ever need to show proof of compliance.
Step 4
Set your reminder schedule once, then let the app run it
You configure when reminders go out — before expiration, how often to repeat. After that, the app handles follow-up automatically. You step in only when proof or a decision actually needs a human.
Where is the problem showing up?
Most GC teams are fixing one specific bottleneck first.
Pick the description that matches what is actually slowing the team down right now.
Pre-job paperwork
Subcontractor onboarding software
For teams getting new subcontractors cleared before site access, mobilization, or onboarding handoffs break down.
Insurance renewals
Certificate of insurance tracking software
For GC teams that mostly need cleaner COI requests, renewals, and expiring proof visibility.
Document sprawl
Vendor document management software
For teams trying to organize W-9s, licenses, endorsements, and project-specific proof in one system.
Checklist
Subcontractor compliance checklist
For GC leaders who want to tighten the process before they pick a tool or roll one out.
Pricing for smaller GC teams
Start free. Upgrade only when the subcontractor volume makes it worth paying.
The first decision should be easy: use the live workflow on real vendors, then pay only when the document load is real.
Free start
Use it on live vendors
$0
- Use the full product
- First five vendors free
- No credit card
- Best first step for crews replacing a spreadsheet
Monthly
Stay flexible
$29.95/mo
- Unlock vendor adds, edits, deletes, restores, and more as you need
- Low monthly commitment
- Good if you want to prove it across a few jobs
Yearly
Simpler annual spend
$299/yr
- Costs less than paying monthly all year
- Easy budget line item for a smaller team
- Good when this is already part of the routine
Founding Contractor Deal
Lock in early
$375 lifetime
- One account
- No vendor cap
- Pay once
- Keep future updates
Need the hard line? Once your first five vendors are in, vendor adds, edits, deletes, and restores pause until you upgrade. Existing vendors stay visible and usable.
Why teams replace COI spreadsheets
A spreadsheet can track a list. It cannot run subcontractor compliance.
You can absolutely track vendors in a spreadsheet. You just cannot easily do it from the truck, send proof requests in one click, remind both sides when paperwork expires, and keep one live status signal for PMs and controllers.
Spreadsheet life
You become the reminder system
The list might be clean, but the real work still lives in your head, your phone, and a pile of inbox threads.
Send The Proof
The process follows the work
Add the vendor, send the link, get the proof, and let the app keep the reminders and status visible.
Built for the field
Readable on a phone and obvious in a hurry
Use it in bright sunlight, from the truck, or between calls without hunting through tiny admin screens.
Vendor-friendly
No login wall for subcontractor document collection
Send the link, collect the paperwork, and keep the process moving without adding account setup to someone else's day.
Support
Get help rolling out your first vendor workflows
Email support@sendtheproof.com if you want a hand setting up templates, reminders, or your first live vendors.
FAQ
What a working general contractor usually wants answered before clicking start.
Is this a real account or just a demo?
It is a real account. The first 5 vendors that upload proof are free.
Does this work for subcontractor COI tracking?
Yes. You can request COIs, W-9s, licenses, endorsements, and other vendor documents, then track ready, expiring, or blocked status in one place.
What happens when I need to add a sixth vendor?
That is the upgrade point. Vendor adds, edits, deletes, and restores pause until you upgrade. Your existing five vendors stay visible and usable.
Does it handle the reminder follow-up too?
Yes. The app helps keep both sides moving before expired paperwork creates a jobsite or payment problem.
What if I need to show a vendor was compliant during a specific period?
Each vendor has an audit trail — a timestamped log of every upload, approval, rejection, and reminder. You can export the full history as a CSV or download all uploaded files as a ZIP to hand to an owner, insurer, or risk manager.
Start with live vendors
Run a few subcontractors through it and see if the chase gets lighter.
Create an account, collect proof from your first five vendors for free, and if you want a hand getting started, email support@sendtheproof.com.