For commercial contractors chasing subcontractor paperwork
Stop chasing COIs, W-9s, lien waivers, and closeout docs by hand.
Send SubDocs one active project tracker, checklist, or subcontractor list. We'll turn it into a live document-chasing workspace in 48 hours with private upload links, missing-document status, expiry tracking, and follow-up workflow ready.
No subcontractor accounts. No migration project. No meeting required.
Built for commercial GCs, tenant-improvement contractors, project administrators, controllers, and operations teams managing subcontractor paperwork.
Retail Fit-Out — Subcontractor Docs
14
Subcontractors
38
Required documents
11
Missing
4
Expiring soon
ABC Electrical
Final lien waiver
CoolAir HVAC
O&M manual
FastFlow Plumbing
COI
BrightLine Painting
Warranty
Metro Flooring
W-9
The problem
The tracker is not the problem. The chase is.
Most teams already have a spreadsheet. The problem is that the spreadsheet does not collect files, remind subs, flag expirations, or show what blocks payment and closeout.
Compliance docs go stale
- COIs expire quietly
- Licenses and certifications get buried
- Renewal requests depend on manual follow-up
- One missed date creates risk and rework
Payment docs get messy
- W-9s arrive late
- Lien waivers live in old email threads
- AP has to ask PMs for status
- Nobody has one clean “can pay / cannot pay” view
Closeout drags
- Warranties, O&Ms, as-builts, and final documents arrive late
- Subs need repeated reminders
- Files are scattered across inboxes and folders
- Turnover packages become a last-minute scramble
The offer
The SubDocs 48-Hour Document Chase Sprint
Send your current tracker. We turn one active project into a working system for chasing subcontractor paperwork.
SubDocs configures your project, organizes subcontractors, assigns required documents, creates private upload links, prepares follow-up workflow, and gives your team a clear view of who owes what, what is missing, what is expiring, and what blocks payment or closeout.
If the configured project does not make it immediately clearer who owes what, what is missing, what is expiring, and what needs follow-up, you do not continue.
What's included
What SubDocs configures in 48 hours
Tracker conversion
We turn your spreadsheet, checklist, or subcontractor list into one active project workspace.
Subcontractor document map
Each subcontractor is assigned the documents they owe.
Private upload links
Subs upload through secure project links without creating accounts.
COI expiration tracking
Certificates show as missing, received, expiring soon, or expired so renewals are easy to chase.
W-9 collection
Track which vendors still need tax paperwork before payment.
Lien waiver tracking
Track lien waivers as requested, received, awaiting review, or approved.
Closeout document tracking
Track warranties, O&M manuals, as-builts, testing records, and custom final documents.
Follow-up workflow
Prepare reminder workflow so your team stops rewriting the same chase emails.
Exportable status report
Give PMs, admins, accounting, or owners a clean project document status view.
Before & after
From “check your inbox again” to one chase list.
ABC Electrical
Final lien waiver
CoolAir HVAC
O&M manual
FastFlow Plumbing
COI
Metro Flooring
W-9
BrightLine Painting
Warranty
What it solves
Built for the subcontractor document chase your team is already doing manually.
Every one of these is a working screen, report, or export in SubDocs — not a roadmap promise.
Spreadsheet & email chaos
Import the tracker your team already uses. SubDocs turns it into a live chase list.
COIs and expirations
See missing, expired, and expiring COIs (7/14/30/60 days) before they become an emergency.
W-9s and AP readiness
Give accounting a clean view of which vendors are missing W-9s or payment-related docs.
Lien waivers
Track conditional and final lien waivers as statuses instead of digging through old email threads.
Closeout documents
Track warranties, O&Ms, as-builts, testing records, and final documents before closeout becomes a scramble.
No subcontractor portal fatigue
Subs upload through a private link. No account required.
Weekly reports
Copy or export a clean weekly chase report without rebuilding it manually.
Audit & export readiness
Export clean status reports for PMs, accounting, closeout, or audit requests.
How it works
How the document chase sprint works
Send your current tracker
Send a blank or redacted tracker, checklist, spreadsheet, or subcontractor list.
SubDocs builds the chase list
We organize subcontractors, required documents, due dates, expiration dates, and review statuses.
Subs upload through private links
Each subcontractor receives a secure upload link. No login or portal training required.
Your team sees what still needs chasing
Track missing, received, approved, rejected, expired, and waived documents from one dashboard.
Documents
Subcontractor paperwork SubDocs can track
Before work / onboarding
- Certificate of Insurance
- W-9
- Trade licence
- Safety certification
- Signed subcontract
Payment / AP
- Conditional lien waiver
- Final lien waiver
- Vendor forms
- Payment-related approvals
Closeout / turnover
- Warranty
- O&M manual
- As-built drawings
- Testing and commissioning records
- Custom closeout documents
For subcontractors
Subs do not need another portal.
Subcontractors receive a private upload link for the exact documents requested. They can upload files without creating a login, learning new software, or accessing your internal dashboard.
Continued use
Use the configured project before deciding.
The first configured project is provided at no cost during launch. Launch partner pricing starts at $299/month after the configured project.
Pricing may vary for larger teams, multi-project setups, or done-for-you support.
Risk reversal
Clearer chase list, or do not continue.
The first project setup is designed to show whether SubDocs makes your subcontractor document chase clearer. If the configured project does not make it immediately easier to see who owes what, what is missing, what is expiring, and what needs follow-up, you do not continue.
SubDocs does not provide legal, insurance, tax, or compliance verification. Document approval means internal acceptance by your team.
Turn your current tracker into a live subcontractor document chase list.
Send a blank or redacted tracker, checklist, or subcontractor list. We'll configure one active project within 48 hours so your team can see SubDocs using your real subcontractor paperwork process.
Questions? Contact support@subdocs.co.