How it works

From vendor add to ready-to-work status in five steps.

A walkthrough of the full vendor compliance workflow — from the first document request to automated renewal follow-up. No spreadsheets. No inbox threads. One clear status for the whole team.

Step 1

Add the vendor and define what documents they owe you

Name the vendor and check off the documents they need to provide before work starts — COI, W-9, business license, endorsement, or any project-specific file.

Choose from standard document types or add custom requirements
Set expiration tracking for COIs and time-sensitive certificates
Group vendors by project or manage them at the account level

Add vendor form showing vendor name field and document type checkboxes for COI, W-9, license, and endorsement

Step 2

Send the upload link by email

Once requirements are set, send the vendor a secure upload link by email, or copy it and paste it into any message thread yourself. No vendor account creation required on either side.

One link per vendor, generated instantly
Copy the link or use the built-in share action
Works through any channel your team already uses

Vendor detail page showing the Send upload link button and generated upload URL with copy action

Step 3

Vendor uploads from the link — no account needed

The subcontractor opens the link on whatever device they have — phone, tablet, or desktop. They see exactly which documents are required and upload directly. No login wall, no portal to join, no passwords to reset.

Mobile-first layout readable in the field or from a truck
Clear list of what is required and what is still missing
Uploads go directly into the vendor's document record

No-login vendor portal on mobile showing document checklist and upload button with no account or login required

Step 4

Review each submission and set the compliance status

When documents arrive, you review them and mark each one accepted. That sets the vendor's status on the dashboard — you stay in control of what counts as compliant. Every action is automatically logged in the vendor's audit trail: who submitted, who approved or rejected, rejection notes, and when it happened — so you have the record ready if an owner, insurer, or auditor ever asks.

Color-coded status: Compliant, Expiring Soon, or Missing
COI expiration dates tracked and flagged before they lapse
Full audit trail: every submission, approval, and rejection logged automatically
One view shared by field, office, and accounting

Compliance dashboard showing vendor rows with color-coded Compliant, Expiring Soon, and Missing status chips and COI expiration dates

Audit trail on a vendor detail page showing a timestamped record of every compliance action — uploads, approvals, rejections, and document versions

Step 5

Set your reminder schedule once — the app runs the follow-up

You configure the reminder schedule: how far in advance to send, how often to repeat if the vendor hasn't responded. After that, missing proof and upcoming renewals do not have to live in one person's head, calendar, or inbox.

You set the schedule — before expiration, how often to repeat
Reminders go out automatically once configured
Step in only when proof or a decision actually needs a human

Reminder settings panel showing scheduled reminder rules with toggle controls for automated vendor follow-up

More detail on what matters most

Questions about how vendors upload or how status works?

Those are the two things most GC teams want to understand before rolling this out. Each page covers one of them in full.

Feature detail

Run the workflow on your first five subcontractors for free.

Create an account, add your vendors, and see whether the chase gets lighter. No credit card required. If you want a hand setting up your first workflow, email support@sendtheproof.com.

See pricing