Project engineers
Keep subcontractor document collection moving before site access, scheduling, and coordination turn into fire drills.
Construction solution
Construction vendor compliance software for general contractors who need proof before work starts.
Send The Proof gives SMB general contractors one place to request subcontractor COIs, W-9s, licenses, endorsements, and onboarding documents, then track who is ready, expiring, or blocked before work or payment moves forward.
Who uses it
Usually the person already doing the chase is the one who finds this first.
Project managers
Get one operational view of what is missing, expiring, or ready instead of piecing together status from inboxes.
Controllers and AP leaders
Tie document readiness to payment confidence without building a manual reminder system around due dates.
Owners and ops leads
Replace inconsistent ad hoc follow-up with a process that is easier to repeat across projects and teams.
Common document set
The subcontractor documents construction teams usually chase.
COIs and endorsements
Track subcontractor COIs, additional insured endorsements, and other insurance proof tied to site access and payment confidence.
W-9s and onboarding forms
Keep tax and vendor onboarding paperwork with the rest of the vendor file instead of scattering it between accounting and operations.
Licenses and certifications
Track trade licenses, expiration dates, and other required proof before the field team assumes a vendor is cleared.
Project-specific documents
Add whatever a job or customer requires, then route it through the same reminder and status flow.
Simple workflow
Replace subcontractor document chasing with a repeatable workflow.
Step 1
Define what the vendor owes
Set the document types, deadlines, and review expectations for the vendor or project.
Step 2
Send a direct upload link
The vendor gets a secure path to upload proof without creating another account.
Step 3
Review and track dates
Capture the file, note any gaps, and keep expiration tracking visible to the team.
Step 4
Act on the status
Use the ready, expiring, or blocked signal when work, access, or payment decisions need to happen quickly.
What to look for
Two things separate software that helps from software that adds work.
Adoption and reminder quality
If the vendor experience is clumsy, document collection slows down. Look for direct links, clear document requests, and reminder coverage that removes manual follow-up.
Status clarity and history
Good software makes it obvious what is missing and why a vendor is blocked, then keeps that decision history connected to the upload history.
Where is the pain showing up?
Most teams fix one workflow first. Pick the one that matches.
Use case
Subcontractor onboarding software
Best when the real job is collecting the full pre-start packet, not just one document type.
Use case
Certificate of insurance tracking software
Best when the most urgent pain is COI renewals, reminders, and blocked vendor risk.
Use case
Vendor document management software
Best when the team needs a better system for W-9s, licenses, endorsements, and project-specific proof.
FAQ
Common construction-team questions.
Does every subcontractor need an account?
No. It works best when subcontractors can open a secure upload link and see what is missing right away.
What happens when a COI expires?
A good system surfaces the expiration early, nudges the vendor, and updates your team before the issue becomes a field or payment problem.
Does the software guarantee compliance?
No. It helps the team collect, track, and review documents and dates. It does not replace legal or insurance judgment.
Where should I learn more?
The vendor portal feature page and the COI tracking guide go deeper on vendor response and day-to-day use.
Start free
Run live subcontractors through the workflow before you buy.
If construction is the fit, create an account and use the first 5 vendor uploads free before you decide on paid access.