Subcontractor compliance tracking
Track every sub's COI, W-9, license, and required documents. Per-project approval status.
For General Contractors
Know which subcontractors are cleared before work starts.
Manage subcontractor compliance, project files, change orders, and inspector-ready records in one platform. Stop scrambling for COIs at 4pm on a Friday.
Sound familiar?
The compliance issues that stall projects.
If any of these sound like a typical Friday afternoon, KeepCert was built for builders like you.
A sub shows up to the jobsite without current insurance, and the inspector is on his way
You're tracking 20+ subs and their paperwork lives in your assistant's inbox
A change order needs sign-off and the latest version is buried in a 30-message email thread
An inspector requests compliance documentation and it takes 4 days to compile
You don't know which subs are approved for which projects until something goes wrong
Your project files are scattered across Drive, Dropbox, email, and texts
Built for builders
Subcontractor compliance and project documentation in one platform.
Project documentation hub
Centralize project files, change orders, RFIs, and submittals. Searchable and shareable.
Pre-job readiness verification
Block work assignments when subs are missing required documents. No more day-of surprises.
AI compliance briefing
Morning brief tells you which subs are cleared today, what's expiring, and what needs action across all active projects.
Inspector-ready reports
Generate branded compliance reports for any project with one click.
Change order management
Track change orders with signatures, approval status, and impact on schedule and budget.
How teams use it
Three workflows you'll run every week.
Workflow 1
Onboarding a new subcontractor
- 1Send the sub a secure invite link
- 2Sub uploads their W-9, COI, license, and required certifications via mobile-friendly portal
- 3AI extracts dates and flags missing documents
- 4Sub is approved or flagged for follow-up , your team sees the status instantly
Workflow 2
Pre-job compliance verification
- 1Foreman is about to assign Sub X to Project Y
- 2KeepCert checks if Sub X has all documents required for Project Y
- 3If anything is missing or expired, the system blocks the assignment and alerts the project manager
- 4PM can override with logged justification, or follow up with the sub before work starts
Workflow 3
Inspector visit prep
- 1Inspector confirms a visit for next Tuesday
- 2PM generates a project compliance report from the dashboard
- 3Report includes all sub documentation, change orders, RFIs, and project files
- 4Inspector reviews on-site, approves quickly because everything is organized
A look inside
A project view your foreman, PM, and inspector can all use.
FAQ
Common questions
How many subcontractors can I track?
Pro plan supports 30 connected subcontractors. Elite plan supports unlimited.
Can subs upload their own documents?
Yes. Send them a secure invite link. They upload to their own portal, and your team reviews and approves.
What happens if a sub's COI expires mid-project?
KeepCert alerts you 60, 30, and 7 days before expiration. The sub is also notified directly. If the document expires before renewal, the sub is automatically flagged as not-ready for new work assignments.
Does KeepCert track project documents like change orders and RFIs?
Yes. Project documentation hub centralizes change orders, RFIs, submittals, plans, photos, and any project-specific paperwork. Searchable by project, sub, or document type.
Can I customize what documents are required per project?
Yes. Create document requirement profiles per project type. New projects use the profile as a default, customizable per project.
How does the AI briefing help GCs specifically?
Daily summary surfaces compliance issues across ALL your active projects. You see at a glance which subs are at risk, which projects are short on documentation, and what needs your attention before it becomes a problem.
Can I share compliance reports with owners and inspectors?
Yes. Generate branded PDF reports per project, share via secure link, or export. No login required for the recipient.
What if I work with the same subs across multiple projects?
Subs are tracked at the company level. When you assign a sub to a new project, their existing documents carry over. You can require additional project-specific documents.
Run cleaner projects with fewer compliance surprises.
KeepCert gives general contractors a single platform for subcontractor compliance, project documentation, and inspector-ready records , so jobsites run smoother.