The moment you are running subcontractors, two new jobs appear: coordinating people who do not work for you, and proving they were insured and paid properly if anything goes wrong. Both are usually done in email until the day somebody needs the paperwork and it is not there.
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Insurance that expires loudly
Certificates tracked with alerts before the cover lapses.
Their own portal
Subs see their assignments and payments without an account on your system.
The paperwork trail
Lien waivers, RFIs and submittals in the job, not in an inbox.
A certificate of insurance sitting in somebody's email is not compliance. Certificates are held against the subcontractor with expiry dates, and the alerts arrive before the cover lapses rather than after an incident.
Subcontractors get their own way in — their assignments, their documents, and what they are owed — without you giving them access to your business or fielding the phone calls.
Waivers are only useful if they are collected against the payment they relate to. Held on the job with the payment, they are there when a client asks for them instead of being reconstructed afterwards.
RFIs and submittals are where commercial work stalls. Both live on the job with dates on them, so an answer that took eleven days is visible as eleven days rather than as a vague sense that the client was slow.
No. They use a separate portal with their own sign-in, which shows their assignments, documents and payments. You are not paying for seats for people who do not work for you.
Certificates are stored with their expiry dates and you get alerts before cover lapses. There is also a view of who is currently compliant, which is the answer when a client or an insurer asks.
Yes — there is a payroll register built from the hours actually clocked, with work classifications. It is the record public work asks for, produced from the same time tracking the rest of the business uses.
Fourteen days, no card. Put one live job through it and see.