Bid invitation & RFQ desk
Your RFQs sent to subs and suppliers, chased for prices and tracked by trade before bid day.
Chase COI and document chase for contractors, property managers and freight brokers
Your subs' COIs, W-9s and licences checked and chased, so you don't have to.
{{BRAND}} keeps your register of certificates of insurance, W-9s and licences. We check each certificate against your own written requirements (limits, additional insured, waiver of subrogation, expiry), then chase the missing and expiring ones by email and phone until they arrive. A person checks every certificate.
- No card needed
- No software to install
- Your sheet stays yours
This week · 46 subs and vendorsMon 07:30
ShortSub A, framing: GL $500K per occurrence, your agreement asks for $1M. Starts Job 214 on Wednesday.
ExpiringSub B, plumbing: GL and auto expire 31 Oct. Renewal asked from their agent.
CheckedSub C, concrete: renewed COI meets 9 of 9 of your requirements.
No replySub H, masonry: 3 emails and a voicemail. We'll call again today.
Sample with made-up subs
The problem
Asking for a certificate is easy. Keeping the right one on file is the job nobody has time for.
Certificates expire quietly
A COI shows the policy dates on the day it was issued. When the policy renews, nobody sends the new one. A spreadsheet with reminders you set by hand only works if someone remembers to look.
The wrong certificate looks like the right one
It arrives, it gets filed. Then the limit turns out to be short, the additional insured box is empty, or the waiver of subrogation isn't there. Checking each one against your contract takes time.
Subs answer the third chase
Subs and their insurance agents often reply only to the third email or a phone call. Your office manager or project coordinator already has a full day.
The certificate you didn't catch is the one that matters: a sub on site with expired workers' comp, or an uninsured sub's payroll that can be charged to your own premium at audit. {{BRAND}} costs less than a part-time coordinator, and there's no one to train.
How it works
Three steps. You can start this week.
Send your list and your rules
Share your sub, vendor or carrier list from a spreadsheet, Procore, Buildertrend or QuickBooks, the certificates you already hold, and your written insurance requirements (from your sub agreement, vendor agreement or broker-carrier agreement). We turn the requirements into a checklist, per trade if you have one.
We check and chase
We read every certificate against the checklist: limits, additional insured, waiver of subrogation, primary and non-contributory, certificate holder and dates, and look up licences on the state's public site where there is one. We email the sub and their agent for anything missing, call when email doesn't work, and ask for renewals 30 days before expiry.
You get a current register
Your sheet shows every document, every expiry date and every gap, with a note of when we last chased. Every Monday you get a short email: what's short, what's expiring, what came in, and who isn't answering.
What changes hands
What you send, and what you get every week
You send (once)
- Your sub, vendor or carrier list with contacts, and their insurance agent if you have it
- The certificates, W-9s and licences you already hold (a shared folder is fine)
- Your written insurance requirements, per trade or per contract
- Upcoming start dates, so we chase the subs due on site first
- One intro email to your subs and vendors, so they and their agents send documents to us (we draft it)
You get (every week)
- Your register, in your own sheet: each document, each expiry, each gap
- A Monday email: short, expiring, received and checked, no reply
- Renewal requests sent 30 days before each expiry, then chased
- A same-day flag when a sub due on site isn't current
- Every certificate filed in your folder and named the same way
- A real person to reply to: {{FIRST_NAME}}
Sample Monday email and certificate check
The list you'd read on Monday, and the check behind it
Short, and sorted by what needs you. This sample uses a made-up contractor, made-up subs and made-up limits and dates.
From {{FIRST_NAME}} at {{BRAND}}
Subject Subs and vendors this week: 3 not compliant, 3 expiring, 4 received, 2 no reply
Not compliant (3)
- Sub A (framing) · starts Job 214 on Wed 14 Oct: general liability $500,000 each occurrence and $1,000,000 aggregate; your sub agreement asks for $1,000,000 and $2,000,000. No waiver of subrogation on auto. Asked Sub A and their agent on Thu 8 Oct. The agent says a new certificate is coming this week. If it isn't in by Tuesday, you'll get a same-day flag.
- Sub D (electrical) · Job 209: additional insured box is ticked, but your agreement asks for the endorsement itself and none is attached. Asked their agent for it on Fri 9 Oct.
- Vendor F (site cleaning) · workers' comp expired Wed 30 Sep. Vendor F says the renewal is paid, but no new certificate yet. Whether they stay on site meanwhile is your call.
Expiring within 30 days (3)
- Sub B (plumbing) · general liability and auto expire Sat 31 Oct. Renewal asked from Sub B and their agent on Thu 1 Oct. The agent will send the certificate once the policy renews.
- Sub E (drywall) · workers' comp expires Thu 5 Nov. Renewal asked from Sub E's agent on Tue 6 Oct.
- Sub G (roofing) · contractor licence shows as expiring Sat 31 Oct on the state board's public lookup. Asked Sub G whether they've renewed.
Received and checked (4)
- Sub C (concrete) · renewed COI meets 9 of 9 requirements. Current to 14 Sep 2027.
- Sub J (HVAC) · W-9 received, signed 6 Oct 2026, name matches the certificate. Filed in your folder. Tax ID not copied into the sheet.
- Sub K (painting) · new sub for Job 216: COI meets 9 of 9, licence active, W-9 on file.
- Vendor L (dumpsters) · COI with the additional insured endorsement attached. Current to 1 Mar 2027.
No reply (2)
- Sub H (masonry) · COI expired Fri 2 Oct. Renewal asked 2 Sep, then 2 more emails (one to their agent) and a voicemail. We'll call again today. Could your super mention it on site?
- Sub M (glazing) · W-9 missing: 2 emails since 29 Sep. We'll call on Tuesday.
34 other subs and vendors are current. Full register: your Google Sheet
Checked by {{FIRST_NAME}} · we compare certificates with your written requirements; whether those requirements are right is for you and your insurance agent · reply with any question
Checked by {{FIRST_NAME}} · we compare certificates with your written requirements; whether those requirements are right is for you and your insurance agent · reply with any question
Certificate check · Sub A (framing), Job 214Checked Thu 8 Oct
| Item | Result | What you ask for | On the certificate |
|---|---|---|---|
| General liability, each occurrence | Short | $1,000,000 | $500,000 |
| General liability, aggregate | Short | $2,000,000 | $1,000,000 |
| Auto liability, combined single limit | Met | $1,000,000 | $1,000,000 |
| Workers' comp and employers' liability | Met | Statutory; $500,000 each accident | Statutory; $500,000 |
| Additional insured on GL and auto | Met | Required, endorsement attached | Ticked on both; endorsements attached |
| Waiver of subrogation on GL, auto and WC | Missing | Required | Ticked on GL and WC only |
| Primary and non-contributory | Met | Required | Stated in the description box |
| Certificate holder | Met | Your company name and address | Matches |
| Policy dates | Renews | Current to job end (about 15 Jan 2027) | GL and auto to 1 Mar 2027; WC to 1 Dec 2026, before the job ends |
| W-9 | Met | Signed, on file | Signed 3 Feb 2026 |
| Contractor licence | Met | Active | State board lookup 8 Oct: active to 30 Jun 2027 |
Result: 2 limits short, 1 waiver missing, workers' comp renews before the job ends. We asked Sub A and their agent for a corrected certificate on Thu 8 Oct and set the workers' comp renewal request for 1 Nov. A certificate is a summary of the policy, so where your agreement asks for the endorsement itself, we ask for that too.
Sample with made-up subs, limits and dates
Pricing
Priced by how many subs and vendors you track, not by seat
Up to 40 subs or vendors
$150/month
For a small contractor or one management office
Up to 120 subs or vendors
$300/month
For a busy office that adds new vendors every month
Up to 250 subs or vendors
$500/month
For several companies, portfolios or a long carrier list
Every plan includes
- Every certificate checked against your written requirements
- COIs, endorsements, W-9s and licences in one register
- Renewal requests 30 days before each expiry
- Chasing by email and phone, to the sub and their agent
- A Monday email, plus same-day flags for subs due on site
- The register kept in your own Google Sheet or Excel file
- Certificates filed in your shared folder
- A named person, not a ticket queue
- Monthly billing, cancel any time
- Over 250 subs or vendors? Ask us.
Free for 2 weeks: we check the certificates you hold now, for up to 80 subs or vendors, and start chasing the gaps. No card, no contract.
Start the free trialFor context: a full-time offshore assistant costs about $500–1,400 a month, plus the time it takes you to train and check them. Admin help in the US costs about $16–30 an hour. Most tracking software sends reminders and flags gaps, but the exceptions and the phone calls are still left to you.
What we don't do: give insurance, legal, tax or accounting advice; decide whether coverage is adequate or which limits you should require; sell, bind or change anyone's insurance, or issue certificates (that's a licensed agent's job); hold, release or move payments; sign anything for you; or decide whether a sub may work. We tell you what a certificate shows next to what you asked for. You and your insurance agent decide what to require and what to do about a gap.
Questions
FAQ
Who are you?
{{BRAND}} is run by {{FIRST_NAME}} in Dhaka, Bangladesh. We work through your night, so the register is up to date before your day starts, and we phone subs and agents in a set block during US business hours.
What access do you need?
As little as possible: your list of subs, vendors or carriers, the documents you already hold (a shared Google Drive, Dropbox or OneDrive folder), your written requirements, and edit access to one sheet (or we keep the sheet and send it to you). We never need logins to Procore, Buildertrend, QuickBooks, your bank or your email.
Is my data safe?
W-9s carry tax ID numbers, and for a sole proprietor that can be a Social Security number, so we handle them carefully. Documents are filed in your folder, and the register records that a W-9 is on file and when it was signed, never the number itself. Copies that reach our desk inbox are used only for this work, kept in our Google Workspace account with 2-step login, and seen only by the person working on your account. They're never shared or sold, and our copies are deleted within 7 days if you leave. We're happy to sign your NDA. Ask for our one-page data promise.
Is this software or people?
People, with good tools. Software helps us read certificates, draft emails and sort replies. A person checks every line of every certificate against your requirements before it's marked current, and makes the calls.
Will you tell me what limits to require?
No. We're not an insurance agent or broker, and we don't give insurance advice. We check certificates against the requirements you give us in writing, usually from your sub agreement, vendor agreement or lease. If you don't have written requirements yet, ask your insurance agent or lawyer for them first. Meanwhile we can collect W-9s and track expiry dates, and we'll set the checklist up as soon as you have them.
Who do you contact: my subs or their agents?
Both. We write to the sub first and copy the agent named on their certificate, from our desk address or an address on your own domain, copying you if you like. If two emails get no answer, we phone. We stay polite and never threaten. Holding a payment or keeping someone off site is always your decision.
Do you work with property managers and freight brokers?
Yes. For property managers we track vendor certificates before maintenance, cleaning or landscaping work starts, and tenant certificates where a commercial lease requires them. For freight brokers we chase carrier packets: W-9, certificate of insurance and the signed broker-carrier agreement. If you already use Highway, MyCarrierPackets, RMIS or Carrier411, keep it. Send us its list of what's missing or expiring and we chase those, without a login to it.
What don't you do?
We don't give insurance, legal, tax or accounting advice, judge whether coverage is adequate, buy or change insurance, issue certificates, run background, driving-record or IRS TIN checks, or touch payments. If a sub asks about money, a dispute or contract terms, we pass it to you the same day and don't reply for you.
What happens after the free trial?
Pick a plan or stop. Either way the register, the gap list from your first check and every certificate we collected are yours.
How do I pay?
A monthly invoice that you can pay by bank transfer (US ACH or UK bank transfer) or by card.
Free 2-week trial
Start with the certificates you hold now
Tell us roughly how many subs or vendors you track and where. {{FIRST_NAME}} will reply within one working day with a short setup list. In the first week we check the certificates you hold (up to 80 subs or vendors) against your requirements and send you the gap list.
Prefer email? {{EMAIL}}