Vendor and subcontractor compliance: every document they owe you, on one list.
W-9s, licenses, safety certificates, insurance. Ask each vendor for what is missing with an email and an upload link. ExpirationPilot follows up every week and reminds you before anything expires.
- 14-day free trial
- No credit card needed
- Import your Excel list
In short
What is vendor compliance software?
Vendor compliance software keeps track of the documents your vendors and subcontractors must give you before they work or get paid, such as a W-9, a license or an insurance certificate, and when each one expires. It asks for what is missing and warns you before something runs out.
ExpirationPilot does this for small contractors, property managers and service companies who keep the list in Excel today. Think of it as your paperwork spreadsheet with the requests and reminders built in. It won't prequalify bidders or score vendor risk.
How it works
Get every document in without sending every email
-
1
List what each one owes you
Import your spreadsheet, or add each document with the vendor's contact and, if it expires, the date. A W-9 can go in without a date.
-
2
Request what is missing
Send a request for any document. The vendor uploads it from a link, and we follow up every week, up to six times.
-
3
Approve it and move on
Check the file, enter the expiration date if it has one, and approve. You get a reminder before it runs out.
What it does for your vendor and subcontractor paperwork
Before they start
A new sub? Ask for the paperwork before the first day on site.
Add the documents you need from them, then send a request for each one. The email names the document and holds an upload link. They don't sign up for anything, and you don't keep a list of who still owes what.
- A W-9 or a signed agreement can go in without an expiration date.
- Each request follows up every week, up to six times.
- The follow-ups stop as soon as the file arrives.
While they work for you
Licenses and certificates renewed before they lapse.
Each document with a date gets email reminders, by default 30, 14 and 7 days before it expires, on the day and a week after. When the reminder arrives, send the request and let the follow-ups do the rest. Insurance certificates work the same way, with their own COI tracking page.
- Change the reminder days for a whole type of document.
- Reminders go to the colleague responsible, with others copied in.
- Each email shows whether it was delivered.
When someone asks
Find any vendor's current documents in seconds.
A general contractor, a client or your own boss wants proof. The Documents page lists the current file of every document with its expiration date. Filter by the vendor's folder, or export the list to Excel and send it.
- Search across every vendor, document and contact.
- Export the list to Excel whenever you need it.
- The Today page shows what is overdue, what expires soon and what waits for your review.
What vendors and subcontractors owe you
Track any document, with or without an expiration date.
-
W-9 forms
Collected once, before the first payment. No expiration date needed
-
Contractor and trade licenses
State contractor licenses, electrical, plumbing and HVAC licenses
-
Certificates of insurance
General liability, workers' comp, auto and umbrella
-
Safety certificates
OSHA cards, site safety training, first aid for the crew on your site
-
Business licenses and registrations
City business licenses, state registrations, permits to operate
-
Signed agreements
Subcontract agreements, safety policy sign-offs, NDAs
Your own crew has paperwork too
The same list holds your company licenses and your staff certifications. See how the reminders work on the expiration reminders page, or compare the plans on pricing.
Why not a vendor spreadsheet and calendar reminders?
They hold the dates. Someone still has to notice what is missing and send the email.
| What you need | ExpirationPilot | Calendar reminder | Spreadsheet |
|---|---|---|---|
| Every document from every vendor on one list | Yes | No | Yes |
| Documents without an expiration date, like W-9s | Yes | No | Yes |
| Sends the vendor a request for the missing document | Yes | No | No |
| Weekly follow-ups, up to six times | Yes | You set each one by hand | No |
| Reminders before each expiration date | Yes | You set each one by hand | No |
| The current copy of each document, one click away | Yes | No | No |
Questions about vendor and subcontractor documents
Is this vendor compliance software?
It does the part most small companies need: it knows which documents each vendor or subcontractor owes you, asks them for the missing ones, and reminds you before anything expires. It doesn't score risk, prequalify bidders, run safety audits or pay invoices.
Can I ask a vendor for several documents at once?
Each document is its own request with its own upload link, because each one has its own date and gets its own review. Send the W-9 request and the license request one after the other, and the vendor gets one email for each.
What about documents that don't expire, like a W-9?
Add them without a date. They show as "No date yet" and get no reminders, but you can still request them, and the follow-ups run every week, up to six times, until the form arrives.
How do I see everything for one subcontractor?
Put each document in a folder named after the company, then filter the list by that folder. The Documents page shows the current file of each one, with its expiration date.
Do vendors need an account?
No. They upload from the link in the email: PDF, JPG or PNG, up to 20 MB. If the email reached the wrong person, they forward the link to a colleague.
Do vendors get my reminder emails?
No. Reminders go to your colleagues. Vendors and subcontractors only get the document request, its follow-ups, and a message if you reject a file they sent.
Does it check the documents?
No. A person on your team opens each file and approves it or rejects it with a reason. ExpirationPilot keeps the dates and collects the files.
How much does it cost?
Plans start at $19 a month for one login and up to 100 documents or other items, or $39 for three logins and 500 items. Document requests are unlimited, and your vendors are free. Every plan starts with a 14-day free trial, no credit card needed.
Spend less time on your next renewal.
Start with a 14-day free trial. No credit card needed.
Start your free trial