Subcontractor insurance certificates checked against your requirements
Subcontractor insurance certificates checked for limits, workers’ comp, additional insured and expiry. For general contractors in Northeast Arkansas.
Demonstration using synthetic data
Every record, name, address, and log entry on this page is invented for the demonstration. No client, client system, or production record is involved, and no business result is claimed.
- Author
- Tanner Rusher
- Published
- Written for
- Trades and service businesses
Who this is for
General contractors and builders in Jonesboro and Northeast Arkansas who hire subcontractors and have to keep a current certificate of insurance on file for each one. If someone in your office reads every certificate that comes in, checks it against your requirements, and chases the ones that fall short, this page is about that job.
The problem, in your words
Certificates arrive as scans, photos and forwarded attachments, some of them crooked. Each one has to be read for the liability limit, workers’ compensation, whether your company is named as additional insured, and the expiration date. It is slow, it is easy to miss one that expires next month, and the one you miss is the one that matters when something goes wrong on a job.
What happens, step by step
- A subcontractor’s certificate comes in by email, the way it does now.
- The certificate is read, including scans that are tilted or faint.
- It is checked against your requirements: the liability limit, workers’ compensation on file, your company named as additional insured, and nothing expiring within 30 days.
- Each certificate gets one of three outcomes: accept, request a new one with the reason, or send to a person.
- Certificates with unusual wording, or scans too hard to read with confidence, go to a person.
What you approve
Your office decides what goes to a subcontractor. The requests for a new certificate are prepared with the reason spelled out, and someone on your team sends them. Anything that needs judgment, such as blanket additional-insured wording, is never decided by a rule.
What the example run showed
The video is a real run on fictional data: a made-up general contractor’s 40 subcontractor certificates. 20 passed. 15 got a request for a new one, each with its reason: expired, expiring soon, limits too low, no workers’ compensation, or the contractor not named. 5 went to a person, three for blanket additional-insured wording and two for scans too hard to read. 356 of 360 fields were read right, and no certificate was accepted or rejected wrongly. Those numbers come from one run on invented certificates.
Setting it up in your business
This is business automation that works from the inbox and the files you already use, with your own requirements written down as the rules. It starts with a 20-minute call about how certificates come in today. If it fits, a Workflow Review maps the job, and an Automation Pilot builds it around your requirements. I’m in Jonesboro and can meet in person.