Stop Chasing Subcontractor Paperwork.
Track required documents, monitor expiration dates, and send timely reminders from one simple dashboard.
Know which subcontractors are paperwork-ready before a client or site manager asks.
Start Your Free Pilot See How It Works
Free pilot: 10 subcontractors, 1 user, 14 days, no card required. Tracking and notification only - Subtavia does not verify insurance or certify compliance.
The paperwork problem
Certificates of insurance, W-9s, safety acknowledgments, and site forms live in spreadsheets, inboxes, and shared folders. Documents expire without warning, managers spend hours following up, and teams can arrive at a client site without the paperwork the client expects. The cost is not the form - it is the scramble.
One register
Subcontractors, requirements, statuses, and expiration dates in one place - no spreadsheet archaeology.
Readiness at a glance
Ready, expiring soon, missing, and overdue - calculated from your recorded requirements, with a plain-language explanation for every subcontractor.
Reminders that run themselves
30, 14, 3, and 0-day reminders plus configurable overdue follow-ups. Pausable per subcontractor, logged on every attempt, never duplicated.
Sample dashboard (demonstration data)
The figures below are fictional demonstration data, labeled as such. They are not customer data or results.
| Subcontractor (demo) | Status | Next expiration (demo) |
|---|---|---|
| BrightLine Janitorial LLC (fictional) | Ready | 2027-03-01 |
| NorthStar Floor Care (fictional) | Expiring soon | Expiring soon based on your recorded requirements. |
| Summit Waste Partners (fictional) | Overdue | Overdue based on your recorded requirements. |
How It Works
- Add subcontractors. Manually or by CSV import with a validated preview.
- Configure required documents. Start from an editable template, then make it yours - org-wide or site-specific.
- Enter document statuses and dates. Received is not verified; you record the verification decision.
- Receive automated reminders. Subcontractors and your team are nudged before expirations, not after.
- Review readiness. Open the dashboard and see who is ready based on your recorded requirements.
Pricing
Free Pilot
Free for 14 days
- 14-day pilot, no card required
- Up to 10 active subcontractors
- 1 user
- Document status tracking
- Automated reminders
Solo
$39/month
- 1 user
- Up to 50 active subcontractors
- Requirement templates
- Document status tracking
- Automated reminders
- Readiness dashboard
- Basic activity history
Team
$79/month
- Up to 5 users
- Up to 250 active subcontractors
- Everything in Solo
- Site-specific requirements
- CSV import/export
- Team roles
- Expanded activity history
Frequently asked questions
What documents can I track?
Any document you define: certificates of insurance, W-9s, safety acknowledgments, site-access forms, training acknowledgments, and your own custom requirements.
Does Subtavia verify insurance?
No. Subtavia tracks the statuses and dates you record. It does not interpret policies, verify coverage, or certify that a subcontractor is qualified. Your team reviews documents and records the verification decision.
Can I customize requirements?
Yes. Requirements, reminder schedules, and the expiring-soon window are all configurable, including site-specific requirements on the Team plan.
Can I import a spreadsheet?
Yes - CSV import with column mapping, a preview, duplicate detection, and per-row error reporting. Export is protected against spreadsheet formula injection.
Can I cancel?
Yes, from the billing portal once billing is live. See the Cancellation and Refund policy drafts linked in the footer.
Are documents required to be uploaded?
No. Subtavia tracks document metadata and a secure reference you control. You are not required to upload W-9s or insurance files to get value.
How are reminders delivered?
By email to the subcontractor contact (and optionally to your team). Every attempt is logged; provider acceptance is recorded as acceptance, not as guaranteed inbox delivery.