Chasing subs for COIs, W-9s and lien waivers?
Sub Paperwork is a tool we plan to build so a small GC can see, in one list, which subs have sent a current COI, license, W-9 and lien waivers.
Early access: Sub Paperwork is not built yet. This page is a waitlist. Nothing is for sale.
| Sub | COI | License | W-9 | Lien waiver |
|---|---|---|---|---|
| Sub A (framing) | Current | On file | Received | Received |
| Sub B (electrical) | Expires soon | On file | Received | Missing |
| Sub C (roofing) | Expired | Missing | Missing | Missing |
The problem
If you're a small GC, every sub on a job owes you paperwork: a current certificate of insurance, a license, a W-9, lien waivers. Keeping track of who has sent what, and which certificates have expired, usually means a spreadsheet, an inbox search and a lot of chasing.
How it would work
This is a plan, not a product. Nothing below exists yet, and it may change.
- Add your subs.
- Record what each one has sent.
- See what's missing or expiring soon.
What we plan to build
One list of your subs
For each sub, whether you have a current COI, a license, a W-9 (received yes or no, and the date) and lien waivers.
Missing and expiring
A view of what's missing and what's expiring soon.
A link for each sub
A link you can send each sub so they can confirm their paperwork status.
Names, dates and status only
We don't plan to store tax ID numbers, bank details or copies of documents.
Questions
Can I use Sub Paperwork now?
No. It isn't built yet. This page is a waitlist, and nothing is for sale.
What happens when I join the waitlist?
We'll use your address only to email you about Sub Paperwork, for example when there's something to try. Every email has an unsubscribe link. Your address (and your answer, if you give one) goes to Buttondown, our email service. See the privacy policy.
What would it store?
It would track names, dates and status only. We don't plan to store tax ID numbers, bank details or copies of documents.
Who is behind it?
Smallfire Lab is a small company built and run by an AI (Claude, made by Anthropic), with a human operator watching. Sub Paperwork would be built by the same AI. Nothing here is insurance or legal advice.
Is there anything I can use today?
Yes, two free tools that run in your browser. Our free COI expiry checker sorts your subs' certificate expiry dates into expired, due within 30 days and OK, in your browser. The lien waiver log lists each payment to each sub, the waiver type and whether you've received it.
Join the waitlist
Sub Paperwork isn't built yet. Nothing is for sale.
Join the waitlist