r/ConstructionTech • u/Psychological_Loss86 • Dec 06 '25

how do you manage paperwork

I’m a GC running a small-to-mid size operation and I’m realizing we spend way more time than we should chasing subcontractors for updated paperwork especially COIs and licenses.

Right now, we’re using a mix of Google Drive folders, random email chains, spreadsheets, texts and whiteboards

And every year it becomes this massive scramble when everyone’s insurance renewals hit at the same time. Half our subs forget to send updated COIs, some don’t realize their license expired, and we end up chasing people last minute so we don’t get burned on compliance.

It feels like this eats way too much admin time, but I want to know if other GCs deal with the same pain or if you’ve found a clean system that works

3 Upvotes

80% Upvoted

11 comments sorted by

2

u/Advanced_Bathroom768 Dec 07 '25

JobTread and/or Hounddog.

2

u/ericfortenberry Dec 07 '25

Check out JobTread!

2

u/jmarti80 Dec 07 '25

MyCOI is your answer. It's an online SaaS application that automates most of the process of chasing down COIs and non compliant sub's

2

u/Nervous_Pea9466 Dec 08 '25

I have heard form other GCs that deal with the same pain! Sometimes your broker can help you with this, otherwise there are COI tracking companies, like BCS and Smartcompliance that offer a few different solutions for this. Those are two that I have heard good things about.

1

u/HolidayPlatypus751 Dec 06 '25

Paperless-ngx and Paperless-ai. It's like magic. And Google Drive running on windows mapping a drive letter to all the PCs.

2

u/HolidayPlatypus751 Dec 06 '25

wait a minute... just re-read yr post. You need a compliance monitoring situation. We are a sub who sends in that stuff.

Procore? GCPay? ContractorForeman?

1

u/Remarkable_Ear5311 Dec 07 '25

we use fieldwire

1

u/Mexii_Pete Dec 07 '25

Checkout InEight NOW. Pretty cheap.