Know which subs are green-lit to work and get paid.
GreenlightSubs keeps every sub's certificates of insurance, licenses and W-9s in one list, emails them a no-login upload link before anything expires, and shows you who's covered before the crew shows up or the check goes out.
Free for 5 vendors · $19/mo for 50 · $49/mo unlimited · no sales call
No credit card · the demo needs no signup
The vendor list from the demo account. Red rows are subs with an expired or missing certificate: the ones to hold off site and off the payment run.
- Tracks
- GL, workers' comp & auto COIs, licenses, W-9s, plus your own document types
- Chases
- 30 · 14 · 7 · 1 days before expiry, then after it lapses
- Vendors
- One private upload link. No account, works from a phone
- Cost
- Free for 5 vendors. Paid plans from $19/mo, month to month
An expired COI is the one you find out about too late.
Most subs don't renew on time because nobody asked. Nobody asked because the reminder lived in row 47 of a spreadsheet.
- 01
The claim lands on your policy
If a sub's coverage lapsed and their crew damages a property or someone gets hurt, the claim can roll up to you. Your insurer pays, and your premium remembers.
- 02
The premium audit charges you for it
At your annual audit, every sub you paid without a valid certificate can be billed as if they were on your payroll. One missing PDF can cost real money.
- 03
Somebody in the office loses every Friday
Checking dates, writing the same "please send your updated COI" email, following up, saving attachments, updating the sheet. Every week, for every vendor.
Set it up once. It does the chasing from then on.
After setup it runs in the background and only asks for you when there's a certificate to approve.
Add your subs
Type them in or import the spreadsheet you already have. Pick what each one owes you: GL and workers' comp COIs, license, W-9, and so on.
GreenlightSubs asks for renewals
Each vendor gets an email with a private upload link before a document expires, and again after if it lapses. Missing documents get requested too.
You check it and approve it
Uploads land in your review queue. Check the holder name and dates, approve, and the sub's status updates. Print the compliance report when the auditor asks.
Days from the expiry date. Reminders stop as soon as the sub uploads. A lapsed certificate gets an email the day it expires and then weekly; a missing one gets requested weekly too. Every interval is adjustable in Settings.
Everything the office needs to stop chasing paperwork.
Nothing you have to train anyone on. Plan limits are marked; everything else is in every plan, including Free.
Automatic reminders
Plain, polite emails before and after each expiry date, on a schedule you control. They stop on their own as soon as the vendor uploads.
Upload links, no accounts
Each vendor gets a private link that shows exactly what you need from them. They upload a PDF or a photo from their phone, with no password to forget.
Compliance dashboard
Who's compliant, expiring, expired or missing paperwork, worst first. Check it before you let a crew on site or cut a check, and export it all to a spreadsheet whenever you want.
Review queue
Uploads wait for your OK. Approve with the dates and policy details, or reject with a reason ("wrong certificate holder") and it keeps asking until a good one arrives.
Per-vendor exemptions
Sole proprietor with a workers' comp exemption? Mark that document "not required" for them so they're not chased for it.
Daily digest email
One short morning summary: what's waiting for review, what expired, and who got chased. Days with nothing to report are skipped.
Printable compliance report STARTER+
A dated report of every vendor and document status, ready for your insurance auditor, lender or property owner.
Custom document types STARTER+
Track bonds, safety certs or signed sub agreements alongside COIs.
Team seats STARTER+
Your PM, bookkeeper and office manager work from the same list instead of three copies of a spreadsheet.
Your certificate-holder wording
Add your holder name, address and additional-insured wording once. It goes out with every request so agents get it right the first time.
Between the spreadsheet and the enterprise contract.
Spreadsheets are free but leave all the work to you. Enterprise tools do the work but are built and priced for companies with a compliance department.
| Spreadsheet + email | Enterprise COI software | GreenlightSubs | |
|---|---|---|---|
| Price | "Free" (your time) | $300–800/mo, often with onboarding fees | From $19/mo, free for 5 vendors |
| Getting started | Build and maintain it yourself | Sales calls, demos, contracts | Sign up and add your subs yourself |
| Reminders to vendors | You write every one | Automatic | Automatic, on your schedule |
| Vendor uploads | Attachments buried in your inbox | Portal, often with a vendor login | One secure link, no account |
| Know who's expired today | If someone updated the sheet | Yes | Live dashboard + daily digest |
| Report for your auditor | Assemble by hand | Yes | One click, printable |
| Commitment | None | Annual contracts are common | Month to month, cancel anytime |
GreenlightSubs
BUILT FOR SMALL OFFICES- PriceFrom $19/mo, free for 5 vendors
- Getting startedSign up and add your subs yourself
- Reminders to vendorsAutomatic, on your schedule
- Vendor uploadsOne secure link, no account
- Know who's expired todayLive dashboard + daily digest
- Report for your auditorOne click, printable
- CommitmentMonth to month, cancel anytime
Spreadsheet + email
- Price"Free" (your time)
- Getting startedBuild and maintain it yourself
- Reminders to vendorsYou write every one
- Vendor uploadsAttachments buried in your inbox
- Know who's expired todayIf someone updated the sheet
- Report for your auditorAssemble by hand
- CommitmentNone
Enterprise COI software
- Price$300–800/mo, often with onboarding fees
- Getting startedSales calls, demos, contracts
- Reminders to vendorsAutomatic
- Vendor uploadsPortal, often with a vendor login
- Know who's expired todayYes
- Report for your auditorYes
- CommitmentAnnual contracts are common
Priced by the size of your sub list.
Start free. Upgrade when you outgrow five vendors. No setup fees, no contracts.
- Up to 5 vendors
- Automatic reminder emails
- Vendor upload links
- Compliance dashboard
- Up to 50 vendors
- Everything in Free
- Custom document types
- Audit-ready compliance report
- Unlimited vendors
- Everything in Starter
- 10 team seats
- Priority email support
Straight answers.
If something here isn't clear, it probably isn't clear in the product either. We'd like to know.
Looking for templates, guides or a license lookup? See our free resources.
Questions? Email support@greenlightsubs.com.
Is my vendors' data secure?
Yes. Passwords are hashed, sessions are protected, and uploaded documents are stored privately: they're only reachable by people signed in to your account. Vendor upload links are long random tokens, and a vendor can only see what you've asked them for, never your other vendors. We never sell or share your data.
Do vendors need to create an account?
No. Each vendor gets a private upload link by email. They open it, see which documents you need, and upload a PDF or a photo. No username, no password, no app to install.
What documents can I track?
Anything with or without an expiry date. GreenlightSubs starts you with general liability, workers' comp and auto liability COIs, contractor licenses and W-9s. On paid plans you can add your own document types too, like safety certifications, bonds or signed subcontractor agreements.
What happens when a vendor uploads something?
It goes into your review queue and you get an email. You open the file, confirm the dates (and any policy details you want to record), then approve it. If it's the wrong document, reject it with a short reason and reminders carry on until the right one comes in. Nothing counts toward compliance until you approve it.
Can I cancel anytime?
Yes. Paid plans are month to month with no contract. Cancel from the billing page in a couple of clicks and you won't be billed again. CSV export is on every plan, so you can take your vendor list with you any time.
Do you verify coverage with the insurance companies?
No, and we'd rather be upfront about that. GreenlightSubs tracks what you need, chases vendors for it and keeps the records organised. You (or your team) still look at each certificate and decide whether the coverage meets your requirements. If you need insurer-verified certificates, call the agent listed on the COI.
A note from the founder.
I built GreenlightSubs because tracking subs' certificates in spreadsheets and email threads is tedious and easy to get wrong. It's a small, independent product, and the pricing is flat and public. If you have a question or something isn't working, email me directly at support@greenlightsubs.com. I read every message.
Pas, founder of GreenlightSubs
No COI, no pay. Without being the one who chases it.
Add your first five subs free. GreenlightSubs sends the reminders, collects the certificates and tells you who's cleared.
Free for up to 5 vendors · no credit card