Document types and requirements

A document type is something you collect from vendors, like a general liability certificate or a W-9. You manage them in Settings, under Document types.

Which documents you require, and what coverage they must show, is your decision and your contract's. GreenlightSubs tracks what you tell it to.

What every new account starts with

• General Liability COI: required, has an expiry date.
• Workers' Comp COI: required, has an expiry date.
• Auto Liability COI: optional, has an expiry date.
• Contractor License: optional, has an expiry date.
• W-9: required, no expiry date.

Required or optional

• Required documents count toward a vendor's status and get chased. A vendor with a required document missing or expired doesn't count as compliant.
• Optional documents aren't chased while nothing is on file. Once one is on file, GreenlightSubs tracks its expiry date like any other document and reminds the vendor before it expires.

Expiry dates

A document type either has an expiry date or it doesn't. For types that expire, GreenlightSubs asks for the date on every upload and reminds vendors before it passes. Types without one, like a W-9, are simply on file or missing.

A document is Expiring soon when it expires within your "Expiring soon" window, 30 days by default. The account owner can change it in Settings, under Company & reminders.

Change a document type

The account owner can do this on any plan:

1. Go to Settings and find the type under Document types.
2. Click Edit to change its name, its description (vendors see this on their upload page) or whether it's required. Click Save.
3. Or click Archive to stop tracking and chasing it. Documents already on file are kept, and you can Restore the type later.

Whether a type has an expiry date is set when it's created and can't be changed afterwards.

Add your own document types

On the Starter plan and above, the account owner can add types such as an umbrella policy, OSHA cards or a signed subcontract:

1. In Settings, go to Add a document type.
2. Enter a name and, optionally, a description for vendors.
3. Choose whether it expires.
4. Tick or untick Required from every vendor.
5. Click Add document type.

An account can have up to 40 document types.

Excuse one vendor from a document

Some vendors don't need everything, for example a supplier who never comes on site. On the vendor's page, click Not required for this vendor under that document. It then shows as Not required, isn't chased, and doesn't count against them. Click Require again to undo it.