License, insurance and subcontractor document tracking
The business's own and its subs' license, insurance and tax-form dates the owner verified sit in a tracker, with reminder and request drafts.
Office help for HVAC, plumbing, roofing, electrical, landscaping, pool and cleaning businesses. SI drafts, tracks and reminds; the owner approves every quote and message. No pricing promises, no safety or code advice, and customers' information stays private.
Worth knowing: Office support only: SI does not set or promise prices, give safety, repair, code or insurance advice, or make any commitment for the business. The owner or an authorized person reviews and approves every quote, schedule commitment and customer message. Licensing, advertising, deposit and permit rules vary by state, and customer information is used only in checked tools with access controls. SI tracks dates and requests documents only; it never confirms that a license or policy is valid, never decides who may do licensed work, and gives no insurance or licensing advice.
The problem
Certificates of insurance, licenses and W-9s for subs and vendors expire or go missing until a customer or GC asks.
What SI does
SI keeps a tracker of the business's own and its subs' license, insurance and tax-form documents and dates the owner has verified, reminds the office ahead of expiry, and drafts please-send-an-updated-certificate requests.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Two-crew roofing business
Expiry dates the owner verified sit in one tracker. A request draft for an updated certificate waits for the owner.
- Small HVAC company
The office is reminded ahead of a date the owner entered. SI does not confirm that a policy is valid.
- Landscaping crew
W-9 and license documents are listed as on file or missing. The owner decides who may work.
What it takes to set up
GemmiSI sets this up on your own equipment and accounts; your data stays with you. Before connecting anything that holds customer information, the business checks the tool's terms and data practices, sets access controls and limits SI to the minimum necessary. Start with sample or made-up information. Use dates the owner has verified against the issuing source. Permission is to track and draft, not to confirm validity. Setup is often a few days.
What a human still checks
- The owner or office manager approves before anything goes to a customer, vendor or inspector.
- SI never sends a quote, takes a payment, books a job or submits anything on its own.
- Urgent or unusual items go to a "needs owner review" queue.
- The business decides what customer data SI may see, and testing starts with sample information.
- The owner verifies documents against the issuing source, decides whether a sub may work, and handles renewals.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
Keep a tracker of these license, insurance, and tax-form documents and dates the owner has verified [paste]. Remind the office ahead of expiry. Draft please-send-an-updated-certificate requests from this wording [paste]. Do not confirm that a license or policy is valid, decide who may do licensed work, or give insurance or licensing advice. Do not send anything. Pause and show me before sending, quoting, booking, ordering or changing anything. Use only the sample or made-up information I provide; do not include real customer names, addresses or payment details.
Next step
Want this built? Book a free 30-minute consult
Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.