Stop chasing subcontractor certificates and lien waivers
Every subcontractor sends a certificate of insurance, and many jobs need a lien waiver with every payment. Someone logs the dates in a spreadsheet. Then a certificate expires, nobody notices, and you find out when someone asks for it.
Sound familiar?
- Certificate and waiver dates live in a spreadsheet that 1 person keeps up.
- Expired certificates get caught late, or not at all.
- Payments go out before the waiver comes back.
- Your office manager sends the same reminder emails every week.
What it looks like after
An AI employee reads each certificate and waiver as it comes in, pulls out the dates, coverage and amounts, and logs them. It emails subs before anything expires, chases missing waivers, and flags a payment that should wait. Anything unusual, like coverage below the minimum you set, goes to your office manager.
How it works
Write the rules down
Required coverage, which waivers you need with each payment, and how early to remind. This becomes the AI employee's playbook.
Read and log
Plain automation collects the documents from email. AI reads them and fills in the log.
Remind and chase
Reminders go out on a schedule, written the way you would write them.
Hold for a person
Anything that touches a payment waits for a yes. The AI employee flags it, and a person decides.
Your apps. Works with the email you already use, a shared drive or your project management software, and a flag your accounting team can see before a payment goes out.
Questions people ask
- What is an AI employee?
- An AI agent that does 1 job every day from written procedures, and checks with a person on anything important. The lessons below explain it in about 2 minutes each.
- What if a certificate is a bad scan?
- Then it goes to a person. The AI employee is set up to flag what it cannot read, not to guess.
- Is this only for construction?
- No. Any company that has to keep vendor paperwork current, like insurance, licenses or contracts, has the same problem.
Other problems I fix
- Connect your CRM to your accounting software
Enter each customer and job once, and let the apps share it.
- Stop typing vendor invoices into accounting
AI reads each PDF invoice and drafts the bill for a person to approve.
- 1 dashboard for every job, budget and invoice
Hours, budget, billing and pipeline in 1 live view, on your phone too.