Sub and vendor paperwork for small construction companies
Outrigger Back Office collects and tracks subcontractor and vendor paperwork for small construction companies: W-9s and certificates of insurance (COIs) before they get paid, COI expiration dates, renewal requests and 1099 crew packets, all filed by sub in your own Google Drive.
How sub & vendor paperwork works with Outrigger
When you hire a sub or a 1099 crew, there is paperwork that should be in hand before the first check goes out. A W-9 so your CPA can do 1099s at year end. A current certificate of insurance. Most owners mean to get it, then the job starts, the crew needs paying on Friday, and the paperwork never shows up. By January, half the W-9s are missing and some COIs expired months ago.
We fix that by putting a step in front of payment. When you add a new sub or vendor, we send them a request from your billing email for their W-9 and COI, follow up until we have them, and file them in a folder for that sub. Our built-in automation checks COI expiration dates every weekday morning and we request renewals before they lapse.
Outrigger was set up and tested in the back office of a working civil sitework company in Georgia, where subs, haulers and 1099 crews come and go all season. We know how a missing COI holds up a check when it is your GC asking, and why you want the same paperwork from the people you pay. We work remotely with contractors anywhere in the U.S.
Best for
- Contractors who use subs, haulers or 1099 crews
- Owners missing W-9s every January
- Companies with expired sub COIs in the file
- GCs asking you for your subs' paperwork
- Crews that change from job to job
- Anyone who wants sub files in one place
What's included
W-9 collection
We request a W-9 from every new sub and vendor before their first payment, follow up until it comes in, and file it in their folder.
COI collection
We request a certificate of insurance from each sub, check that it is on file before they get paid, and save it by sub and by job.
Expiration tracking
Every COI expiration date goes on your tracker. Our built-in automation checks them each weekday morning, and a person reviews what is coming up.
Renewal requests
Before a sub's COI expires, we send a renewal request from your billing email and keep asking politely until the updated certificate arrives.
1099 crew packets
We send new 1099 crews a simple packet to fill out, collect it, and keep their paperwork with their payment records for year end.
Organized sub files
Every sub and vendor has a folder in your Google Drive with their W-9, COIs and agreements, so you can find anything in seconds.
What you do
- Tell us when you add a new sub or vendor
- Hold payment until paperwork is in
- Decide what insurance you require
- Send your sub list to your CPA at year end
W-9s, COIs and 1099s in plain English
Form W-9 gives a payer the name and taxpayer ID needed for 1099 reporting. It is much easier to get one before you pay someone than after. Form 1099-NEC is generally due to the IRS and to recipients by January 31. Your CPA handles the filing and decides who is an employee and who is a 1099 worker. We collect the paperwork so your CPA has what they need.
A certificate of insurance, or COI, proves a company carries insurance. GCs commonly ask for your COI, often naming them as additional insured, before they will pay you, and many contractors ask the same of their own subs. Subs' COIs expire and need to be kept current. What insurance you should require from subs is a question for your insurance agent; we track what you decide on.
Our process
Load your current subs
At setup we list your subs and vendors, note what paperwork is on file, and start requests for anything missing or expired.
New sub added
You text or email us when you bring on a new sub or vendor. We send their W-9 and COI request that day from your billing email.
Paperwork before payment
We flag any sub who is due a payment but is missing paperwork, so you can hold the check until it comes in.
Weekday renewal checks
Each weekday morning our built-in automation checks expiration dates. We send renewal requests ahead of time and track replies.
Year end handoff
In January we organize your sub list, W-9s and payment records so you can hand them to your CPA for 1099s.
Sub & Vendor Paperwork FAQ
How much does it cost to track sub W-9s and COIs?
Sub W-9 and COI collection is included in every Outrigger plan, and plans start at $699 a month. Essentials also includes 1099 crew packets. Standard is $999 a month and Full Office is $1,299 a month, with more invoices, change orders and other services. Plans are month to month. See the Plans page for details.
Do you file 1099s or decide who is a 1099 worker?
No. We do not file 1099s or any tax forms, and we do not decide who is an employee and who is a 1099 contractor. Your CPA does both. We collect W-9s and keep payment records organized so your CPA has what they need. We also do not contact your CPA for you; you send them the files.
How soon before a COI expires do you ask for a renewal?
We send renewal requests ahead of the expiration date on a schedule we set with you at setup, then follow up until the new certificate comes in. Our built-in automation checks expiration dates every weekday morning, and a person reviews what is coming up. Expired COIs show up on your Monday update.
Do you tell me what insurance my subs need?
No. We do not give insurance advice or decide what coverage your subs should carry. Your insurance agent, and sometimes your GC's contract, decides that. Once you tell us what you require, we request it, check that a certificate is on file, track the expiration date and request renewals.
What do I need to get started with sub paperwork?
You need a Gmail account and a list of your current subs and vendors. Requests go out from your own billing email, and files are kept in free Google Drive with a tracker in a free Google Sheet. Subs can email their documents or photos back. There is no new software to buy.
What if a sub never sends their W-9 or COI?
We keep following up politely from your billing email and show them as missing on your Monday update. We also flag them before a payment is due, so you can decide whether to hold the check. The decision to pay is always yours. We never hold or move your money.
Often paired with
Compliance & Documents
We keep your company's COI, W-9, licenses and registrations on file, remind you before anything lapses, and send your GC packet whenever a GC asks for it.
Learn morePay Apps & Lien Waivers
We set up your schedule of values, prepare monthly pay applications for you to sign, track retainage, and prepare and collect the lien waivers that go with each payment.
Learn moreBilling & Collections
We set up each job from your contract, send invoices within 1 business day of your request, track what is owed, and send polite reminders from your own billing email.
Learn more