Question 1

Quick Start: Setting Up Your Workspace in 5 Minutes

Accepted Answer

Everything you need to launch SubDoc: naming your organization, inviting administrators, and importing your first subcontractor. Steps: 1. Complete Onboarding or Open Settings - When logging in for the first time, complete the Onboarding Wizard or navigate to Settings via the left navigation bar. 2. Configure Your Organization Identity - Under Settings -> General, enter your company name, verify your workspace URL slug, and select your local timezone. 3. Review Default Compliance Requirements - Under Settings -> Templates, review the pre-configured General and Construction templates to verify your standard policy limits. 4. Invite Your Teammates - Go to Settings -> Team Members, click "Invite Member", enter their email address, and select ADMIN or MEMBER. 5. Add Your First Subcontractor - Navigate to Vendors -> "+ Add Vendor", enter the company name and contact email, and assign an initial requirement template.

Question 2

Workspace Settings & Whitelabel Branding

Accepted Answer

Customize your company logo, portal theme colors, email banner preview, and mandatory Certificate Holder wording. Steps: 1. Access the Branding Tab - Navigate to Settings -> Branding from the sidebar navigation menu. 2. Upload Company Logo & Pick Brand Accent - Drag and drop your company logo. Select an accent color from the palette or enter a custom hex code (e.g. #0284c7). 3. Set Certificate Holder & Additional Insured Wording - Type your exact legal corporate entity name and business address in the "Certificate Holder Wording" block. 4. Preview Notification Emails - Click "Preview Email" to test how your logo, brand colors, and contact signature look on desktop and mobile clients. 5. Save Changes - Click "Save Settings". All newly generated portal links and emails will immediately reflect the new branding.

Question 3

Team Members, Roles & Workspace Access (Owner, Admin, Accounting, Treasury, Member, Viewer)

Accepted Answer

Only the Owner adds people, sets their role, and chooses which workspaces each person can open. Sole-owner safeguards included. Steps: 1. Open Team Members Settings - Navigate to Settings -> Team Members (or click the team icon in the top header). 2. Send an Invitation - Owners only: enter the teammate email, pick their role, and (if you own several workspaces) tick every workspace they should be able to open. They get one email; accepting it opens all the ticked workspaces. 3. Accepting the Invitation - The invitee receives an email with an acceptance button directing them to /invitation/accept to create their account or sign in. 4. Managing Existing Members and Workspace Access - Only Owners can change roles, resend or revoke invitations, and remove people. In Settings -> Team Members, the Workspace access card lists everyone across the workspaces you own: tick or untick a workspace to give or take away access, and set their role in each. Someone without access to a workspace cannot see it exists, or any of its vendors and subcontractors. Copy team adds everyone from one workspace to another in one step (handy for a new workspace). An Owner can also tick Team manager for an Admin or Accounting member: they can then add people, change roles and manage workspace access there, but never change Owners or other team managers, and never see billing.

Question 4

Multi-Workspace Management & Switching

Accepted Answer

How to manage distinct entities, subsidiaries, or regional divisions using isolated SubDoc workspaces. Steps: 1. Open the Workspace Switcher - Click on your organization name chip at the top left of the navigation bar or visit /workspaces. 2. Switching Between Workspaces - Select another workspace from your list. SubDoc instantly swaps tenant context, clearing cached data without logging you out. 3. Creating a New Workspace - Click "+ Create New Workspace". Enter the company name and URL slug. New workspaces start on the Starter plan by default.

Question 5

Adding a Single Vendor Profile

Accepted Answer

Step-by-step guide to adding an individual contractor, setting primary contacts, and choosing requirement templates. Steps: 1. Click "+ Add Vendor" - Navigate to Vendors from the sidebar and click the primary "+ Add Vendor" button at top right. 2. Enter Company and Contact Information - Provide the official company name, primary contact person name, and their direct email address. 3. Select Trade and Requirement Template - Assign the applicable trade and choose an operational compliance template (e.g. Construction & Trade, General Services, High Risk). 4. Choose Initial Email Trigger - Choose whether to send an immediate document request email with a portal link, or save as a draft checklist to review first.

Question 6

Bulk CSV Vendor Import & Formatting Guide

Accepted Answer

Import hundreds of subcontractors at once using CSV spreadsheets, with automated validation and error previewing. Steps: 1. Navigate to Vendor Import - Go to Vendors and click "Import CSV" at the top right, or visit /vendors/import. 2. Download the Template or Prepare Your CSV - Ensure your CSV column headers match: name, email, phone, trade, licenseNumber, requirementTemplate. 3. Upload and Validate File - Drag and drop your .csv file. SubDoc parses rows client-side and validates email formats and template names. 4. Review Valid vs Failed Rows - Examine the pre-import table. Valid rows show green badges. Any row with formatting issues is flagged with exact error reasons. 5. Confirm and Import - Choose whether to create checklists only or trigger request emails immediately, then click "Complete Import".

Question 7

Understanding the Vendor Health Score (0–100)

Accepted Answer

How SubDoc dynamically calculates contractor compliance health from 0 to 100 based on active policies and expiration dates. Steps: 1. Locate Health Score on the Vendor Profile - Open any vendor from /vendors. The Health Score gauge is prominently displayed on the Overview card. 2. Score Tiers Explained - The score reflects real-time compliance readiness: 3. How to Restore Score to 100 - Approve pending renewal certificates, upload missing required documents, or grant temporary administrative waivers.

Question 8

Setting Payment Holds on At-Risk Vendors

Accepted Answer

Manually freeze invoice payouts for disputed vendors and export payment-hold rosters to QuickBooks or Sage. Steps: 1. Open the Vendor Profile - Navigate to Vendors and select the subcontractor. 2. Toggle Payment Hold - In the top-right action bar of the vendor overview, toggle the "Payment Hold" switch. 3. Confirm the Hold - Confirm the action in the prompt. The vendor receives a red "PAYMENT HOLD" badge across the entire platform. 4. Review System Impact - While on payment hold, all pending and future invoices submitted by this vendor are locked in Accounts Payable and cannot be paid.

Question 9

Creating & Customizing Requirement Templates

Accepted Answer

Build tailored insurance requirement rule sets for different contractor tiers, trades, or risk profiles. Steps: 1. Navigate to Requirement Templates - Go to Settings -> Templates tab. You will see default system presets (General, Construction, Property Management). 2. Click "+ Add Template" or Duplicate - Click "+ Add Template" to start from scratch, or click "Duplicate" on an existing template to create a variant (e.g. "Tier 1 High-Risk Subcontractors"). 3. Add Required Document Rules - Click "+ Add Requirement" and pick a document type: Commercial General Liability, Automobile Liability, Workers' Compensation, Umbrella / Excess Liability, W-9, or Custom Document. 4. Set Due Dates & Grace Days - Specify how many days after onboarding the document is due (default: 14 days), and enable auto-reminders. 5. Save Template - Click "Save Template". You can now assign this template to any new or existing vendor.

Question 10

Configuring Policy Limits & Sub-Limits

Accepted Answer

How to set dollar thresholds for Each Occurrence, General Aggregate, Products/Completed Operations, Combined Single Limit, and Employers Liability. Steps: 1. Select a Requirement Row in the Template Editor - Open a template under Settings -> Templates and locate an insurance coverage (e.g. Commercial General Liability). 2. Expand the Policy Sub-Limits Grid - Click to expand the limits configuration table for that coverage line. 3. Define Minimum Limits - Enter minimum required amounts for each standard ACORD line: 4. Save Requirements - Click "Save". SubDoc AI OCR will automatically benchmark uploaded certificates against these exact minimums.

Question 11

Mandatory Endorsement Rules (Additional Insured, Waiver of Subrogation, P&NC)

Accepted Answer

Enforce Additional Insured (CG 20 10 / CG 20 37), Waiver of Subrogation, and Primary & Non-Contributory endorsements. Steps: 1. Open Coverage Settings - In Settings -> Templates, edit a coverage row (e.g. Commercial General Liability). 2. Toggle Mandatory Endorsements - Check the required endorsements for this coverage: 3. Review Additional Insured Wording Check - Ensure your corporate Certificate Holder legal name is configured under Settings -> Branding. SubDoc will verify verbatim text matching.

Question 12

Setting Up Non-Insurance Requirements (W-9, Trade Licenses, Safety Plans)

Accepted Answer

How to mandate tax forms, state contractor licenses, safety certifications, and custom compliance files. Steps: 1. Add a Non-Insurance Requirement - In Settings -> Templates, click "+ Add Requirement". 2. Select Document Type - Choose W-9 Taxpayer Form, Active Contractor License, OSHA Safety Certificate, or Custom Document. 3. Configure Expiration Tracking - For licenses and safety certificates, toggle "Requires Expiration Date". W-9 forms typically do not expire. 4. Provide Instructions to the Vendor - Add instructions (e.g. "Upload your current state electrical contractor license with active license number").

Question 13

How Vendors Upload Documents (Passwordless Vendor Portal)

Accepted Answer

How subcontractors access their secure, zero-login upload checklist to submit ACORD 25 certificates and business documents. Steps: 1. Receive Email Request - The subcontractor receives an email from SubDoc with a "Review & Upload Documents" button. 2. Open the Secure Magic Link - Clicking the button opens /portal/[token]. No username, password, or account registration is ever required. 3. View Requirements Checklist - The vendor sees an itemized checklist of requested items (e.g. ACORD 25 Certificate of Insurance, W-9, Trade License) with due dates. 4. Upload Documents - Drag and drop PDF or image files (PNG, JPG, JPEG, WEBP up to 25 MB). SubDoc displays real-time upload progress. 5. Confirmation - Once uploaded, the status changes to "Awaiting Review". The vendor can view their uploaded file or retract it within 10 minutes.

Question 14

Broker Delegation: Letting Insurance Agents Upload Directly

Accepted Answer

Allow subcontractors to delegate COI requests directly to their insurance broker or agent with one click. Steps: 1. Subcontractor Clicks "Invite Insurance Broker" - On their upload portal page (/portal/[token]), the vendor clicks the "Invite Insurance Broker" button beside any insurance requirement. 2. Enter Broker Details - The vendor enters their insurance agent or broker email address and clicks "Send Request to Broker". 3. Broker Receives Direct Access Link - The broker receives an email containing a dedicated broker portal token (/portal/broker/[token]). 4. Broker Uploads ACORD 25 Form - The broker opens the link, reviews the requested Certificate Holder wording and required limits, and uploads the final ACORD 25 PDF.

Question 15

The 10-Minute Upload Retraction Grace Period

Accepted Answer

How subcontractors can retract and replace an accidentally uploaded file within 10 minutes before review begins. Steps: 1. Upload a File on the Portal - After uploading a document on /portal/[token], a 10-minute timer begins. 2. Click "Retract" - If the wrong file was uploaded (e.g. an outdated certificate or draft), click the "Retract" button beside the uploaded file. 3. Replace the File - The retracted file is removed from the active queue, allowing the vendor to immediately upload the correct document.

Question 16

AI OCR Scanning & Field Extraction (ACORD 25 / 28)

Accepted Answer

How SubDoc parses multi-page insurance certificates to extract carriers, policy numbers, effective/expiration dates, sub-limits, and endorsements. Steps: 1. Automated Ingestion - When a PDF or image is uploaded via the vendor or broker portal, SubDoc sends the document to its high-precision OCR pipeline. 2. Extraction Fields - The engine extracts: 3. Pre-Filling Review Data - All extracted values are formatted and populated into the admin review screen, eliminating manual data entry.

Question 17

Side-by-Side Review Screen & Pass/Fail Limit Verification

Accepted Answer

How to verify uploaded certificates side-by-side with OCR data, review Pass/Fail limit badges, and check Additional Insured wording. Steps: 1. Open a Document for Review - From the Dashboard Attention List or Compliance Center (/compliance), click "Review" on any item in "Awaiting Review" status. 2. Inspect Side-by-Side View - The left pane displays the high-resolution multi-page PDF canvas. The right pane displays the extracted metadata. 3. Check Policy Limits (PASS / FAIL / NOT CHECKED) - Review the automated limit audit table: 4. Check Additional Insured Wording Verdict - Inspect the Additional Insured wording card: 5. Verify Endorsements - Toggle the admin checkboxes for Additional Insured, Waiver of Subrogation, and Primary & Non-Contributory if manual confirmation is needed. 6. Submit Decision - Click "Approve Document" to mark the vendor compliant, or "Reject Document" to send back for corrections.

Question 18

Combined ACORD 25 Review (Approving Multiple Policies in One Click)

Accepted Answer

How one uploaded ACORD 25 certificate carrying multiple coverages resolves all underlying sibling requests in a single approval action. Steps: 1. Understanding Sibling Coverages - A single ACORD 25 certificate typically covers General Liability, Automobile Liability, Umbrella Liability, and Workers' Compensation. 2. Unified Dashboard Grouping - On your Dashboard, certificate siblings are grouped into ONE row titled "ACORD Certificate of Insurance (ACORD 25) Pending Review". 3. Single Review Action - Open the review modal and click "Approve Document". SubDoc cascades the approval across every valid policy line on that certificate simultaneously.

Question 19

Rejecting a Document & Automated Vendor Notification

Accepted Answer

How to reject invalid certificates with pre-set reasons and custom notes, automatically emailing the subcontractor with a re-upload link. Steps: 1. Click "Reject Document" - In the document review modal, click the red "Reject Document" button. 2. Select Rejection Reasons - Pick one or more pre-set rejection reasons: 3. Add Custom Instructions - Enter an optional note explaining the issue to the subcontractor (e.g. "Please have your broker re-issue with Acme Construction LLC as Additional Insured"). 4. Confirm Rejection - Click "Send Rejection Notice". SubDoc immediately dispatches an automated notification email to the vendor.

Question 20

Granting Temporary Waivers & Compliance Overrides

Accepted Answer

How to grant temporary compliance extensions or waivers for trusted subcontractors while waiting on updated paperwork. Steps: 1. Open the Waive dialog - In the Compliance Center or on the vendor's Checklist, click "Waive" on the requirement. It is the same action in both places. 2. Optional: make it temporary - Tick "Set waiver expiration date" and choose a date (e.g. 14 days out) to give the subcontractor time to send their renewed policy. 3. Give a reason - Enter a short explanation (e.g. "Renewal in progress with broker; temporary waiver authorized by Operations"). 4. Confirm the waiver - Click "Confirm Waiver". The requirement counts as satisfied; you can revoke the waiver later from the vendor page.

Question 21

Creating a Signing Template & Uploading PDFs

Accepted Answer

Upload PDF agreements, subcontracts, and onboarding packets into SubDoc to create reusable signing templates. Steps: 1. Navigate to the Signing Hub - Click "Signing" in the main navigation bar. Switch to the "Templates" tab. 2. Click "+ Upload Template" - Click "+ Upload Template" or drag your blank PDF into the upload area. 3. Set Template Properties - Enter a descriptive template name (e.g. "Master Subcontractor Agreement 2026"). 4. Configure Invoicing & Filing Automation - Configure optional automations: 5. Save and Launch Field Editor - Click "Save Template". The visual drag-and-drop field placement editor opens automatically.

Question 22

Placing Form Fields: Signatures, Initials, Date, Text, Checkboxes & Checkmarks

Accepted Answer

Visual drag-and-drop field editor guide covering all 7 field types, sizing, role assignment, and sender pre-filling. Steps: 1. Open the Template Editor - Click on any template in /signing to enter the visual editor (/signing/templates/[id]). 2. Understand the Field Palette - The left sidebar provides 7 field types designed for contracts and tax forms: 3. Drag and Drop Fields - Drag any field from the palette directly onto the PDF page. Drag to reposition, or pull the corner handle to resize. 4. Assign Field to a Signer Role - Select the placed field. In the field inspector, assign which role fills this field (e.g. Signer 1, Signer 2, or Sender). 5. Configure Sender-Filled Fields - If you select "Sender fills this before sending", you can specify a default value or leave it blank to fill during the send flow. 6. Save Changes - Click "Save Fields" at top right. Fields are saved in resolution-independent normalized coordinates (0..1).

Question 23

Configuring Comb Fields (SSN / EIN Grouped Character Grids)

Accepted Answer

Place and configure character-divided comb boxes with custom grouping patterns (e.g. 3-2-4 for SSN, 2-7 for EIN). Steps: 1. Drag "Comb Field" from the Palette - In the template editor, drag the "Comb Field" icon onto your document (ideal for W-9 Part I Taxpayer Identification Number). 2. Set Cell Count - In the right-hand properties sidebar, enter the total number of character cells (e.g. 9 for SSN or EIN). 3. Configure Group Pattern - Enter a hyphen-separated grouping pattern to match pre-printed document boxes: 4. Verify Layout on Canvas - The editor immediately renders the exact cell boundaries and gaps over your PDF background.

Question 24

Setting Up Multi-Signer Roles & Sequential Signing Order

Accepted Answer

Configure up to 8 signing roles across internal teammates, vendor contacts, and custom email addresses with sequential routing. Steps: 1. Open Roles Manager in Template Editor - In /signing/templates/[id], locate the "Signer Roles" section at the top of the sidebar. 2. Add Roles and Party Types - Click "+ Add Role". Specify a descriptive label and select the Party Type: 3. Configure Sequential Signing Order - Arrange roles in order using the up/down arrows (1st, 2nd, 3rd):

Question 25

Sending a Signature Request or Multi-Document Packet

Accepted Answer

How to dispatch single templates or bundled signing packets to subcontractors with custom messages and due dates. Steps: 1. Click "Send Request" - From the Signing Hub (/signing), click "+ Send Request" at top right. 2. Select Document or Packet - Choose a single template, or select a multi-document Signing Packet (bundles multiple documents like Agreement + W-9 + Safety Rules into one envelope). 3. Select Vendor & Project - Choose the recipient subcontractor. If the document is tied to a specific project (e.g. Exhibit A), select the project. 4. Assign Signers to Roles - Verify each role is assigned to a real person. The vendor contact email is pre-filled automatically but can be overridden for this send. 5. Fill Sender Fields (fillBy: SENDER) - If the template includes sender-filled fields (contract amount, effective dates), enter these values now before sending. 6. Send Envelope - Add an optional custom message and due date, then click "Send Request".

Question 26

The Signer Experience (Drawing, Typing, Blue/Black Ink, Declining)

Accepted Answer

What signers experience when opening a signing link: drawing or typing signatures, ink colors, comb fields, and declining. Steps: 1. Open Signing Link - The recipient clicks the link in their email to access /sign/[token]. No login or password is required. 2. Document Review & Field Navigation - The document renders with interactive fields highlighted in amber or blue. Clicking "Start" or pressing Tab navigates to the first required field. 3. Signing and Initialing - Clicking a signature field opens the Signature Modal: 4. Filling Form and Comb Fields - Fill text boxes, check applicable checkmarks, and enter tax IDs in comb grids. 5. Submit or Decline - Click "I Agree & Finish" to finalize. Alternatively, signers can click "Decline to Sign", enter a reason, and return the document unsigned.

Question 27

Completed Documents, Auto-Filing to Vendors & Audit Trail Verification

Accepted Answer

How completed signing requests flatten into secure PDFs, append SHA-256 audit certificates, and auto-file to vendor profiles. Steps: 1. Automatic PDF Flattening - Once all signers in the sequential order have submitted, the SubDoc completion engine stamps every value onto the original PDF and flattens all form fields. 2. Tamper-Evident Audit Certificate - A certificate of completion audit page is appended to the final PDF containing: 3. Vendor Profile Auto-Filing - If the template was configured with an auto-file destination (e.g. W-9 or Trade License), the signed document is automatically filed under the vendor's profile. 4. Exhibit A Creation for Invoicing - If the template had "Produces Exhibit A" enabled, an ExhibitA row is created automatically, linking to the vendor and project for AP verification. 5. Download & Distribution - A finalized copy is emailed to all signing parties as an attachment and remains permanently downloadable from /signing and /documents.

Question 28

Creating Projects & Assigning Subcontractors

Accepted Answer

Organize subcontractors by job site or general contract, assign contract values, and manage project documents. Steps: 1. Create a Project - Navigate to Projects (/projects) and click "+ New Project". Enter the project name and optional job number. 2. Assign Subcontractors - Open the project detail page (/projects/[id]) and click "+ Add Vendor to Project". 3. Set Contract Values - Enter the agreed contract dollar amount for each vendor (e.g. $125,000). This establishes the budget baseline for AP invoice tracking.

Question 29

Project Compliance Overview & Expiration Tracking

Accepted Answer

Monitor project-specific compliance percentages, active contractor policies, and upcoming expirations by job. Steps: 1. Open Project Dashboard - Navigate to Projects -> Select Project. The top metric cards show Total Vendors, Compliant Count, Expiring Soon, and Expired policies. 2. Review the Project Punch List - Below the metrics, review the itemized punch list showing exactly which subcontractors have expired policies or unfulfilled requirements on this job. 3. Export Project Summary - Click "Export Report" to generate a client-ready PDF or CSV compliance summary for project owners or lenders.

Question 30

1-Click Batch Reminders for Non-Compliant Project Subcontractors

Accepted Answer

Chase all non-compliant or expiring subcontractors on a specific job site with a single click. Steps: 1. Open the Project Page - Open the project detail page (/projects/[id]). 2. Click "Send Reminders to Non-Compliant" - Click the "Send Reminders" action button at the top right of the project roster. 3. Automated Delivery - SubDoc identifies every non-compliant vendor assigned to the project and dispatches renewal emails with fresh portal tokens.

Question 31

Managing Contract Values, Change Orders & Project Documents

Accepted Answer

Log contract value adjustments, upload signed change order files, and maintain job document repositories. Steps: 1. Locate Subcontractor in Project - In /projects/[id], locate the subcontractor in the Project Vendors list. 2. Click "+ Add Change Order" - Enter the change order description (e.g. "Additional wiring on 3rd floor") and the amount (positive for additions, negative for credits). 3. Attach Backup Document - Upload the signed change order PDF or work directive. 4. Save Change Order - The adjusted contract value updates dynamically, adjusting remaining billable balance on the Invoicing page.

Question 32

Invoicing & Accounts Payable (AP) Overview

Accepted Answer

The end-to-end invoice lifecycle: requesting bills, subcontractor upload, compliance checks, AP approvals, and payment issuance. Steps: 1. Understanding the Pipeline - SubDoc bridges the gap between field operations and accounts payable through a 4-step workflow: 2. Access Roles - Invoicing is accessible to OWNER, ADMIN and ACCOUNTING roles. TREASURY sees Accounts Payable only, where it marks scheduled invoices paid or unschedules them. On the Approved for Payment tab, approvers can Decline an invoice with a required note: it returns to Pending on the Invoicing page with the note shown, and whoever approved it is emailed. VIEWERS and general MEMBERS have no invoicing access. If you pay for several workspaces, Accounts Payable has an "All my workspaces" switch: one list across every company, each invoice still handled in its own workspace with your role there.

Question 33

Requesting Invoices from Subcontractors

Accepted Answer

How Project Directors issue invoice requests tied to projects and contract values. Steps: 1. Click "+ Request Invoice" - From /invoicing or the project detail page, click the "+ Request Invoice" button. 2. Select Project and Subcontractor - Pick the relevant project and vendor. The vendor's current contract balance is displayed for reference. 3. Enter Amount and Note - Specify the requested bill amount and add an optional note (e.g. "Draw #3 for rough plumbing milestone"). 4. Send Invoice Request - Click "Send Request". SubDoc emails the vendor contact with an invitation to submit their invoice.

Question 34

Subcontractor Invoice Submission via Portal

Accepted Answer

How subcontractors upload invoices, specify invoice numbers, and track approval status without logging in. Steps: 1. Access the Portal Invoices Tab - The subcontractor opens their portal link (/portal/[token]) and clicks the "Invoices" tab, or navigates to /portal/[token]/invoices. 2. Upload Invoice Document - Drag and drop the invoice PDF (up to 25MB). 3. Enter Invoice Details - Enter the invoice number from the bill and the total billed amount. 4. Submit for Processing - Click "Submit Invoice". The invoice enters the contractor's Invoicing Review Queue.

Question 35

Invoicing Review Queue: Submitting for Payment vs Declining

Accepted Answer

Review submitted invoices against Exhibit A terms, submit approved bills to Accounts Payable, or decline with feedback. Steps: 1. Open Invoicing Page - Navigate to Invoicing (/invoicing). The table lists all submitted invoices with vendor name, project, amount, and status. 2. Review Invoice & Matched Exhibit A - Click on an invoice to view the uploaded PDF alongside the matched Exhibit A or contract terms. 3. Approve for Payment - If the invoice amounts and deliverables match, click "Approve for Payment". The invoice moves to the Accounts Payable queue (/invoicing/ap). 4. Declining an Invoice - If billing is incorrect, click "Decline Invoice". Enter a detailed decline reason (e.g. "Billed amount exceeds contract line item").

Question 36

Accounts Payable (AP) Queue & Marking Invoices Paid

Accepted Answer

The Accounts Payable queue: checking final compliance blocks, issuing payment confirmation, and un-approving misclicks. Steps: 1. Open Accounts Payable - Navigate to Invoicing -> Accounts Payable (/invoicing/ap). This queue contains every approved invoice that has not been paid yet. 2. Optional: Schedule Before Paying - If your workspace has "Require scheduling before payment" turned on (Settings -> Workspaces), the page has two tabs. Click "Schedule for Payment" on the Approved for Payment tab to move an invoice to the Scheduled for Payment tab; "Mark as Paid" is available there. Owners and admins can turn this on for every workspace at once. 3. Verify Payment Gate Readiness - Ensure the vendor has a green COMPLIANT badge. If insurance expired after approval, the row is locked with a "Compliance Hold" warning. 4. Mark Paid - Once accounting releases the payment (check, ACH, or wire), click "Mark as Paid". The invoice transitions to PAID. 5. Misclick Recovery - Every step can be undone one step at a time: "Unschedule" moves a scheduled invoice back to Approved for Payment, and "Un-approve" moves an approved invoice back to Pending on /invoicing.

Question 37

Automated Compliance Gate: How Non-Compliant Vendors are Blocked from Payment

Accepted Answer

Understand SubDoc's strict 3-way compliance lock that halts payouts when insurance expires or payment holds are active. Steps: 1. The Three Payment Blocker Triggers - SubDoc automatically blocks approving, scheduling, or paying an invoice if: 2. Error Code: PAYMENT_BLOCKED - Clicking "Approve for Payment" or "Mark as Paid" on a blocked invoice returns a PAYMENT_BLOCKED error naming the exact violation. 3. Owner Override Authority - Only workspace users with the OWNER role see an "Override & Proceed Anyway" button in the confirmation dialog. ADMIN and MEMBER roles cannot bypass this gate.

Question 38

How Expiration Alerts Work (90, 60, 30, 14, 7 Days & Expired)

Accepted Answer

SubDoc emails your team automatically before vendor insurance and documents expire. Vendors are only emailed when you send them a reminder. Steps: 1. Daily Background Check - Once a day SubDoc checks every tracked policy and dated document in your workspace for upcoming expirations. 2. Alerts to Your Team Before Expiry - Owners, Admins and Members are emailed at each interval turned on in Settings -> Reminders (Accounting and Viewers are not): 3. Final Escalation (Business plan) - If a certificate stays expired, Owners and Admins get one final escalation email per vendor. After that SubDoc stops emailing about it, so nobody is spammed. 4. Reminding the Vendor - Vendors are never emailed automatically. When you are ready, click "Send Reminder" on the dashboard or the vendor page: the vendor gets a secure upload link and can forward it to their insurance broker. 5. No Duplicates - Each alert is sent once per certificate and interval, so a missed daily run never produces a burst of repeats.

Question 39

Customizing Renewal Notification Schedules

Accepted Answer

Turn specific alert intervals on or off to set when your team is emailed before an expiration. Steps: 1. Open Reminder Settings - Navigate to Settings -> Reminders. 2. Toggle Reminder Days - Toggle specific reminder intervals on or off (e.g. enable 90-day reminders for complex enterprise policies, disable 60-day). 3. Preview Email Templates - Click "Preview Email" on any reminder tier to see the exact message wording, branding, and button layout. 4. Save Schedule - Click "Save Schedule" to update your workspace notification rules.

Question 40

Scheduled Executive PDF Compliance Digests (Weekly & Monthly)

Accepted Answer

Receive whitelabeled PDF compliance digests summarizing active risk, upcoming expirations, and review queues in your inbox. Steps: 1. Access Report Settings - Go to Settings -> Reports. 2. Configure Delivery Frequency - Enable "Weekly Compliance Digest" (delivered every Monday morning) and/or "Monthly Risk Summary". 3. Add Report Recipients - Specify which email addresses (e.g. Risk Manager, CFO, General Counsel) should receive the attached PDF reports. 4. Sample Report Content - The generated executive PDF report contains your corporate logo, overall compliance rate, high-risk non-compliant vendors, upcoming 30-day expirations, and pending review counts.

Question 41

Connecting & Configuring QuickBooks Online (Two-Way Sync)

Accepted Answer

Connect your QuickBooks Online company to automatically sync vendor records, attach COIs, and write back compliance status. Steps: 1. Access Integrations Settings - Navigate to Settings -> Integrations and locate the QuickBooks Online panel. 2. Click "Connect QuickBooks" - Click the green "Connect to QuickBooks" button. You will be redirected to Intuit's official OAuth authorization screen. 3. Authorize Company File - Select your QuickBooks company and click "Authorize". Once authenticated, you are redirected back to SubDoc. 4. Review Connection Status - The panel displays your connected company name, realm ID, and token status. Connection tokens are encrypted at rest using AES-256-GCM.

Question 42

QuickBooks Vendor Matching, Staged Import & Write-Back Settings

Accepted Answer

How SubDoc matches QuickBooks vendors (Exact, Likely, New) and writes compliance notes, COI attachments, and payment hold statuses back to QBO. Steps: 1. Initial Staged Vendor Matching - SubDoc pulls vendors from QuickBooks into a review stage without auto-creating anything: 2. Configure Write-Back Toggles - Configure optional automated write-backs to QuickBooks (all default to OFF): 3. Ongoing Two-Way Synchronization - When a vendor is updated in QuickBooks, Intuit webhooks push updates to SubDoc. Fields edited locally in SubDoc remain protected by local overrides.

Question 43

Syncing Expirations to Google Calendar

Accepted Answer

Keep your team aligned by automatically syncing upcoming and overdue policy expirations to your Google Calendar. Steps: 1. Connect Google Calendar - Navigate to Settings -> Integrations and click "Connect Google Calendar". 2. Grant OAuth Access - Sign in with your Google account and grant calendar event permissions. 3. Automatic Cross-Workspace Sync - Once authorized, SubDoc automatically syncs events across all your active workspaces. Events are created for expiring policies at 30, 14, and 7 days.

Question 44

Exporting Payment Hold CSVs for QuickBooks & Sage

Accepted Answer

Generate a clean payment-hold list for accounting systems to ensure no non-compliant subcontractors are paid. Steps: 1. Click "Payment Hold Export" - At the top-right of the Compliance Center (/compliance) or Invoicing page, click the "Payment Hold Export" button. 2. Download CSV - SubDoc generates a CSV containing every vendor with an active payment hold, expired policy, or non-compliant status. 3. Import to Accounting - Import or cross-reference this list in QuickBooks Desktop, Sage 100/300, or your ERP before running check runs.

Question 45

Plan Tiers (Starter vs Pro vs Advanced) & Usage Quota Tracking

Accepted Answer

Understand capacity limits for tracked vendors, team seats, workspaces, AI OCR extractions, and document signings. Steps: 1. Review Plan Comparison - SubDoc provides three tiers tailored to subcontractor volume: 2. Check Real-Time Usage Meters - Under Settings -> Billing, the left-hand column displays live progress meters for Vendors, Seats, Workspaces, Storage, Emails, OCR Extractions, Projects, Invoices, and Signings. 3. Quota Exceeded Alerts - If an action exceeds your plan quota (e.g. adding vendor #101 on Pro), a modal appears explaining the limit with a 1-click upgrade option.

Question 46

Managing Subscriptions & Invoices via Paddle Customer Portal

Accepted Answer

How to upgrade plans, update payment credit cards, and download sales tax / VAT receipts through the Paddle Customer Portal. Steps: 1. Open Settings -> Billing - Navigate to Settings -> Billing from the left sidebar navigation. 2. Upgrading or Switching Billing Cycles - Select Monthly or Annual (Save 50%). Click "Upgrade to Pro" or "Upgrade to Advanced". The Paddle checkout overlay opens securely. 3. Launch Paddle Customer Portal - Existing subscribers can click "Manage Subscription / Update Card". This mints a secure Paddle session URL allowing you to update payment cards or view billing history. 4. Download Historical Invoices & Receipts - Inside the portal, click on any past billing transaction to download standard PDF tax invoices with itemized VAT/sales tax numbers. 5. Cancellation & Downgrade Flow - Click "Downgrade to Free" if you need to pause your plan. SubDoc retains your compliance history and past documents.

Question 47

Troubleshooting: Why is a Vendor Still Marked Non-Compliant?

Accepted Answer

The top 5 reasons a subcontractor shows non-compliant even after documents have been uploaded, and how to fix them. Steps: 1. Check 1: Document is Still Awaiting Review - Subcontractor uploads do not automatically grant compliance. An administrator must open /compliance, verify the document, and click "Approve Document". 2. Check 2: Policy Expiration Date Has Passed - Inspect the expiration date on the policy. If the date is in the past, the status switches to EXPIRED regardless of prior approval. 3. Check 3: Limit Shortfall (FAIL Status) - Open the document review screen. If an extracted limit is lower than your requirement template threshold (e.g. $500k vs $1M required), the policy fails compliance. 4. Check 4: Missing Required Endorsements - If your template mandates Additional Insured, Waiver of Subrogation, or Primary & Non-Contributory, the certificate must verify those endorsements. 5. Check 5: Missing Other Template Requirements - A vendor status reflects the WORST state of all their requirements. If a COI is approved but an required W-9 or Trade License is missing, the vendor remains NON_COMPLIANT.

Question 48

Troubleshooting: Why is an Invoice Payment Blocked?

Accepted Answer

Diagnose and resolve PAYMENT_BLOCKED errors in Accounts Payable due to expired insurance, missing endorsements, or manual holds. Steps: 1. Inspect the Error Modal - When clicking "Mark Paid" fails with PAYMENT_BLOCKED, read the specific reason in the modal prompt. 2. Resolution 1: Vendor Has an Expired Policy - Navigate to the vendor profile. Request an updated ACORD 25 renewal or grant a temporary compliance waiver if authorized. 3. Resolution 2: Vendor is on Manual Payment Hold - If paymentHold is true, verify whether any internal dispute exists. An Admin or Owner can toggle Payment Hold off on the vendor overview. 4. Resolution 3: Owner Override - If payment must be released immediately despite an outstanding requirement, a user with the OWNER role can click "Override & Proceed Anyway".

Question 49

Troubleshooting: Resolving Expired Portal Links & Reminders

Accepted Answer

What to do when a subcontractor reports an expired portal or signing link, and how to reissue fresh tokens. Steps: 1. Understanding Token Expiration - For security, public upload portal links carry an active lifetime (30 days). Signing tokens carry a 90-day backstop. 2. Reissuing a Vendor Upload Link - Navigate to the vendor profile or /compliance. Click "Send Reminder". SubDoc immediately mints a fresh token and emails the vendor. 3. Reissuing an E-Signing Link - In /signing, locate the in-flight request. Click the bell icon ("Remind Current Signer"). A fresh signing notification is emailed to the active signer. 4. Checking Email Deliverability - Ensure the recipient checks their spam or promotions folder. SubDoc delivers emails via verified SPF/DKIM authenticated domains.

Question 50

Troubleshooting: Resolving OCR Extraction Discrepancies

Accepted Answer

How to handle low-resolution scans, unprinted policy numbers, or uncommon carrier names during document review. Steps: 1. Manual Field Overrides in Review - Every OCR field in the side-by-side review screen is completely editable by administrators. If a carrier name or limit was cut off, simply click the field and type the correct value. 2. Unreadable or Blurry Uploads - If a contractor uploaded an illegible smartphone photo, click "Reject Document", select "Illegible / Incomplete Document", and request a digital PDF scan. 3. Multiple Insurers on One Certificate - ACORD 25 certificates list insurers A, B, C, D, E. Verify that each coverage line (GL, Auto, WC) references the correct insurer letter corresponding to the carrier header.

Watch: SubDoc Automated Compliance & Verification in Action