Push overflow work to the right subcontractor in seconds, with a hard stop when their insurance certificate or license has expired. You get the coverage you need on busy weeks without discovering after an incident that a certificate lapsed in March.
A live Taskade Genesis app is embedded on this page. Move a job to a subcontractor, watch the compliance check fire, then use it and a running copy is yours in about ten seconds. The finished workflow is right there to try.
That app is the License Manager Dashboard, a live Taskade Genesis app you can click through and clone in about ten seconds. It is not a subcontractor compliance gate out of the box, so treat it as the starting point: clone it, then carry its license and certificate checks across and describe the rest of this build to Taskade Genesis.
The build is a real subcontractor register plus a work assignment board. Each subcontractor carries their trades, their coverage area, their rates, their insurance certificate with an expiry date, their license numbers with expiry dates, their W-9 or equivalent, and their performance history. Assignment checks compliance before the job can move, so an expired certificate blocks the assignment and opens a document request instead. Completed subcontractor jobs carry their own cost, which feeds job costing accurately rather than being discovered on an invoice weeks later.
Work the sub network in whichever layout fits:
- Board view for the assignment wall, columns for available, offered, accepted, in progress, and complete
- Table view for the compliance register with every expiry date visible at once
- Calendar view to see which documents expire in the next sixty days
- List view for one subcontractor full record and history
- Plus Mind Map, Gantt, and Org Chart across the 7 project views
Automations enforce the rules without a person policing them. With Taskade automations, a certificate approaching expiry opens a renewal request thirty days out, an expired document removes that subcontractor from the assignable pool, and an accepted job sends the scope, the site, and the required documentation standard. Across 100+ bidirectional integrations, email and forms pull certificates in while Slack and email push offers and reminders out. See the forms trigger and document intake.
The AI agents inside carry 34 built-in tools including file analysis, persistent memory, web search, custom slash commands, and multi-agent collaboration. The Compliance agent reads an uploaded certificate, pulls out the policy number, the carrier, the coverage limits, and the expiry date, and files them as fields, so nobody has to open a PDF to find out whether coverage is adequate.
Use the app, invite your operations lead, and the register, the documents, and the performance history are yours.
Browse live vendor management apps in the Community Gallery, start a build at Taskade Genesis, or read about app users and sign-in. Overflow originates from technician dispatch, and subcontractor cost lands in job profitability by crew.
Subcontractor compliance almost always lives in one person email, and it works right up until that person is on holiday during the week you need extra coverage. Moving certificates into a register with expiry dates turns a personal responsibility into a system rule, and blocking assignment on expiry is what makes the rule real. It also changes the relationship for the better. Subcontractors get a clear, predictable request thirty days before expiry instead of an urgent call, and the good ones appreciate working with a company whose paperwork is as organized as their own.
Frequently Asked Questions
Can subcontractors see only their own jobs?
Yes. Permissions are set per project and per view, so a subcontractor sees the work offered to them and nothing about your other customers, crews, or pricing. On Business plans and above you can give them a branded sign-in portal.
How does it read an insurance certificate?
You upload the certificate and the agent reads the carrier, the policy number, the coverage limits, and the expiry date into fields, keeping the original document attached for proof. That turns a folder of PDFs into a compliance dashboard.
What stops an expired sub from getting work?
The assignment itself. If a required document is expired, the subcontractor drops out of the assignable pool and the app explains exactly which document is the problem, so the fix is obvious.
Can I compare subcontractors on more than price?
Yes. Callback rate, on-time arrival, customer rating, and documentation quality are all tracked per subcontractor, so the cheapest option is visibly not always the best one.
Does it handle different rates per trade or per region?
Yes. Rates are recorded per subcontractor and per service type, and the agreed rate for a job is stamped on the job so the invoice reconciliation is not a negotiation later.
How do subcontractors submit their completed work?
The same way your own crew does: photos, notes, parts, and time on the job record, using the documentation standard you sent with the offer. Consistency is what makes subcontracted work invisible to the customer.
What if I use the same person as both employee and sub?
Keep them as separate records with different rate structures and compliance requirements, and the reporting keeps the two streams distinguishable, which matters at year end.
Can subcontractors upload their own documents?
Yes. A request sends them a link, they upload the certificate, and the details are read into fields with the document attached. That removes the email chase entirely and puts the responsibility where it belongs.
