Insurance and License Expiration Tracking
Working with a subcontractor whose insurance has lapsed is a liability nightmare waiting to happen. BuilderMate automatically tracks expiration dates for your subcontractors' insurance and bonds, and sends you alerts before anything expires — so you can take action before it becomes a problem.
Who Can Access This
Admin and Team Member can view and manage subcontractor insurance and bond information.
Why This Matters
Many jurisdictions require subcontractors to carry active liability insurance and bonds before they can work on a job site. If a sub's coverage lapses and something goes wrong — an injury, property damage, a faulty installation — your company could be on the hook. Expiration tracking takes the guesswork out of compliance and protects your business.
Setting Expiration Dates
When you add or edit a subcontractor, you'll find two key date fields:
- Liability Insurance Expiration — When their general liability insurance policy expires.
- Bond Expiration — When their surety bond expires.
How to Set Them
- Navigate to Subcontractors from the sidebar.
- Click the subcontractor's name to open their profile.
- Edit their record and fill in the Liability Insurance Expiration and Bond Expiration dates.
- Save.
That's it. BuilderMate takes it from here.
Automated Notifications
Once expiration dates are set, BuilderMate sends automated alerts at two key points:
- 15 days before expiration — An early warning so you have time to contact the subcontractor and request updated documentation.
- On the expiration date — A final alert confirming the coverage has expired.
Notification Delivery
Alerts can be delivered via:
- In-app notification
- SMS
Configure your preferred delivery methods in Settings > Notifications > "Subcontractor Expiration Alerts". Choose whichever combination works best for your workflow — many teams enable all three to make sure nothing slips through.
What to Do When You Get an Alert
When you receive an expiration alert, here's the recommended workflow:
- Contact the subcontractor — Reach out and request their updated insurance certificate or bond documentation.
- Receive the updated documents — Wait for them to send the new paperwork.
- Upload to their Documents tab — In the subcontractor's profile, go to the Documents tab and upload the new certificate.
- Update the expiration date — Edit the subcontractor's record and enter the new expiration date.
- Verify — Confirm the new dates are correct and the alert cycle resets.
Pro Tip: When a subcontractor sends you their updated insurance certificate, upload it to their Documents tab and update the expiration date in the same session. That way the document and the date always match, and you have a paper trail if you ever need to prove compliance.
Staying Organized
A few habits that help:
- Set dates during onboarding — When you first add a subcontractor, enter their insurance and bond dates right away. Don't put it off.
- Keep certificates on file — Upload every insurance certificate and bond document to the sub's Documents tab. If a general contractor or inspector asks for proof, you'll have it instantly.
- Review regularly — Even with automated alerts, it's worth scanning your subcontractor list periodically to check for any missing dates.
Good to Know: These alerts are proactive, not blocking. BuilderMate won't prevent you from assigning an expired subcontractor to a project — it trusts you to make the right call. But the alerts ensure you're always making an informed decision.