Never pay an uninsured sub again.
ClearedToPay keeps every sub's insurance certificates, W-9 and lien waivers current. It chases them when something expires and shows you exactly who is cleared to be paid.
- ACORD 25 certificates
- W-9s
- Trade licenses
- Conditional & unconditional waivers
One lapsed policy can cost more than your margin on the job.
Most small builders track insurance in a spreadsheet and a folder of emailed PDFs. It works until the day it doesn't.
An uninsured sub gets hurt
If their workers' comp lapsed, the claim can land on your policy, and your year-end premium audit can charge you for their payroll too.
A lien lands on your client's house
Pay a sub without a lien waiver and an unpaid supplier can still file a lien on the property. You end up paying twice to clear it.
Hours lost chasing paper
Your office emails the same subs every month for new certificates and waivers, and draws sit waiting while you do.
| Type of insurance | Insurer | Policy number | Policy exp | Limits |
|---|---|---|---|---|
| Commercial general liability | 3Nationwide | 4GL-4471920 | 110/02/2026 | 2Each occurrence $1,000,000 |
| Workers compensation | Nationwide | WC-2093318 | 02/28/2027 | Statutory |
| Automobile liability | — | — | — | — |
Every certificate, read the way your auditor reads it.
- 1Policy expirationDrives reminders at 30, 14 and 7 days, and the pay hold the day after.
- 2Coverage limitKept on file so you can check it against what your contract requires.
- 3InsurerSo you know who to call when there's a claim.
- 4Policy numberReady for your premium audit without digging through email.
See what your office sees, and what your subs see.
Know who you can pay before you cut the check.
Every sub is green, amber or red, worked out from their documents and today's date.
- Pay hold the day after anything lapses
- What expires in the next 30 days
- Outstanding waivers by project
Your subs upload from their phone. No login.
Each sub gets a private link that shows only what you asked them for. A photo of the certificate is enough.
- Works on any phone browser
- Shows exactly what is missing
- Link can be replaced any time
Hi Ridgeline Roofing, please upload:
Every payment, every waiver, every job.
Log each payment with its waiver type and through date. Anything outstanding shows up before the next draw.
- Conditional and unconditional
- Progress and final
- Subs upload the signed waiver themselves
The chasing happens without you.
Every morning ClearedToPay checks every date and emails the sub, with their upload link, before anything lapses.
- 30, 14 and 7 days before expiry
- Weekly while anything is missing
- Sent in your company's name
Subject: Austin Build Co: workers' comp certificate expires in 12 days
Hi Ridgeline Roofing,
Your workers' compensation certificate on file with Austin Build Co expires on 10/23. Please upload the renewed certificate so payments aren't held.
Upload your documents
Three steps, then it runs on its own.
Add your subs
Enter each sub's name and email, and choose what you require: general liability, workers' comp, auto, umbrella, W-9, license.
Send their upload link
Every sub gets a private link. They upload certificates and signed waivers from their phone. No login and no app to install.
ClearedToPay does the chasing
Subs are emailed before anything expires, and anyone who isn't covered goes on your pay-hold list until they are.
Your spreadsheet can't send a reminder.
| Spreadsheet and email | ClearedToPay | |
|---|---|---|
| Knowing a policy expired | When someone remembers to check | The day it happens, on your pay-hold list |
| Getting a new certificate | Office emails and calls the sub | Automatic reminders with their upload link |
| Lien waivers per payment | Paper in the job file, if it came back | Tracked per project, with what's still outstanding |
| Answering your auditor or lender | Search inboxes and folders | Every document by sub, with full history |
| Before cutting a check | Hope | A clear "OK to pay" or "Pay hold" |
What is chasing paperwork costing you?
Move the sliders to match your office. This is an estimate from your own inputs.
Built for builders with 10 to 150 subs.
Not an enterprise compliance department. Just the tools a small office needs.
Pay-hold list
See who is missing or expired before you cut the check.
Automatic reminders
Subs get emailed with their upload link. You stop being the bad guy.
Lien waivers by payment
Conditional and unconditional, progress and final, tracked by project.
Phone-friendly uploads
A photo of the certificate is enough. Subs never create an account.
Full document history
Every certificate a sub has ever sent, ready for your insurer or lender.
Your requirements
Choose which documents every sub must carry and how early to warn.
One place for everyone who touches a sub's paperwork.
Sleep through audit season
Know every sub on the job is covered, and have the proof ready when your insurer or lender asks.
Stop chasing by email
Reminders go out on their own. You see the pay-hold list before you run checks.
No surprises on site
Check a sub is cleared before they start, and keep draws moving with waivers on file.
Two minutes, from their truck
One link, a photo of the certificate, done. No account and nothing to install.
Your subs' paperwork stays private.
Certificates carry policy numbers and W-9s carry tax IDs. ClearedToPay treats them that way.
- Only your company sees your documentsEvery file and record is tied to your account and checked on every request.
- Upload links you can revokeEach sub's link only shows their own requests. Replace it any time and the old one stops working.
- Passwords are never storedWe keep a one-way scrypt hash, so not even we can read your password.
- You control what subs are asked forReminders only ask for the documents you require.
Less than one lien. Less than one audit adjustment.
Every plan starts with a 3-day free trial. Pay monthly, or yearly and get 2 months free. Cancel any time.
Starter
For remodelers and small builders.
- Up to 25 active subs
- 1 user
- Insurance, W-9 and license tracking
- Automatic reminders
- Sub upload links
Pro
For growing builders.
- Up to 100 active subs
- 3 users
- Everything in Starter
- Lien waiver tracking by project
- Pay-hold reports
Business
For busy general contractors.
- Unlimited subs
- 10 users
- Everything in Pro
- Priority phone support
- We import your sub list for you
Pro Yearly
Everything in Pro, paid once a year.
- Up to 100 active subs
- 3 users
- Lien waiver tracking by project
- Works out to $249 a month
- One invoice for your books
Common questions
Talk to a real person
Not sure it fits how your office works? Email us and a person, not a bot, will answer. Founding customers get help setting up their account.
contact@clearedtopay.comDo my subcontractors need to sign up?
No. Each sub gets a private link that opens their upload page. They pick the file or take a photo, enter the expiry date, and they're done.
What documents can I track?
General liability, workers' comp, auto liability and umbrella certificates of insurance, W-9s, trade licenses, and lien waivers (conditional and unconditional, progress and final).
How do reminders work?
Every day ClearedToPay checks every document. Subs are emailed 30, 14 and 7 days before something expires, weekly while something is missing or expired, and weekly for any outstanding lien waiver.
What happens when my 3-day trial ends?
You choose a plan and pay by card through Stripe. Until you do, your account is paused: nothing is deleted, and reminders to your subs stop. Pick a plan and everything is back exactly as you left it.
Can I bring my existing spreadsheet?
Yes. Send it to us during your trial and we'll import it for you.
Is this legal or insurance advice?
No. ClearedToPay keeps your records organized and tells you what's missing. Your insurance agent and attorney should set your requirements and the waiver forms for your state.
Know who you can pay, every Friday.
Try it free for 3 days. No credit card needed to start.