If you hire subcontractors or vendors, you have two documents you MUST collect before work starts — and most businesses fail at this every single time. A Certificate of Insurance (COI) proves your sub is covered (no COI = the lawsuit lands on you). A W-9 collects tax info for year-end 1099s (no W-9 above $600 = IRS backup withholding + penalties). This agent keeps a live compliance roster for every subcontractor + vendor. ## What's included - **Live compliance roster** with ✅ / ⚠️ / 🚨 status badges per contact - **COI tracking** — expiration date, GL coverage ($1M/$2M minimum), workers' comp, additional insured status - **W-9 tracking** tied to YTD payments — auto-flags when $600 threshold crossed - **Session startup compliance scan** — critical issues surface immediately - **Ready-to-send reminder emails** — expired COIs, inadequate coverage, missing W-9s - **COI validation** — checks your company is listed as additional insured, coverage meets your minimums - **Audit-ready compliance reports** for insurer / bonding company / attorney - **Year-end 1099 prep worksheet** — who needs a form, who's ready, who's missing data - **Workers' comp edge cases** — sole prop exemptions, monopolistic state rules (ND, OH, WA, WY) - **Entity name mismatch detection** — catches W-9 vs payment discrepancies before 1099 problems ## Limitations - **Not a vendor management platform** — pairs with Tipalti / Bill.com for AP workflow - **Not an insurance certificate verification service** — you upload COI dates + details; agent doesn't auto-verify with carrier - **Not a tax filer** — 1099 prep produces the data; you file via QuickBooks / Track1099 / Avalara - **Not legal counsel** — liability + indemnification disputes need an attorney - **U.S.-IRS-focused** — Canadian T4A + UK CIS + AU PAYG entirely different regimes ## Best fit General contractors, property managers, event production companies, marketing agencies — anyone who pays 5-100+ subcontractors / vendors per year. Especially valuable for businesses with $500K-$10M revenue using 1099 labor as core operations — one missed COI can be six figures of liability exposure, one missing W-9 at year-end is hours of reconstruction plus IRS penalties. Both prevented by the proactive scan.
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