Compliance documents for small construction companies
Outrigger Back Office keeps your own company paperwork organized for small construction companies: your COI, W-9, licenses and business registrations on file, a renewal calendar with reminders before anything lapses, and your GC packet sent whenever a GC asks. We track, organize, remind and send; you and your advisors decide what applies.
How compliance & documents works with Outrigger
Every new GC wants the same stack before they will pay you: your W-9, a current COI naming them, maybe a copy of your license and a prequalification form. If those live in an old email, a glove box and your agent's inbox, each request costs you an evening. And when a license or registration renewal sneaks past, it can hold up work you already won.
This service is about your own documents, not your subs'. We gather your company's COI, W-9, licenses and business registrations into one folder, put every renewal date on a calendar, and remind you before anything lapses. When a GC asks for your paperwork, you forward the request and we send your GC packet from your billing email, signed with your company name.
Outrigger was built inside the office of a working civil sitework company in Georgia, where GC packets and prequal forms came in every few weeks. We know why a missing COI holds up a check. We track, organize, remind and send. Your insurance agent, CPA, attorney or licensing board decides what you need. We work remotely with contractors anywhere in the U.S.
Best for
- Contractors starting work with new GCs
- Owners hunting for their COI every time someone asks
- Companies with licenses in more than one state or city
- Crews filling out prequalification forms
- Businesses that let a renewal slip before
- Fleets with vehicle paperwork to track
What's included
Documents on file
We gather your COI, W-9, licenses and business registrations into one organized folder in your Google Drive, with current copies easy to find and send.
Renewal calendar
Every expiration and renewal date goes on one calendar. Our built-in automation checks it each weekday morning, and a person reviews what is coming due.
Reminders before lapses
We remind you ahead of each renewal date, and keep reminding you until you tell us it is renewed and we have the new copy on file.
GC packets on request
When a GC asks for your paperwork, we send your GC packet from your billing email. You can ask your agent for COIs naming the GC.
Prequalification help
We help fill out GC prequalification paperwork using the documents and information you have, and send it to you to review and sign.
Vehicle and prequal tracking
On Full Office, we also track vehicle paperwork dates and each GC's prequalification status, so renewals and resubmittals do not slip by.
What you do
- Forward GC paperwork requests to us
- Renew licenses and policies yourself or through your agent
- Send us new copies when they arrive
- Review and sign prequal forms
What paperwork GCs usually ask for
GCs commonly ask for your certificate of insurance and your W-9 before they will pay you. The COI proves your company carries insurance, and many GCs want to be named as additional insured on it. Your insurance agent issues COIs and decides what your policy covers. The W-9 gives the GC your name and taxpayer ID for 1099 reporting.
Contractor licensing is set by each state, and sometimes by a city or county, and requirements differ by trade and state. Business registrations have their own renewal dates too. We cannot tell you which licenses or registrations you need; your licensing board, attorney or CPA can. What we do is keep the ones you have on file, track their dates, and remind you before they lapse.
If you run commercial motor vehicles, you may also need driver qualification files under FMCSA rules. What applies depends on your vehicles and operation, so check with your safety advisor or FMCSA.
Our process
Gather what you have
At setup we collect your current COI, W-9, licenses and registrations, file them, and list every expiration date.
Build your calendar
Renewal dates go on your compliance calendar, and we agree on how far ahead you want reminders.
Weekday checks
Our built-in automation checks the calendar each weekday morning. A person reviews it, and you get reminders before anything lapses.
GC requests
When a GC asks for your packet or a prequal form, you forward it. We send the packet or prepare the form for you to sign.
Keep it current
When you renew something, send us the new copy. We replace the old one, update the date and note it on your Monday update.
Compliance & Documents FAQ
How much does compliance document tracking cost for a contractor?
Compliance document help is part of every Outrigger plan, and plans start at $699 a month. Essentials includes basic renewal reminders and 2 GC packets a month. Standard, at $999 a month, adds a full compliance calendar and 5 GC packets. Full Office, at $1,299 a month, adds vehicle and prequalification tracking and unlimited GC packets. See the Plans page.
Can you tell me which licenses and insurance I need?
No. We do not decide what insurance, licenses or registrations your company needs, and we do not give legal, tax or insurance advice. Your insurance agent, licensing board, CPA or attorney decides what applies. Once you know, we keep the documents on file, track the dates, remind you before renewals and send your paperwork when GCs ask.
What is a GC packet?
A GC packet is the set of company documents a general contractor asks for before they will hire or pay you, usually your W-9, your certificate of insurance and sometimes a copy of your license. We keep yours ready and send it from your billing email whenever a GC asks.
How fast can you send my documents to a GC?
Forward us the GC's request and we reply within 1 business day, usually by sending your GC packet from your billing email with you copied. If the GC needs a new COI naming them, ask your insurance agent to issue it, since only your agent can. Prequal forms take longer if they need information from you.
Do you renew my licenses or file my registrations?
No. We remind you before each renewal date and keep reminding you until it is done, but you or your advisors renew licenses, policies and registrations. We do not sign anything for you, file anything with the state, or track tax deadlines. Once you send us the new copy, we file it and update the date.
What do I need to set up document tracking?
You need a Gmail account and copies of the documents you already have, even photos. We keep everything in free Google Drive folders with a free Google Sheets calendar, and send GC packets from your own billing email. There is no new software to buy.
Often paired with
Sub & Vendor Paperwork
We collect W-9s and certificates of insurance from your subs and vendors before they get paid, track COI expiration dates, request renewals and file everything by sub.
Learn moreBilling & Collections
We set up each job from your contract, send invoices within 1 business day of your request, track what is owed, and send polite reminders from your own billing email.
Learn morePay Apps & Lien Waivers
We set up your schedule of values, prepare monthly pay applications for you to sign, track retainage, and prepare and collect the lien waivers that go with each payment.
Learn more