Subcontractor prequalification
The Prequal plan turns CoverWarden into a full prequalification system: alongside the certificate, each vendor can owe a W-9, contractor licenses, an OSHA 300A summary, an EMR letter and financial statements — all collected through the same no-login upload link, read automatically, and rolled into the vendor's status.
Turning on document requirements
Settings → Compliance requirements → Prequalification documents. Tick what every vendor owes; per-vendor overrides work exactly like insurance requirements for subs that need more (or less). Available on the Prequal plan, and on the free plan within its caps so you can try the whole flow.
- W-9 — read automatically; we keep the entity name, tax classification and only the LAST FOUR digits of the TIN. The full TIN is never stored.
- Contractor license — number, state, classification and expiry are read; an expired license flags the vendor just like an expired policy.
- OSHA 300A — case counts and hours are transcribed from the form and TRIR / DART are computed deterministically from those numbers.
- EMR letter — the experience mod is read and checked against your configurable maximum (default 1.00; set 0 to collect without enforcing).
- Financial statement — stored confidentially. Never parsed, never scored.
How subs submit documents
Every vendor's upload link (the same one used for certificates) becomes a packet checklist: what's required, what's on file, what's outstanding — each with its own upload button. No account, no fee for the sub. You can also upload any document yourself from the vendor's page.
Extracting requirements from a contract
Settings → Compliance requirements → "Have a contract?" (or the same card on a vendor's page for per-vendor terms). Upload the subcontract PDF; CoverWarden reads the insurance article and any prequalification exhibit and proposes requirements — coverage limits, endorsement demands, required documents, EMR cap — each with the contract clause quoted. Nothing applies until you review and confirm; the contract itself is kept for audit.
How documents affect vendor status
Certificate compliance and document completeness are shown side by side: the status badge keeps meaning what it always meant (the insurance verdict), and a docs counter (e.g. 3/5) tracks the packet. A vendor is fully qualified when the certificate is compliant AND every required document is on file and passing — expired licenses, over-threshold EMRs and unreadable files all count against it, with the reason spelled out on the vendor page.