Insurance & liability
- Public liability insurance
- Employer’s liability insurance
- Professional indemnity where relevant
- Proof of company registration
Construction & contracting
Collect contractor and subcontractor documents in one place
Before a contractor sets foot on site you need proof: insurance, certifications, RAMS, ID and compliance paperwork. ClientLoop sends each contractor a secure checklist, chases what's missing, and keeps their documents together so you can see who's cleared to work.
The problem
Contractor paperwork is a compliance risk when it lives in email
Every subcontractor comes with a pile of documents: public liability insurance, trade certifications, method statements and risk assessments, proof of ID and right to work. Collecting it over email means chasing each contractor individually, receiving out-of-date certificates, and having no clear view of who is actually cleared to start. When something expires mid-project, you often don't find out until it's a problem.
For a main contractor or facilities team managing many subcontractors, missing or expired documents aren't just admin — they're a health, safety and liability exposure. You need one reliable place that shows exactly who's compliant.
The workflow
How the collection process runs
Set it up once, then run the same collection flow for every client.
- 01Define the document pack
Create a Template listing everything a contractor must provide — insurance, certifications, RAMS, ID, right to work and any site-specific requirements.
- 02Send each contractor their checklist
Every contractor gets a secure workspace with a clear list, so they know exactly what to supply before starting.
- 03Documents come back in one place
Certificates and paperwork upload to one workspace per contractor, instead of scattering across email threads.
- 04Reminders chase gaps and renewals
Automatic reminders keep outstanding items moving and prompt contractors to re-submit as documents approach expiry.
- 05Review and clear to work
Check that insurance and certifications are valid and current, request replacements if needed, and confirm the contractor is cleared.
What you collect
Documents commonly collected
Competence & safety
- Trade certifications and cards (e.g. CSCS)
- Method statements and risk assessments (RAMS)
- Health & safety policy
- Relevant licences and accreditations
Identity & eligibility
- Photo ID
- Right-to-work evidence
- Proof of address
- Emergency contact / next of kin
The solution
How ClientLoop helps
One document pack per contractor type
Save the required documents as a Template and send the whole pack in a click to every new contractor or subcontractor.
Insurance and certs in one place
Every contractor’s documents land in a single workspace, so you can see exactly who is compliant instead of digging through email.
Chase expiring documents automatically
Use reminders to prompt contractors to re-submit insurance and certifications before they lapse.
See who’s cleared to work
The dashboard shows which contractors are complete and which are missing documents before they start on site.
Reminders instead of manual chasing
ClientLoop chases outstanding paperwork automatically, so you’re not emailing each subcontractor individually.
Feeds your systems
Push collected documents and completion events into your project or compliance tools via the API and webhooks.
Automation
Automation examples
Connect ClientLoop to the tools you already use via the API, webhooks, Zapier or n8n.
New contractor added → pack sent
When a contractor is added to your project system, call the ClientLoop API to send the document Template automatically.
Documents complete → mark cleared
A webhook fires when a contractor’s pack is complete, so your project tool can flag them as cleared to work on site.
Expiry approaching → re-request
Use a scheduler with Zapier or n8n to automatically re-request insurance or certifications before they expire.
Example workflow
From new contractor to cleared-to-work on site
Contractor addedIn your project tool
Document pack sentInsurance, RAMS, ID
Workspace openedSecure invite link
Documents uploadedCerts + paperwork
Reviewed & approvedValidity checked
Cleared to workCompliant on site
Know exactly which contractors are cleared to work
Send every contractor one secure checklist for insurance, certifications and compliance documents, chase renewals automatically, and keep it all in one place — so no one starts on site with expired paperwork.
FAQ
Common questions
Can I track documents that expire, like insurance and certifications?
Yes. Each contractor’s documents sit in one workspace, and you can use reminders — including scheduled re-requests via Zapier or n8n — to prompt contractors to re-submit before a certificate or policy lapses.
Can I use different document packs for different contractor types?
Yes. Save a Template per contractor type and send the right one, adding site-specific requirements where needed.
Is it secure for ID and right-to-work documents?
Yes. Documents are encrypted in transit and at rest, and each contractor can only access their own workspace via a scoped, time-limited invite link.
Can the pack be sent automatically when we add a contractor?
Yes. When a contractor is added to your project system, it can call the ClientLoop API to send the document Template automatically.
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