Everything you need to run your back office
CertVault is the back office for contractors who don't have one. Start with COI tracking, scale up to full admin and tax prep.
Vault
$79/moCOI collection & tracking
Add a sub, they get an email with an upload link. They drop in their cert — no account, no login, no app. You see everything on your dashboard.
AI document parsing
Every uploaded certificate is read by AI. Carrier name, policy number, coverage limits, expiration dates — all pulled out automatically and displayed on your dashboard.
Automatic expiration alerts
CertVault checks every day. When a policy is within 30 days of expiring, your sub gets an email reminder and you get a notification. No more chasing.
Compliance dashboard
One screen shows every sub's status. Green means covered, yellow means expiring, red means there's a problem. Filter by status. Click to see details.
Unlimited subcontractors
Add as many subs as you want. No per-sub fees, no caps. Whether you have 5 subs or 50, the price is the same.
No-login upload links
Your subs don't need an account, a password, or an app. They get a unique link by email, click it, upload their cert, and they're done in 30 seconds.
Vault + Admin
Most popular$199/moEverything in Vault, plus:
W-9 collection
Request a W-9 from any sub the same way you request a COI — they get a link, upload the form, and AI reads it. Legal name, EIN, address, entity type, all captured.
Lien waiver tracking
Create jobs, assign subs, and request conditional or unconditional lien waivers. Track which ones are received and which are missing before you cut a check.
Job document organizer
Keep all documents organized by job. COIs, W-9s, lien waivers, contracts — everything in one place for each project.
1099 prep export
Subs paid over $600 are automatically flagged. Export 1099-ready data at the end of the year. No more digging through records in January.
Vault + Accountant
$399/moEverything in Admin, plus:
Full tax year package
All W-9s, 1099 data, job cost records, and compliance documents organized by tax year. One place for everything your accountant needs.
Accountant portal
Invite your accountant by email. They get a free read-only portal to see all your documents organized by year, job, and subcontractor. They can download but can't edit or delete.
Job cost reports
See how much you've spent per job, per sub. Track payments alongside compliance documents to keep your books clean.
One-click year-end export
Download a complete year-end package as a single file. W-9s, 1099 data, job costs, insurance certs — everything your accountant needs, ready to go.
Side-by-side comparison
| Feature | Vault $79/mo | Admin $199/mo | Accountant $399/mo |
|---|---|---|---|
| COI collection & tracking | ✓ | ✓ | ✓ |
| AI document parsing | ✓ | ✓ | ✓ |
| Expiration alerts & reminders | ✓ | ✓ | ✓ |
| Unlimited subs | ✓ | ✓ | ✓ |
| Compliance dashboard | ✓ | ✓ | ✓ |
| No-login upload links | ✓ | ✓ | ✓ |
| W-9 collection | — | ✓ | ✓ |
| Lien waiver tracking | — | ✓ | ✓ |
| Job document organizer | — | ✓ | ✓ |
| 1099 prep export | — | ✓ | ✓ |
| Full tax year package | — | — | ✓ |
| Accountant portal | — | — | ✓ |
| Job cost reports | — | — | ✓ |
| Year-end export | — | — | ✓ |
Ready to ditch the spreadsheet?
Start your 14-day free trial. No credit card required.