Use case

Subcontractor and compliance documents, on file before work starts.

Collect prequalification packs, insurance certificates, permits and safety records as tracked, per-item requests — with photo evidence.

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The problem

Construction and engineering firms cannot start work — or release payment — until the documents are on file, and those documents must stay current for the length of the project. Clivanta automates the request-and-renew loop: prequalification and insurance up front, permits and safety records throughout, renewals before certificates lapse. Each item is tracked from request to accepted document, photo evidence attaches to the right request, and one live record shows every subcontractor's compliance status.

Subcontractors mobilized before their insurance and prequalification are on file
Certificates of insurance expiring mid-project without anyone noticing
Permits, method statements and safety records chased across email and site
No single record of a subcontractor's compliance status

Where it fits

Subcontractor prequalification

Collect insurance, trade licenses, safety records and references as one structured pack — the gate a subcontractor clears before they are approved to mobilize on site.

Insurance & certificate renewals

Automatically request an updated certificate of insurance before the current one expires, so coverage and certifications never lapse in the middle of a project.

Permits & regulatory documents

Gather permits, method statements and inspection records against specific items, with photo evidence attached where the request calls for it.

Health & safety compliance

Collect risk assessments, toolbox-talk records and certifications on a recurring schedule across every site, keeping the safety file current and auditable.

Documents you'll collect

Certificate of insurance (COI) Trade licenses & certifications Method statements / RAMS Permits & inspection records Safety records & toolbox talks Site photos & evidence

How Clivanta handles it

The same reliable loop, whatever you're collecting.

Per-item requests

Every ask is its own tracked item with a status, due date, files and version history.

Reusable packs

Standardise a request list once and launch it for every client, matter or vendor.

Automatic reminders

Escalating, per-item reminders chase what's outstanding so you don't have to.

Portal or reply-by-email

Counterparts upload through a magic-link portal, or simply reply by email.

Immutable audit trail

Every request, upload, version and acceptance is logged with actor and timestamp.

Scoped, secure access

Each party sees only their own items; internal notes and threads stay private.

Frequently asked questions

Can we hold mobilization or payment until documents are on file?

Yes. You use the prequalification pack as a gate: a subcontractor's required documents — insurance, licenses, safety records — must be submitted and accepted before they are approved to mobilize or be paid. That prevents the common risk of a sub starting work with paperwork that was never actually collected.

How do certificate-of-insurance renewals work?

You schedule a reminder that automatically requests an updated certificate of insurance before the current one expires, so the new document is collected ahead of the lapse. Each renewal is tracked to receipt and logged, giving you a continuous record of coverage across the project rather than a folder of stale certificates.

Can subcontractors upload photos and documents from site?

Yes. A subcontractor opens their checklist through a link with no signup and uploads documents or site photos straight from their phone, routed to the correct item. That keeps evidence flowing from the field without adding office admin.

Can we standardize onboarding across every subcontractor?

Yes. You build a reusable prequalification pack so every subcontractor is asked for the same documents — insurance, licenses, safety records — in the same order, every time. Launching it for a new sub takes seconds, and updating the template never disturbs onboardings already in progress.