Partner compliance (US)
For US workspaces, SiteHut tracks subcontractor compliance documents on each Partner in the Directory: Certificate of Insurance (COI), W-9 and contractor / trade licence evidence. Upload PDFs or images, set expiry dates, request missing documents by secure link, and see payment-readiness at a glance.
What you can track in v1
| Document | Required fields | Status |
|---|---|---|
| COI | File + expiry date | Valid, expiring soon (30 days), expired, or missing |
| W-9 | File, optional received date and minimal tax metadata | On file or missing |
| Contractor / trade licence | File + expiry date; optional licence number and jurisdiction | Valid, expiring soon (30 days), expired, or missing |
1099-eligible partners without a W-9, TIN/EIN last four or required review appear in the workspace compliance summary.
Lien waiver requirements are managed from supplier bills and the job's Details → US Compliance → Lien Waivers area. Subcontractors can upload signed waiver evidence through a secure one-time link.
1099 vendor export
For US workspaces, the Partners toolbar includes 1099 export. Choose a tax year, then download:
| Export | Contents |
|---|---|
| Vendor summary CSV | One row per 1099-eligible partner: W-9 status, tax classification, TIN/EIN last four, address, payment count, annual total, reportable flag (≥ $600), missing taxpayer detail |
| Payment detail CSV | One row per recorded expense payment to a 1099-eligible partner in that calendar year |
Totals use payment dates on expense payments (cash basis). Only partners marked 1099-eligible are included. Verify amounts, W-9 evidence and taxpayer details before filing with the IRS — SiteHut does not submit 1099s.
Open compliance on a partner
- Go to Directory → Partners.
- Open a trade partner (subcontractor or supplier).
- Scroll to the Compliance section.
- For COI, set the expiry date, then Upload.
- For W-9, upload the signed form and record tax classification, TIN type, TIN/EIN last four and received date if known.
- For Contractor / trade licence, record the licence number, jurisdiction and expiry, then upload evidence.
Replace or remove documents anytime. The latest upload for each type is the current record.
Workspace summary
On the Partners list (US workspaces), a toolbar chip shows how many subs need attention — missing or expiring COI/licence, missing W-9 for 1099-eligible vendors, missing TIN/EIN last four or backup-withholding review. Click it to open the first partner that needs action.
Tips
- You do not need to link the partner to a job. Compliance documents are stored at the workspace level, not on a specific project.
- Set 1099-eligible on partners you pay as vendors so missing W-9 and taxpayer-detail items surface in the summary.
- COI and licence expiry drive expiring soon warnings 30 days before the date.
- Store only the TIN/EIN last four in SiteHut. Keep the signed W-9 as secure evidence.
Expiry reminders (staff)
Configure reminders under Settings → Workspace settings → Workflows → Partner compliance:
- Choose day offsets (for example 30, 7, and on expiry day)
- Optionally notify when a policy is already expired
- Optionally email users with partner edit access (respects each user's system notification preferences)
A daily job sends in-app alerts to users with partner edit access. Click through from the notification bell to open the partner's Compliance tab. Multiple subs on the same threshold roll up into one notification per workspace.
Request documents from subcontractors
From each partner's Compliance tab, use Request document when a COI, W-9 or licence is missing or expiring. SiteHut emails the partner's address on file (add an email on the partner record first). Optional notes are included in the email. Last-request dates appear on each document section.
Compliance gates (optional)
In Workflows → Partner compliance, admins can set Warn or Block on:
- Record expense payment to a partner with compliance issues
- Link partner to job (including snag/RFI doer assignment)
Warn shows a confirmation dialog; Block stops the action until documents are updated.