Document Tracking
Each subcontractor has a compliance record per project containing all required documents. Documents are versioned — when a sub re-uploads a renewed certificate, the previous version is archived and the new one becomes current.
Document States
| State | Meaning |
|---|---|
| Pending | Document uploaded, awaiting review |
| Verified | Reviewed and approved by your team |
| Rejected | Submitted but did not meet requirements (rejection reason recorded) |
| Expired | Expiration date has passed |
| Missing | Required document not yet submitted |
Required vs. Optional Documents
From Compliance → Settings, configure which document types are required for all projects organization-wide or per project. Subcontractors are notified of required documents when they access their portal link.
If a required document is missing or expired, the subcontractor’s compliance status shows as Non-Compliant, which surfaces on the project dashboard and blocks pay application release (if that enforcement is enabled).
Expiration Date Tracking
For each document, TrueGrade extracts or records:
- Issue date — when the document was issued
- Expiration date — required for COIs and licenses; optional for W-9s
- Policy number — for insurance documents
When a subcontractor uploads a COI, TrueGrade can extract the expiration date automatically if the PDF is machine-readable. Always verify auto-extracted dates against the original document.
Document Storage
All uploaded documents are stored in your organization’s configured storage bucket (Amazon S3 or Google Cloud Storage). If no custom storage is configured, TrueGrade uses its default managed storage. See Storage Providers for bring-your-own-bucket setup.
Documents are retained for the duration configured under Administration → Organization Settings → Document Retention (30–180 days after expiration).
Viewing Document History
Click any document in the subcontractor’s compliance record to see full version history: upload timestamps, uploader (subcontractor self-service vs. manual admin upload), verification actions, and rejection reasons. This history is included in the compliance audit export.