Help Center
How can we help?
Getting started
+Set up TradeProof in 10 minutes
1. Add your subs: paste a list of emails, add them one by one or import a spreadsheet.
2. Set your insurance requirements in Settings (the usual minimums are already filled in).
3. Send document requests. Each sub gets a secure link to upload their certificate and W-9 — no account needed.
4. Watch the dashboard. TradeProof reads each certificate, checks it against your requirements and reminds subs before anything expires.
+What compliant, expiring and non-compliant mean
Compliant: the sub has an approved certificate that meets your requirements and isn't close to expiring, plus a W-9.
Expiring: coverage ends within 30 days. TradeProof reminds the sub automatically.
Non-compliant: something is missing, expired or below your limits. Open the sub to see exactly what.
Subcontractors
+Add many subs at once
On Subcontractors, choose Add → Paste emails and paste one email per line (names and companies are optional).
For a spreadsheet, export it as CSV with columns for business name and email, then use Import CSV.
Requests are not sent until you choose to send them, so you can review the list first.
+Subs who speak Spanish
The upload page has an English / Español switch, and TradeProof remembers the choice.
Reminders and emails to that sub are sent in their language. You always see everything in English.
+Subs who already use TradeProof
A sub can save their certificate with TradeProof and send it to the next contractor in one tap, right from that contractor's upload page.
They confirm it's them with a code sent to their email, and nothing is shared until they choose to send it. W-9s are never shared this way.
A shared certificate is read and checked against your requirements like any upload. It may name another contractor as certificate holder — if you need to be named, ask the sub for a new one from their agent.
Needs automatic email sending to be on.
+Hold a sub's payment
On a sub's page, use Hold payment to flag that they shouldn't be paid until their paperwork is fixed.
It's a reminder for your team — TradeProof doesn't move money. Release it when they're compliant again.
Documents
+Review an uploaded certificate
New uploads appear in Review. TradeProof reads the dates and limits and lists any problems it finds.
Check the details against the PDF, correct anything if needed, then approve or reject. Rejecting sends the sub a note explaining what to fix.
+Prepare for the insurance audit
Reports shows, for any period, which subs were covered on which dates and where there were gaps.
Use Print / Save PDF for a clean report, and download all certificates as one ZIP for your auditor.
+How W-9 tax IDs are protected
Tax ID numbers are encrypted when they arrive. The app only ever shows the last 4 digits.
Only the account owner can export full numbers, for 1099 filing, from Tax forms — and every export is logged.
Account & billing
+Plans, trial and what happens after
Every account starts with a 14-day Pro trial, no card required.
When the trial ends you move to the Free plan automatically — nothing is deleted. Upgrade any time from Billing.
+Turn on two-step verification
In Settings → Security, choose Turn on and scan the code with an authenticator app (Google Authenticator, 1Password, Authy…).
After that, logging in asks for your password and a 6-digit code from the app.
Insurance terms in plain English
- Certificate of insurance (COI)
- A one-page summary of a company's insurance: who insures them, the policy limits and the dates. Usually on the ACORD 25 form, issued by the sub's insurance agent.
- General liability — each occurrence
- The most the policy pays for one accident or claim, like damage to a client's property or an injured visitor. $1,000,000 is the common minimum.
- General liability — aggregate
- The most the policy pays for all claims together in one policy year. Often twice the per-occurrence limit ($2,000,000).
- Auto liability
- Covers accidents involving vehicles the sub uses for work. Set it to 0 if your subs don't drive for your jobs.
- Workers' compensation
- Pays medical bills and lost wages if one of the sub's employees is hurt on the job. Without it, your own policy may end up paying.
- Additional insured
- Your company is added to the sub's policy, so if you're sued over their work, their insurer defends you too.
- Waiver of subrogation
- The sub's insurer gives up the right to sue you to recover money it paid out for a claim on your job.
- Certificate holder
- The company the certificate is issued to — it should be your company's name, exactly as you set it.
- W-9
- IRS form with the sub's legal name, address and taxpayer ID. You need it before paying them, and to file their 1099 in January.
- Year-end insurance audit
- Your insurer reviews what you paid subcontractors. Payments to subs without valid insurance can be charged to you as if they were your own employees.
Still stuck?
Email support@usetradeproof.com or see what's new.