Proof management for contractors
Keep the proof before you need it.
BetterCYA helps contractors collect COIs, W-9s, agreements, payment records, and audit documents — before missing paperwork becomes a costly problem.
The problem
The paperwork you can't find is the paperwork that costs you.
You hire subs. You pay them. Somewhere in a truck cab, a text thread, or an email is a certificate of insurance and a W-9 — until the day your insurance auditor, your accountant, or a customer asks for it. Then it's a lost weekend, or a bill you didn't see coming.
The premium audit
A sub's cost can be charged against your own insurance if you can't produce a valid certificate for when they worked.
The accountant scramble
Missing W-9s turn January into a chase — cleanup hours you pay for, deductions you miss.
The dispute with no proof
No signed agreement, no records — you eat the redo or the chargeback.
How it works
Collect the proof as the work happens.
01
Add your subs
One file per sub — who they are, what you paid them, what documents they owe you.
02
Send a link
Text your sub a one-time upload link. They send their certificate and W-9 from their phone — no account.
03
Track what's missing
Red, yellow, green. Expired certificates, missing W-9s, and expiring coverage are flagged all year.
04
Generate the packet
One button assembles the report, the spreadsheets, and the actual documents into one clean file.
Coverage, checked against what you paid
See your exposure in dollars, before the auditor does.
BetterCYA lines up every payment you made to a sub against whether their insurance was valid on that date. Paid a sub while their certificate was lapsed? You'll see it in a number — and a warning before the next certificate expires, so you can ask for the renewal in time.
example exposure
$3,500
paid to a sub after their certificate expired
Ridgeline is requesting your documents
No-account subcontractor upload
Your subs just take a photo.
No app to download, no password, no account. You text a secure link, your sub snaps a photo of their certificate or W-9, and it files itself into their record. Even the least tech-savvy sub can do it in fifteen seconds.
The audit packet
One button. The whole file, organized.
When the audit letter or the accountant's email arrives, generate a complete packet: an indexed report, spreadsheets your accountant can import, and the actual certificates and W-9s filed into folders. It looks like a competent office produced it — because now one did.
Built for contractors who use subs
Made for the trades with the most subs and the highest stakes.
Tree services, excavation, landscaping, roofing, concrete — the crews that hire out crane work, hauling, and specialty labor, where one missing certificate is real money. If you can take a photo, your whole crew can use it.
See it on your own paperwork.
A short walkthrough with your real subs and documents. No commitment.