A spreadsheet, a platform, or SiteReady.
The usual choice is between the tracker you already have and an enterprise tool built for companies ten times your size. Here’s how the three stack up.
- Getting started
- SiteReadySign up and send your first requests the same day
- Spreadsheet and inboxAlready set up, which is the appeal
- Enterprise COI platformsSales calls and an implementation project that can take weeks
- Minimum commitment
- SiteReadyFree for up to 5 subs, then monthly plans
- Spreadsheet and inboxNone
- Enterprise COI platformsOften a 200-certificate minimum and an annual contract
- What gets checked
- SiteReadyCOI, W-9, license and safety certs, rolled into one status
- Spreadsheet and inboxWhatever someone remembers to open
- Enterprise COI platformsMostly certificates of insurance
- Who reads the documents
- SiteReadyAI reads every page, and unclear reads come to you
- Spreadsheet and inboxYour office manager or PM
- Enterprise COI platformsAn outsourced review team
- Time to a decision
- SiteReadyMinutes after the sub uploads
- Spreadsheet and inboxWhenever someone gets to it
- Enterprise COI platformsCommonly days, and longer in peak season
- How subs submit
- SiteReadyA text link, no login
- Spreadsheet and inboxEmail attachments, sometimes a fax
- Enterprise COI platformsA vendor portal with its own login
- Expiration reminders
- SiteReadyAutomated by text and email at 30, 14, 7 and 1 day
- Spreadsheet and inboxA calendar reminder, if someone set one
- Enterprise COI platformsAutomated
- Record of who was told what
- SiteReadyEvery upload, check, override and message in one audit trail
- Spreadsheet and inboxScattered across inboxes
- Enterprise COI platformsKept in the platform
| Spreadsheet and inbox | Enterprise COI platforms | SiteReady | |
|---|---|---|---|
| Getting started | Already set up, which is the appeal | Sales calls and an implementation project that can take weeks | Sign up and send your first requests the same day |
| Minimum commitment | None | Often a 200-certificate minimum and an annual contract | Free for up to 5 subs, then monthly plans |
| What gets checked | Whatever someone remembers to open | Mostly certificates of insurance | COI, W-9, license and safety certs, rolled into one status |
| Who reads the documents | Your office manager or PM | An outsourced review team | AI reads every page, and unclear reads come to you |
| Time to a decision | Whenever someone gets to it | Commonly days, and longer in peak season | Minutes after the sub uploads |
| How subs submit | Email attachments, sometimes a fax | A vendor portal with its own login | A text link, no login |
| Expiration reminders | A calendar reminder, if someone set one | Automated | Automated by text and email at 30, 14, 7 and 1 day |
| Record of who was told what | Scattered across inboxes | Kept in the platform | Every upload, check, override and message in one audit trail |
When SiteReady fits
- You run anywhere from a handful to a few hundred subs.
- Someone in the office is spending hours a week opening PDFs.
- You want W-9s and licenses tracked in the same place as insurance.
- You’d rather start this week than after a procurement cycle.
When it might not
- You need a staffed team of insurance specialists to review every certificate by hand.
- Your compliance process lives inside another platform and has to stay there. Talk to us about the Enterprise plan first.
Try it on your real roster.
Load your subs and see who comes back green. It’s free for 30 days, with no credit card needed.