Bond receipts
Payment and performance bond receipts logged and tracked against the subcontract.
Subcontractor & vendor compliance
No certificate, no check.
Compliance in AOS isn't a binder someone audits before close-out — it's a gate on the pay app. A sub with a lapsed COI or a missing waiver can't be released until it's cured. Certificates are read by AI and tracked to expiration, subcontracts are generated and e-signed, lien waivers and joint checks are enforced at payment, and a scorecard remembers who actually performed. The chase runs itself.
COI tracking w/ AI extraction
Subcontract generation + e-sign
Lien-waiver & payment gating
Scorecards & prequalification
COI
Certificates read by AI for carrier, limits, and expiration — tracked in expiration windows, not a folder
e-sign
Subcontracts generated from templates, routed for e-signature, and driven by a lifecycle state machine
Gate
Compliance and lien-waiver status gate the pay-app release — non-compliant subs can't be paid
Score
Scorecards aggregate performance signals so the next buyout sees who actually delivered
Insurance & COI compliance
Certificates that track themselves.
A sub uploads a certificate of insurance through a no-account portal and AI reads it — carrier, coverage type, limits, additional insured, expiration. AOS compares it to the requirement, flags shortfalls, and tracks every policy to its expiration window so a lapse is caught before it lets an uninsured sub on site. Bonds are tracked the same way.
- AI COI extraction — carrier, coverage, limits, and expiration read off the certificate automatically.
- Requirement matching — the COI checked against the project's insurance requirement; shortfalls flagged.
- Expiration windows — every policy tracked to expiry with escalating reminders before it lapses.
- Bonds & documents — payment and performance bonds and other compliance docs tracked alongside.
- No-account sub portal — subs submit and update documents via a tokenized link, no login to create.
COI review — Allied Steel
| Coverage | Required | Status |
|---|---|---|
| General liability | $2M | Met |
| Auto liability | $1M | Met |
| Workers' comp | Stat. | Met |
| Expiration | — | Expired |
Limits read by AI
Expired → payment held
Subcontract lifecycle
From award to executed, on rails.
Generate the subcontract from a template with the right exhibits and pay clauses for the job, route it for e-signature, and let a lifecycle state machine move it from draft to executed with the approvals your policy requires. Amendments re-trigger approval, the schedule of values and retainage are built in, and the whole thing is archived as a signed PDF.
- Contract generation — subcontracts assembled from templates with exhibits, pay clauses, and state-specific rules.
- E-signature — routed for signature and tracked through execution.
- Lifecycle state machine — draft → approval → executed, with amendment re-approval enforced.
- SOV & retainage — schedule of values and a retainage ledger built into the contract.
- Approval policy — value-based approval thresholds and routing applied automatically.
Subcontract · "Glazing — Steel City"
1Generate from template+ exhibits
2Approval routing$1.2M tier
3Route for e-signature2 signers
4Executed + archivedsigned PDF
5SOV + retainage live10%
Payment gating & lien rights
Compliance is a gate, not a reminder.
A pay app can't release to a sub who's out of compliance — expired insurance, a missing conditional or unconditional waiver, an unreturned prior-period release all hold payment until cured. Joint checks, retainage, warranty holdback, and stored-materials rules are enforced at release, so the money only moves when the paperwork is actually right.
- Payment release rules — compliance, waivers, and documents required before a sub's pay-app line releases.
- Lien waivers — conditional and unconditional waivers tracked by period and enforced at payment.
- Joint checks — joint-check handling for subs with at-risk suppliers, on the record.
- Retainage & holdback — retainage ledger and warranty holdback computed and released per terms.
- Stored materials — stored-materials billing rules applied so off-site material is paid correctly.
Release gate — NorEast Rebar · March
| Check | Status |
|---|---|
| Insurance current | Pass |
| Conditional waiver — this period | Pass |
| Unconditional waiver — prior | Missing |
| Release decision | Held |
Scorecards & prequalification
Remember who actually performed.
Every job leaves a record — on-time performance, compliance responsiveness, quality findings, backcharges, disputes. AOS aggregates those signals into a subcontractor scorecard that feeds the next invitation to bid, so buyout decisions are informed by history instead of a gut feel. Diversity and wrap-up program tracking ride along where the project requires them.
- Performance scorecards — signals aggregated per sub: timeliness, compliance, quality, disputes.
- Feeds the ITB — scorecard history surfaced when inviting subs to the next bid.
- Backcharges & disputes — backcharges and disputes tracked and reflected in the score.
- DBE / MWBE — disadvantaged- and minority-business participation tracked against goals.
- OCIP / CCIP — owner- and contractor-controlled insurance program enrollment handled per project.
Scorecard — top glazing subs
| Sub | On-time | Compliance |
|---|---|---|
| Steel City Glass | 96% | A |
| Three Rivers | 91% | A- |
| Allegheny | 82% | B |
| Monongahela | 74% | C+ |
Automation
The chase runs itself.
Nobody should spend Friday emailing subs for expiring certificates. AOS sends the chase on a cadence, escalates as the deadline nears, expires stale portal invites, and rolls everything into a digest so the PM sees what's outstanding at a glance. Insurance renewals run the same way — RFQ to broker, parse the quotes, compare, decide.
Auto-chase
Expiring COIs and missing documents chased automatically, with escalation as the deadline closes.
Ball-in-court nudges
Whoever owns the next step gets nudged — the sub, the PM, the broker — so nothing stalls silently.
Compliance digest
A rolled-up digest of what's outstanding, expiring, and cleared — delivered, not assembled by hand.
Renewal automation
Insurance renewals run RFQ → broker → quote parse → compare, so the decision is teed up, not chased.
Everything else the trade relationship needs
The work nobody else automated.
Closeout release
Final lien-waiver and warranty-holdback release handled at subcontract closeout.
Backcharges
Backcharges raised, agreed, and netted against the sub's payment with a clear trail.
Dispute tracking
Disputes logged and worked to resolution, and reflected in the sub's scorecard.
No-account sub portal
Subs submit COIs, waivers, and pay-app data through a tokenized portal — see portals.
Ties to the pay app
Compliance gates the AIA pay app and retainage in Estimating & Money — one record, one release.
See compliance gate a real pay app.
30 minutes. Bring a sub roster and a stack of COIs. We'll extract them, match the requirements, and show you exactly who would and wouldn't get paid this month.