Understanding Compliance in HeyPros
What is compliance?
In HeyPros, compliance means ensuring that every subcontractor you assign to a job meets your company’s required documentation and credential standards — things like W-9 forms, insurance, and professional licenses.
Managing compliance inside HeyPros helps protect your business from risk, saves admin time, and ensures that only verified, qualified subcontractors receive work.
Why compliance matters
Reduces liability: Keeps your company covered by confirming all subs have valid insurance and tax documentation.
Ensures professionalism: You always know you’re sending compliant, qualified crews to each job.
Automates tracking: HeyPros notifies you when documents are expiring or missing, eliminating manual follow-up.
Improves audit readiness: All compliance records are stored, searchable, and timestamped.
What HeyPros Can track
Typical compliance items include:
W-9 or tax documentation
Proof of liability insurance
Workers’ compensation insurance (if required)
Trade or contractor licenses
Business registration or certification documents
You can also add custom requirements unique to your business or region.
How HeyPros enforces compliance
HeyPros prevents users from assigning work to subcontractors whose compliance is incomplete or expired.
When a subcontractor’s document expires, their compliance status changes automatically until it’s updated and re-approved.
Who can view compliance data
Admins can view, upload, approve, or reject compliance documents.
Subcontractors can view their own compliance status and upload required files.
Team members can see compliance status at a glance when assigning work but can’t modify it.
Key takeaway
Compliance management in HeyPros keeps your projects safe, your business protected, and your subcontractor network fully verified — without the manual tracking or guesswork.
Creating and Assigning Compliance Document Sets in HeyPros
Compliance Document Sets in HeyPros let you define the exact documents your subcontractors need to provide—such as insurance certificates, licenses, W-9s, or any custom forms your business requires.
Unlike rigid compliance systems, HeyPros gives you complete flexibility: you can create, name, and manage any document types that make sense for your workflow. Every company operates differently, so you’re in control.
Once you’ve created your Compliance Document Set, you can assign it to all subcontractors automatically — so every new contractor added to your HeyPros account will receive the same document requirements right away.
Step 1 — Open Compliance
Log in to your HeyPros Admin account.
In the left-hand menu, go to Compliance.
Click Create New Compliance Document Set.
Step 2 — Create your document Set
Click Add Document to create a new required document.
Enter a Document Name — this can be anything (e.g., “General Liability Insurance,” “W-9 Form,” “Trade License,” or “Safety Policy Acknowledgment”).
Optionally, add a Description or Instructions for your subs.
Example: “Please upload a current certificate of insurance showing coverage limits and expiration date.”
Optionally upload an example file or blank document for the sub to download.
There are no preset document types in HeyPros — you define exactly what your business requires.
Step 3 — Assign your Compliance Set
Once your documents are created, click Assign to Subcontractors.
Choose how you’d like to assign them:
Assign to All → Recommended. Automatically applies the set to all existing and future subcontractors in your HeyPros account.
Assign to Specific Subcontractors → Choose only certain individuals or groups if you have different requirements by trade or region.
Click Save & Apply.
When you select Assign to All, every new subcontractor you add in the future will automatically receive the same document requirements — no extra setup needed.
Pro Tip: Use “Assign to All” as your default approach. It ensures compliance tracking stays consistent across your network and removes the need for manual assignment each time a new sub joins..
Step 6 — Monitor compliance
After your set is active:
Subcontractors will upload their required documents.
Admins can review and approve submissions from the My Contractors section.
Expirations and missing documents will be flagged automatically.
Best practices
Keep names simple and clear. Use plain language so subs immediately know what’s being requested.
Use “Assign to All.” This ensures consistency across your network and reduces maintenance.
Review annually. Update document types if your business or insurance requirements change.
Monitor expiring docs. Use built-in reminders to stay ahead of renewals.
📤 How to Upload and Manage Subcontractor Compliance Documents
Step 1 — Open the compliance area
Log in to HeyPros.
Go to my contractors> click the three dots next to the user's name> click edit user> Compliance and Authorization
You’ll see any document categories you have assigned to your contractor (W-9, insurance, license, etc.).
Step 2 — How do documents get uploaded?
In most cases, contractor will upload the documents they have been assigned by your team like this.
If you are uploading documents for your contractor, click Upload next to each required category. Choose a file from your device. Add details (like expiration date). Click Save.
The document is now attached to the subcontractor’s record and visible to your admin team.
Step 3 — Review and approval
After upload:
The document’s status will show as Pending until an admin reviews it.
Once approved, the status updates to Active.
If it’s rejected (missing pages, expired, or unreadable), the subcontractor is notified automatically to re-upload.
Step 4 — Monitor document status
You can view document status anytime from:
Each Subcontractor Profile (inside of "edit").
Statuses include:
Compliant (approved and valid)
Noncompliant (document uploaded and awaiting review, past validity date, or not yet provided)
Step 5 — Edit or replace a document
Open the subcontractor’s profile (edit).
Find the document you want to replace.
Upload the updated version, and re-save.
The document resets to Pending until re-approved.
Best practices
Require contractors to upload PDFs or images that clearly show all required information.
Set a reminder to review upcoming expirations weekly.
Keep filenames descriptive (e.g., “LiabilityInsurance_ABCContracting_2025.pdf”).
🟢 3. Compliance Status Explained
HeyPros uses color-coded statuses and labels to show whether a subcontractor is compliant and ready for work assignment.
Status types
Status | Color | Meaning | What to do |
Compliant | 🟢 Green | All required documents approved and valid. | Sub can be assigned to new work orders. |
Noncompliant | 🟡 Yellow | Document not yet uploaded, document pending staff approval, or Documents uploaded, waiting for review or approval. | Remind contractor that they have documents due before they can be awarded work. Review and approve when ready. |
Viewing compliance status
You can see compliance status:
In My Contractors, "Edit" user and view the “Compliance” column.
Within each Work Order assignment, where HeyPros will block or warn if a sub is non-compliant.
What happens when a document expires
When a document expires:
The subcontractor’s compliance status automatically changes to Expired.
They can no longer be assigned new work until updated documents are approved.
HeyPros can notify both the admin and the subcontractor by email or in-app alert.
You are able to create an expiration date for any document a contractor uploads to their compliance.
⏰ 4. Setting Up Compliance Reminders and Expiration Alerts
How compliance reminders work
HeyPros automatically tracks expiration dates for all compliance documents. When a document is nearing expiration, the platform can send alerts to both admins and subcontractors so documents can be updated in time.
Step 1 — Add expiration dates during upload
When a compliance document is uploaded:
Enter the Expiration Date if applicable (e.g., for insurance or licenses).
Click Save.
This enables HeyPros to track the validity period for that document.
Step 2 — Updating expired documents
When a document is nearing expiration:
The subcontractor and staff receives multiple alerts reminding to upload a new version.
Once the expiration date passes, contractor status changes to Noncompliant until a new document is approved.
Once a new document is approved, the status returns to Active.
Key takeaway
Compliance alerts keep your operation proactive instead of reactive — reducing last-minute scrambles and ensuring only fully approved subcontractors are assigned to jobs.
Watch this brief video for an explanation of how HeyPros' compliance feature works.