Stop chasing
vendor paperwork.
Onfile collects, tracks, and renews W-9s, certificates of insurance, and licenses for every vendor, automatically. Built for property managers and general contractors.
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Secure upload link
Pinnacle Roofing LLC
Dropping COI_2026.pdf …
Required documents
- Certificate of InsuranceUploading…
- W-9On file
- Business LicenseMissing
The actual Onfile Compliance Command Center, click to explore the live preview.
Less time chasing documents
Saved per audit prep
Expired-COI surprises
Faster vendor onboarding
Illustrative outcomes based on common customer workflows.
The problem
Vendor compliance shouldn't live in spreadsheets and inboxes.
COIs expire without warning
W-9s and licenses go missing
Vendors forget to send updates
Teams waste time chasing paperwork
Audit requests become stressful
Compliance status is hard to see
Onfile gives your team one organized place to request, review, approve, track, and renew vendor documents.
Product tour
From request to renewal, without the chase.
A clear workflow your whole team can run.
Request
Send vendors a secure upload link. No account required.
- Branded upload links per vendor
- Per-vendor document checklists
- No vendor account required
Welcome, Pinnacle Roofing LLC
Please upload the documents below to stay compliant with Acme Property Group.
- Certificate of InsuranceRequired
- W-9Required
- Business LicenseOptional
How it works
A clear workflow from intake to renewal.
Add vendors
Import or create vendor records and assign each one a type.
Set requirements
Define required documents like COIs, W-9s, licenses.
Send upload links
Vendors upload through a secure link, no account needed.
Review & approve
Track submissions, review extracted fields, and approve.
Stay audit-ready
Automate reminders and export reports anytime.
Core features
Everything you need to keep vendor documents current.
Vendor Upload Links
Vendors submit requested documents through secure links, no account required.
Compliance Dashboard
See who's compliant, missing, expired, expiring, or pending review.
AI-Assisted COI Review
Extract key COI fields like insured name, expirations, and coverage limits.
Automated Reminders
Send reminders before documents expire and follow up automatically.
Requirement Templates
Define document requirements per vendor type so nothing slips through.
Audit-Ready Reports
Export compliance summaries, missing-doc reports, and vendor packets.
Activity Log
A clear record of uploads, reviews, approvals, reminders, and changes.
Secure Document Storage
Centralize vendor documents in one organized, access-controlled system.
Document taxonomy
Built around the documents you actually collect.
Onfile classifies every upload into a real type, so you can filter, report, and renew with precision.
COI
Certificate of Insurance
W-9
Tax form
Biz Lic
Business license
Pro Lic
Professional license
Safety
Safety / OSHA docs
Contract
Signed agreements
Other
Custom doc types
+ Custom
Define per vendor type
Integrations Roadmap
Planned integrations with the systems your team already uses.
Live today
Stripe
Billing & subscriptions
Resend
Reminder & escalation email
AI Vision
AI document extraction
Supabase
Auth, storage, database
On the roadmap
Slack
Compliance alerts in your channels
AppFolio, Yardi, Buildium, QuickBooks and more on the roadmap, vote inside the app on what ships next.
See it in action
The compliance command center, live.
The same UI your team uses every day, review queue on the left, AI-extracted COI fields on the right.
Review Queue
18Documents pending review
| Vendor | Document | Status | Confidence | Received | |
|---|---|---|---|---|---|
PR Pinnacle Roofing LLC | Certificate of Insurance | Extracted | 95% | Jun 10, 2025 | |
HE Horizon Electrical Inc. | COI | Extracted | 92% | Jun 10, 2025 | |
SH Summit HVAC Services | COI | Partial | 76% | Jun 9, 2025 | |
MF Metro Fire Protection | COI | Extracted | 96% | Jun 9, 2025 | |
BV BrightView Landscaping | W-9 | Extracted | 90% | Jun 8, 2025 | |
AP Apex Painting Co. | COI | Failed | – | Jun 8, 2025 |
Pinnacle Roofing LLC
Certificate of Insurance · Received Jun 10, 2025
AI + Human review
AI helps you review faster. Your team stays in control.
Onfile extracts and flags key details from Certificates of Insurance and other documents, your team makes the final approval.
We're new. That's the point.
I've watched property managers and contractors run vendor compliance out of spreadsheets, inboxes, and shared folders for years. Everyone knows it's broken. COIs expire, W-9s go missing, audits become a fire drill, and everyone just lives with it.
Onfile is the tool I wish those teams had. It's brand new, and instead of pretending we have hundreds of customers, I'd rather be honest: we're looking for our first 10 design partners, teams willing to use Onfile in real work and shape it with us.
If that's you, a property manager, GC, facilities lead, or risk & compliance owner with more than a handful of vendors, we'd love to talk. You'll get hands-on onboarding, direct access to the team, and a meaningful discount for life.
The Onfile team
Currently onboarding our first design partners
The Vendor COI Audit Checklist
A 2-page, plain-English checklist covering the 7 areas auditors look at most, coverage limits, additional-insured endorsements, certificate-holder language, and the renewal process you actually need.
- 35 audit-ready check items across 7 sections
- Score your current vendor file in under 5 minutes
- Quick-win fixes you can ship this week
Use cases
Built for the teams managing vendors every day.
Property Management
Track COIs, W-9s, licenses, and service vendor documents across portfolios.
Construction
Collect subcontractor documents and reduce gaps before work starts.
Facilities Management
Keep HVAC, cleaning, landscaping, and maintenance vendor documents current.
Operations Teams
Replace spreadsheets and inbox follow-ups with one clear workflow.
Professional Services
Organize vendor onboarding documents, signed agreements, and W-9s.
Risk & Compliance
Give compliance leads a single source of truth for vendor status.
Pricing
Simple plans. Transparent pricing.
Start with the plan that fits your vendor count. Upgrade anytime.
Starter
Best for small teams replacing spreadsheets.
- Up to 25 vendors
- 3 team users
- Vendor upload links
- Compliance dashboard
- 25 AI COI scans / month
- 2 GB document storage
Growth
Best for teams actively managing vendor compliance.
- Up to 100 vendors
- 10 team users
- AI-assisted COI extraction
- Automated reminder sequences
- Audit-ready PDF reports
- 20 GB document storage
Pro
Best for larger teams with heavier workflows.
- Up to 500 vendors
- 25 team users
- 1,000 AI scans / month
- Vendor compliance packets
- Multi-location tracking
- 100 GB document storage
FAQ
Answers to common questions.
Stop chasing. Start tracking.
Bring every vendor document into one organized, audit-ready system.