100% subcontractor compliance and zero inspection fines for 18 months
200 job sites per year, 80 subcontractors, dozens of certificates to monitor: this general contractor automated its subcontractor compliance chain.
Context
General contractor (200 sites/year, 80 regular subcontractors)
500+ compliance documents per month
WSIB clearance certificates, corporate profiles, CGL insurance, trade certifications
2 compliance officers
The problem
Ontario's Occupational Health and Safety Act and WSIB requirements demand strict subcontractor certificate monitoring. With 80 vendors and documents expiring every month, manual checks were a ticking time bomb.
- 40 hours per month for 2 people dedicated to compliance monitoring
- Expired WSIB clearance and CGL insurance certificates slipping through
- Actual compliance rate estimated at 60% -- the rest unchecked
- Personal liability risk for directors during Ministry of Labour inspections
- Subcontractors sent to job sites with expired documents
The solution
CheckFile.ai continuously monitors each subcontractor's compliance: certificate validity, expiration alerts, automatic enrichment via Corporations Canada and provincial registries.
- Automatic tracking of each subcontractor certificate's validity
- Expiration alerts 30, 15, and 7 days before deadline
- Automatic enrichment via Corporations Canada and Ontario Business Registry
- Compliance dashboard by job site and by subcontractor
The results
“During the last Ministry of Labour inspection, the inspector accessed all our certificates in 2 clicks. He couldn't believe it. Before CheckFile, that same inspection would have taken 3 days to prepare -- and probably cost us a fine.”
Director of Operations
General contractor, 200 sites/year, Ontario