Sage Paperless Construction Help

Insurance Tracking 

ClearToPay monitoring ensures that all insurance policies are in effect and that endorsements are present. A single ClearToPay page provides the whole insurance coverage story for each vendor. Should an insurance policy be close to expiring, ClearToPay can systematically send emails to vendors so they can submit new policies and stay in compliance. Not only can emails be sent to vendors, but copies of those emails can also be sent to Project Managers and Job Superintendents so all involved parties are kept in the loop. This ensures that the necessary certificates and required documents are obtained in advance, including keeping non-compliant subcontractors off job sites until compliance requirements are met.

Additionally, you can track insurance for all-operations vendors. This means that if you have a vendor who works for your company on many of your jobs, a single certificate of insurance with the proper coverages can be tracked for compliance across all jobs, without them having to provide multiple insurance certificates.

Commitments 

Commitments are a fundamental aspect of compliance tracking, specifically in reference to subcontract and purchase order agreements. These types of agreements are often tracked within a company's accounting system, but with ClearToPay, commitment information can be brought into Sage Paperless Construction via the bridge to ensure that contractors and vendors meet their contractual obligations.

Lien Waivers 

A lien waiver is a legal document signed by a contractor, subcontractor, supplier, or other party to the construction project stating that they have been paid (or should be paid) and thereby waive their right to file a lien (most common being Mechanic’s lien) for the specified amount of work or materials.

You can create and manage lien waivers in ClearToPay to ensure your company's projects are not only protected from liens but are also moving forward as smoothly as possible. ClearToPay also provides the ability to use pre-defined emails to distribute new lien waivers, automatically generate waivers at set intervals and request missing requirements (such as signatures).

Contractor Licenses 

*Functionality to be included in a future release.

Certified Payroll 

Certified payroll reporting is a weekly requirement for contractors and subcontractors working on federally funded projects. The report verifies that employees are paid the legally required wages and benefits. ClearToPay provides the ability to track receipt of the required reports and store the report documents in the document repository.

Certified payroll documents usually contain highly confidential information. ClearToPay safely and securely stores these documents using the Sage Paperless Construction document repository. ClearToPay also provides the ability to set notification rules for overdue payroll records, automatically generate records at set intervals and use pre-defined emails to request updated records.

Custom Compliance 

Your company may require certain compliance documentation that does not fit within standard compliance categories, such as I-9 documentation, W-9 documentation, ISO or NIST compliance certification. ClearToPay provides the ability to create additional tracking items that can be used to determine if a vendor (including tier and all ops vendors) is compliant.

Notification Rules 

Through the reporting and scheduled job automation features in ClearToPay, designated email groups can receive email communications that provide information about their compliance status, expired insurance or licensing, missing lien releases and/or certified payrolls, etc. These email notifications provide adequate warning, communicate needs and support prompt action.

Reporting and Integrations 

Reports and dashboards provided by ClearToPay provide useful compliance data and tracking details. Reports are available for each of the tracking modules—Insurance, Lien Waivers, Certified Payroll, Contractor Licenses, and Custom Compliance. Reports can also be added to email templates, ensuring that the latest reports are distributed to the appropriate email group recipients automatically when the email is sent.

External Portal Access 

The ClearToPay™ Portal provides your vendors with a way to be self-sufficient, responding to requests for project documents quickly. With the appropriate permissions, they can immediately upload signed lien waivers, updated insurance documents, certified payroll files and other required documents. If portal access is enabled at the job level and granted at the vendor level to a particular contact, vendor contacts can set up their portal user account and log in to a designated area of Sage Paperless Construction where they can review, sign or upload documents.

Address Book and Contacts 

ClearToPay integrates with the Address Book, which serves as a central database for managing company and contact information across the system. It can also highlight areas where companies and contacts may be missing key information.

Configure ClearToPay users

Configure company settings

N/A

N/A

N/A

View company, job and vendor pages

N/A

Only assigned jobs and their vendors

Create and edit jobs, vendors and tier vendors

N/A

Only assigned jobs and their vendors

N/A

Create and assign insurance templates

N/A

Only assigned jobs

N/A

Add and match commitments

N/A

Only assigned jobs and their vendors

N/A

Generate lien waivers for jobs and vendors

N/A

Only assigned jobs and their vendors

Preview and print waiver forms

Manage subcontractor pay applications

N/A

Only assigned jobs

N/A

Receive ClearToPay notifications

Run ClearToPay reports

Create and edit Address Book companies and contacts via ClearToPay

N/A

N/A

Configure Address Book settings

System or vault administrator only

Access portal

Vendor/subcontractor access only