Vendor compliance, on autopilot
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.
14-day free trial · No credit card required
Everything you need, in one platform
What OnFile does
Pure rules engine
Deterministic compliance
No vendor login
Self-service uploads
30 / 14 / 7 days
Reminder cadence
OpenAI Vision
AI-assisted extraction
Built for property managers and small ops teams. Built on Vercel; powered by Supabase, Stripe, and OpenAI.
Everything you need to stay compliant
A single source of truth for vendor documents — with deterministic rules, AI-assisted extraction, and an audit trail.
Deterministic compliance
A pure rules engine decides compliance — never AI. Predictable, auditable, defensible.
Vendor self-service uploads
Send vendors a secure link. They upload directly — no logins, no email attachments.
Automated reminders
Expiring documents trigger reminders 30, 14, and 7 days out. No more spreadsheets.
AI-assisted extraction
OpenAI Vision reads expiration dates, policy limits, and W-9 details from any document.
How it works
Four steps from spreadsheet chaos to automated compliance.
- 1
Add your vendors
Import vendors and assign them a type — General Contractor, Cleaner, Electrician, etc. Each type has its own document requirements.
- 2
Send a secure upload link
Vendors get a personalized link by email. They upload their COI, W-9, and licenses in one place — no account required.
- 3
OnFile reads and validates
Documents are extracted, expiration dates parsed, and compliance recalculated automatically. Reviewers get a queue of new submissions.
- 4
Stay compliant — automatically
When a document is about to expire, vendors get reminded for you. Your dashboard always shows who is at risk.
Built for security and privacy
Your vendors' documents stay protected
Sensitive compliance data deserves more than a shared inbox. OnFile is built on an audit-friendly stack with row-level isolation between every tenant.
Encrypted in transit and at rest
Every upload uses HTTPS and lands in encrypted object storage. Documents are never sent over plain email.
Role-based access controls
Owners, admins, and members each get scoped permissions. Vendors never see another customer's data.
Row-level tenant isolation
Postgres row-level security enforces organization boundaries on every query — not just in app code.
Read our Privacy Policy for the full breakdown.
Ready to stop chasing paperwork?
Get every vendor compliant in days, not months.