Setting up compliance requirements for your suppliers and contractors means you're not manually chasing licences, insurance certificates, and other paperwork.

Once a requirement is set up, JACK tracks the details and expiry dates for you and can remind you and the contractor before something lapses. This article walks through two worked examples to show how the same form builder handles different types of documents.

ℹ️ For the general form builder workflow, see Safety and Compliance Settings. This article builds on that with two worked examples.

Before You Start

Navigate to Settings > Safety & Compliance > Supplier & Contractor Compliance and click + Add Compliance Document to open the form builder. The builder has three steps: the document questions, what displays on the form, and your notification preferences.

Example 1: Builder's Licence

This example sets up a licence requirement for specific trades, with an expiry date, a signature, and an alert if the licence hasn't been provided.

Step 1: Document questions

Enter a Form Heading, for example, Builder's Licence.
Set Show alert when approving a bill from this company if this document has not been provided? to Yes so you're warned before paying a contractor with an outstanding licence.
Set Is there an expiry date for this document? to Yes.
Set Does this document require a signature? to Yes.
Under Type, tick Contractor and select the trades this applies to, for example Plumbing and Gas, Plaster, Carpentry, Bricklayer.
Click Next.

Step 2: What displays on the form

JACK pre-fills four fields for this document: Document Name, Document Number, Provider, and Photo/File Upload. Use the Show and Required toggles next to each one to turn them on or off, and use Additional Requirements to add a custom question if needed.

💡 The Preview panel on the right updates live as you change these settings, so you can see exactly what the contractor will be asked to fill in.

Step 3: Communication preferences

Tick when you want to be notified: Prior to the compliance requirements expiry date and/or when the compliance document expires.
Choose who gets notified: Notify Company, Notify the Users Company, and/or Notify the User.
Choose a notification timeframe, for example, Monthly or Fortnightly.
Click Save to finish.

Example 2: Contractor Insurance

This example sets up an insurance requirement that tracks an expiry date, but doesn't need a signature and doesn't block bill approval.

Step 1: Document questions

Enter a Form Heading, for example, Contractor Insurance.
Set Show alert when approving a bill from this company if this document has not been provided? to No.
Set Is there an expiry date for this document? to Yes.
Set Does this document require a signature? to No.
Under Type, tick Contractor and leave the trade selector set to All so it applies to every contractor type.
Click Next.

Repeat Steps 2 and 3

These steps follow the same pattern as the Builder's Licence example above. Toggle Show and Required for the fields you want, then set your communication preferences and click Save.