For trades and contractors
On FileBY CALAS AUTOMATIONSTrack your subs’ insurance and WCB papers.
Same product, different paperwork. Early access: we set it up with you and run the first 30 days side by side with how you chase documents today. You see it on your own files before you pay anything.
Already a customer? Sign in →C$500/mo, flat all year · no setup fee · free for 30 days · cancel with 30 days’ notice · prices in CAD. Nothing is charged during the 30-day pilot. If you keep it, C$500 a month plus tax starts on day 31.
On File for trades, plainly
What it does, what it does not do, what it costs, and how to start.
What it does
- Keeps a list of each sub's certificates of insurance, WCB clearance, lien waivers and permits, with expiry dates.
- Sends the chase email to the sub in your company's name when you or we press the button.
- Shows you what is outstanding and who is holding it up.
What it does not do
- Not live yet: the mailbox reader that files replies and attachments. Not built: folder sync. Cara drafts replies for a person to send; she never sends one herself.
- No link to QuickBooks, Xero, TaxDome or Karbon. You bring lists in and take records out as CSV spreadsheets; there is also a calendar link and a simple API.
- Not legal or insurance advice. Your broker still judges whether a policy is adequate.
- Hours saved shown in On File are an estimate built from what it actually did, not a measurement. They are not promised in advance.
Price
C$500 a month, flat, no setup fee. The first 30 days run side by side with how you track subs today, free. If you keep On File, C$500 a month plus tax starts on day 31; there is no charge before that. Monthly plans are cancelled with 30 days’ notice.
How to start
Sign-up is manual: call (431) 244-9026 or ask Cara, and we set up your account by hand with you. The free 30-day pilot starts once your list is loaded.
Ask about the free 30-day pilotEstimate — illustrative figures, no external source
This is an estimate, not a measurement. The sliders are your inputs; the arithmetic assumes 85% of those hours come back over 46 working weeks — our assumption, with no external source behind it. Every figure here is an illustrative figure — On File’s own hours-saved figure is an estimate built from what it actually did, not a measurement.
On File — subcontractor paperwork
For general, mechanical, electrical and roofing contractors in Winnipeg
Certificates of insurance expire quietly — no notice, and the sub keeps showing up on your site anyway. You find out when something happens and the insurer starts asking who was covered.
On File keeps a list of every sub's documents and the expiry date on each one. The chase email goes to the sub, in your company's name, when you or we press the button, and you see what is outstanding and who is holding it up. Early access: we set it up with you and run the first 30 days side by side.
"I couldn't tell you today which of my subs has current insurance. I'd have to go and look."
— close to what I hear when I ask trades owners this directly. Not a named client — I'm too new for those yet.
- Tracks
- Certificates of insurance, WCB clearance letters, lien waivers, permits and inspection sign-offs, safe-work certificates, signed change orders.
- Best fit
- 8–60 people, and you use subcontractors. If you don't, this isn't for you and we'll say so.
- Setup
- $0
- Monthly
- $500, flat, all year. Flat all year.
- Not included
- Legal or insurance advice, or any judgement about whether a policy is adequate. On File tracks and chases documents; your broker still assesses them.
Trades is newer for us than accounting. The 30-day side-by-side pilot runs the same way. Certificates expire whether or not anyone is watching, so the sooner you start tracking them, the sooner a lapsed one is just paperwork.
Founding clients
The first three trades clients: help us write our first case study.
We have no trades case study yet, and we'd rather earn one than write around it. So we're asking the first three trades contractors who sign on to be it. In return, we measure the hours before and after, and publish the result as a named case study with your company on it — the real numbers, whatever they turn out to be. If you'd rather not be named, that's fine; the price is the same either way: no setup fee, $500 a month.
Fit
We'd rather tell you no than sell you the wrong thing.
Worth a conversation
- Trades contractor, 8–60 people, running subcontractors.
- A task someone does every week that nobody enjoys.
- The job follows rules you could write on one page.
Probably not us
- You don't use subcontractors — there's nothing here worth paying for.
- You want a computer making judgement calls a professional should make.
- You want it for less than $500 a month — that's the flat price and we won't cut corners to go lower.
Process
Four steps, about three weeks.
We watch the task.
One hour with whoever does it — in person in Winnipeg, or a screen-share.
We build it.
Off-site, on our time. You get a working version to try first.
It runs beside you, free, for 30 days.
Next to the old way, so you see it's right before you trust it.
We keep it running.
Your systems change; the monthly fee is us keeping it working.
About
Based in Winnipeg, upfront about how we work.
We're Calas Automations, a new Winnipeg company with no customers yet. You deal directly with the people who do the work. Fixed price before we start — no hourly billing. Monthly plans are cancelled with 30 days’ notice, and the workflow stays yours if you do.
Questions
Five things people ask.
Do I need an app?
On File runs in your web browser; you sign in at onfile.calasautomations.com. Your subs need nothing installed: the requests and reminders reach them as emails.
What if a sub never sends the paperwork?
On File keeps showing it as missing, with who was asked and when. Reminders go out when you press the button. Daily chasing is off until you and we switch it on; once it is on, On File sends the request and up to three reminders on weekdays in office hours, then marks the client as needing a phone call. The conversation with the sub is still yours.
Who sees my data?
We act as your service provider for the certificates, WCB letters and permits and contact details you put in: we keep them confidential, use them only to run On File for you, let only our staff and the providers who need it see them, and delete them on request when you close your account, usually within 30 days. On File is stored on our own server, hosted with DigitalOcean; we have not yet confirmed which region, so please do not assume it is in Canada. Reminder emails are sent through Resend (United States) by way of Cloudflare, and replies arrive in a Google mailbox (Gmail / Google Workspace). Details are in our Privacy Policy.
What if it gets something wrong?
On File does not check whether a document is valid or enough. It tracks and chases. A person at your company still reviews and accepts what comes in, and your broker still judges whether a policy is adequate. Reminders go out only when someone presses the button or daily chasing has been switched on.
How do I cancel?
Monthly plans are cancelled with 30 days’ notice, by phone or email. Nothing is charged during the 30-day pilot. Call (431) 244-9026 or email [email protected]. The workflow stays yours if you leave.
How we handle your data
- We act as your service provider: your subs' documents and contact details are used only to run On File for you.
- Only our staff and the providers who need it to run the service can see them. We do not use your content to train AI models.
- On File is stored on our own server, hosted with DigitalOcean; we have not yet confirmed which region, so please do not assume it is in Canada. Reminder emails go through Resend (United States) by way of Cloudflare, and replies arrive in a Google mailbox (Gmail / Google Workspace).
- When you close your account, we delete your data on request, usually within 30 days, unless the law requires us to keep it. We keep one thing: the email address of anyone who asked us to stop emailing them, so we can honour that. Copies in backups are deleted as the backups expire.
Full detail: Privacy Policy and Terms. We are a new company and do not claim any security certification.
Get in touch
Watch the demo. Then talk to us.
The demo uses made-up data. The free 30-day pilot on your own files tells you plainly whether On File makes sense for you.