Procedure for collecting cert's of insurance/agreements from subs

[Glen Dall]

We have three different entities (for legal and ownership purposes), and are doing rehabs, new construction and remodeling. I'm looking for a good procedure to track our sub-contractor agreements and their certificates of insurance. We use Quickbooks. Each entity has different "policy years" (which do not align with calendar years). It's important that are able to collect and organize these documents as we generally get audited each policy year prior to renewal.  

We prefer to store documents electronically versus hard-copy.

I'm assuming this is pretty common to a lot of contractors out there, so if someone had a procedure already written up its could save us from "re-inventing the wheel," that would be great. Any help or advice is greatly appreciated!!!!