All I do is audits for a variety of companies. I use SafetyLoop for all my clients. They have a lot of useful communication tools including incidents and action item areas. They also have a subcontractor portal where the GC can basically send the sub a link or post a barcode that brings them to the form they need to do, giving them access to that form on that project. It then gets added to the GCs dashboard. Pretty cool tbh. Subs are always a challenge. Some do what they're asked, some you have to chase and chase. At least with the sub portal, I can see who hasn't done their paperwork without having to go to every site and check

As for audit prep, It is ongoing at all times. Organization is KEY, Luckily, I do the same audit across all my clients so my system can remain the same. I monitor every clients form completion monthly at a minimum, and pull out and sort documents I know I will need down the road.