How do you collect sub documentation?
You need a single place where sub paperwork lives and stays current. That means licenses, insurance certificates, tax forms, and any trade-specific certifications. This post covers what to collect, when to ask for it, and how to keep it organized so you're never scrambling when you need proof.
What documentation you actually need
Start with the non-negotiables: current general liability insurance, workers comp (if they run a crew), and a valid business license. For your state, check if they need specific trade licenses — plumbers need a plumbing license, electricians need electrical. Get a W-9 or 1099 form for tax purposes. If they're working on jobs over a certain bond threshold, you may need a performance bond or bid bond. Beyond that, it depends on your trade and the scope of work. Roofing? Manufacturer certifications matter. Concrete? Maybe you want proof of equipment maintenance or safety training. HVAC? EPA certification for refrigerant handling. Don't just collect everything — ask yourself what actually protects you and what your insurance carrier requires.
When and how to request it
Request documentation before they start the first job, not after. Make it a one-time onboarding step. Send them a checklist and a deadline. Most subs expect this and won't push back if you're clear about what you need. Set renewal dates in your calendar. Insurance expires. Licenses renew annually or every few years depending on your state. Don't assume they'll tell you. Two weeks before expiration, send a reminder email asking them to provide updated copies. Keep it simple: 'Your liability insurance expires on March 15. Send me the updated certificate by March 1.' Use email for requests, but keep the files organized centrally. A shared folder, a spreadsheet with links, or a system like Lowkly that stores everything tied to each sub's profile — whatever means you actually check it.
How to organize it so you find it
Use a consistent naming convention. Something like 'Sub Name - License - 2024' or 'Sub Name - Insurance - Expires 2025'. This takes thirty seconds per file and saves you hours later. Create a folder structure by subcontractor name, or by document type — either works as long as you pick one and stick with it. Include the expiration date in the filename or metadata. Don't rely on your memory. If you use a spreadsheet, include columns for: sub name, document type, date received, expiration date, and a column where you note 'current' or 'expired'. Update it when you receive renewals. This is not fancy. It works because it's boring and consistent.
Verification and follow-up
Spot-check. Call the licensing board occasionally and verify a sub's license is active. Takes five minutes. For insurance, if they give you a copy, you can verify the certificate number and dates with the insurance company — most will confirm over the phone. If something expires, don't just keep working with them. Stop the jobs until they provide current documentation. This isn't punishment. If they get hurt or cause damage and their insurance lapsed, you're liable. You're protecting yourself and your business. When you terminate a sub, keep their documentation for your records for at least three years. If a problem comes up later, you want proof that they were licensed and insured when they worked for you.
Bottom line
Collect the required licenses, insurance, and tax forms upfront. Set renewal reminders. Keep it in one searchable place. Verify it occasionally.