How do you onboard a new sub?
Onboarding a sub means getting their paperwork signed, rates locked in, expectations clear, and them connected to your workflow. This post walks through what actually needs to happen before they show up to the first job.
Get insurance and licenses verified first
Before anything else, you need proof. Request copies of their liability insurance, workers comp (if they have employees), and relevant licenses. Call the insurance company directly if you want to confirm it's active. For a plumber, electrician, or HVAC tech, license verification usually takes 30 seconds on your state's contractor board website. Don't skip this. A sub without coverage who gets hurt on your job becomes your liability. Store these documents in a folder with their name—digital or physical. You'll need them for your own insurance records and if anything goes sideways. Most subs understand this is standard and have their paperwork ready.
Define rates, payment terms, and job expectations
Put the money conversation in writing. Spell out whether you're paying per job, hourly, or per item. Include what gets covered (materials, travel time, cleanup) and what doesn't. If you're a concrete contractor using a sub for finishing work, are they bringing their own tools? Who supplies concrete? Be specific. Include payment timing—net 7, net 30, same day. Also cover job expectations: what time they show up, how they communicate delays, who handles customer contact, what happens if a job runs long. The sub should know whether they're running their own operation on your projects or following your crew's standard. Written agreements prevent arguments later.
Connect them to your communication system
Your sub needs to know how you schedule them and how they'll get job details. Are you texting, calling, or using a system? If you use scheduling software, add them as a user so they can see addresses, times, and job notes directly. If it's group text or email, make sure they're on the right thread. Walk them through the information they'll receive and when—the day before, the morning of, or in real time. Clarify how they report back: when the job's done, if there's a problem, or if they need to reschedule. A sub who's never worked with you before will make mistakes about communication. Be explicit.
Run a job together before going independent
The first job should not be your biggest one. Pair them with you or your crew on a smaller project so they see how your operation runs, where materials are, how you handle the customer, and what quality looks like. This is cheaper than fixing a job they do wrong on their own. Watch what they do, how long it actually takes, and whether they have questions. You'll also see if they're reliable before you're depending on them. After that job, do a quick debrief: ask what was clear and what confused them. Most issues come from assumptions, not incompetence.
Bottom line
Get their insurance and licenses verified, write down the rates and job expectations, connect them to your scheduling system, and run a trial job together. After that, you know whether they're worth keeping on rotation.