How do you track subcontractor performance?
You track subcontractor performance the same way you track any worker: timesheets, quality of work, and reliability on job site. The difference is you're managing people who aren't on your payroll, so you need clearer systems. Here's what to monitor and how.
Set baseline metrics before hiring
Before you ever schedule a sub, know what you're measuring. Don't wait until job three to figure out if they're reliable. Write down: response time to job offers, punctuality on start dates, whether they show up with required materials, and their typical rework rate. If you're hiring a concrete sub, you need to know whether they consistently hit your finish quality or if they cut corners. A roofing sub needs to show up on time and not leave material scattered across your customer's property. Get at least two job references for anyone new and call them. Ask specific questions: Did they start when they said they would. Did the customer complain. This takes 15 minutes and saves weeks of headaches later.
Use timesheets and daily job reports
Timesheets are your paper trail. Even if a sub sends an invoice, have them log hours by day and job. Include start time, end time, and what was completed. This isn't about micromanaging—it's about matching hours to quality and knowing what they actually finished. Daily job reports are just as important. A simple form: what was done, what's left, any issues, materials used. Take photos of problem areas. If a sub consistently logs 8 hours but a job that should take 8 hours takes 12 with their work, you have documentation. If a customer complains about their work two months later, you have a record of what they were supposed to do versus what they did. Keep these for at least two years.
Track callbacks and customer complaints
A callback is the clearest performance signal you have. If you send a sub to a job and the customer calls back within 30 days about that sub's work, something went wrong. Document it: date, what the complaint was, did the sub fix it for free or did it cost you. Two callbacks in six months from the same sub. Three callbacks in a year. Those are patterns. A single callback doesn't mean fire them—sometimes a customer is wrong. But a pattern means either they're not doing the work right or they're not listening to what customers need. Get feedback directly. Text or call customers a few days after a sub finishes: how'd they do. Keep notes. If three different customers say a plumbing sub left the site messy, that's actionable data.
Schedule regular check-ins and adjust pay
Quarterly conversations with your regular subs aren't soft management—they're business. Sit down or call. Tell them what you're seeing: on-time rate, quality, customer feedback. If they're consistently strong, tell them. If there's a pattern you've noticed, address it directly. A sub who's running 20 percent over estimates needs to talk about it. A sub with zero callbacks deserves a bonus or priority scheduling. Tie compensation to performance if possible. Some contractors pay a base rate plus 5 percent for jobs with zero callbacks. Others reduce pay if rework is needed. Make the connection clear: better performance means better pay, more jobs, and first choice of work. A sub who knows they're being measured and rewarded performs better. They also know you're paying attention.
Bottom line
Track three things: baseline metrics before hire, daily timesheets and job reports during work, and callbacks after completion. That data tells you everything about who to call back next time.