Paperwork Checklist When You Hire a Subcontractor

Why Sub onboarding matters on real jobs

Most contractors do not lose money because they cannot swing a hammer — they lose money because paperwork lags the work. A clear sub onboarding creates a shared record between you, the customer, and anyone who pays the bill later (GC, lender, property manager). That record is what gets you paid, protects your crew, and reduces "I never agreed to that" arguments.

This guide is written for HVAC techs, plumbers, electricians, handymen, and general contractors who need operational clarity — not enterprise software. When you are ready to produce a polished PDF, use the JustPayStubs generator with live preview.

What a professional document must include

• Your legal business name, phone, and service address
• Customer name and job site (they are often different)
• Dates: document date, work period, and due/valid-until dates
• Line-item clarity: labor hours vs materials vs allowances
• Payment terms and how change orders are handled
• Signatures when money or property rights are involved

Day-one packet

Collect W-9 and COI, sign the sub agreement, and issue a work order for the first task.

Common mistakes that delay payment

• Missing job address or PO number the GC requires
• Bundling labor and materials so the customer cannot see value
• No validity date on estimates (customers shop your number for months)
• Signing unconditional lien waivers before funds clear
• Skipping change orders when the scope expands mid-job

Field workflow that actually works

1. Estimate / proposal before mobilization
2. Work order or job log while the crew is on site
3. Change order the same day scope shifts
4. Invoice with labor + materials + tax
5. Receipt every payment; lien waiver only when appropriate

Taxes, compliance, and external references

Sales tax on materials vs labor varies by state and municipality. Confirm with your state department of revenue. For federal contractor tax basics, start with the IRS pages on self-employed individuals and Form W-9. Safety planning resources for construction are published by OSHA.

When to use a template vs talk to a professional

Operational forms (invoices, work orders, receipts, job logs) are everyday tools. Lien rights, large commercial contracts, and multi-party disputes are not DIY territory — use templates as drafts and involve a construction attorney or knowledgeable collections partner when the stakes are high.