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Subcontractor Onboarding Checklist
The 10 documents every general contractor should collect from every subcontractor before work starts.
- 1
Signed Subcontractor Agreement
Executed subcontract with scope, payment terms, insurance requirements, indemnification, and dispute resolution provisions. Signed by an authorized representative of the sub.
- 2
Certificate of Insurance (COI)
Current ACORD 25 showing General Liability, Auto Liability, Workers’ Comp, and Umbrella (if applicable). Limits meet contract minimums, dates cover the project, named insured matches legal entity name.
- 3
Additional Insured Endorsements (CG 20 10 and CG 20 37)
Actual endorsement pages, not just COI reference. CG 20 10 covers ongoing operations, CG 20 37 covers completed operations. Both are required on most commercial subcontracts.
- 4
Primary and Non-Contributory Endorsement
Either CG 20 01 or PNC language built into the Additional Insured endorsement. Confirms the sub’s coverage pays first without contribution from your insurance.
- 5
Waiver of Subrogation Endorsement
CG 24 04 for General Liability and WC 00 03 13 for Workers’ Comp. Required by most construction contracts to prevent sub’s insurer from pursuing recovery against the GC.
- 6
Form W-9
IRS Form W-9 with legal business name, TIN (SSN or EIN), federal tax classification, and signature. Required before the first payment so you can file Form 1099-NEC at year-end.
- 7
Workers' Comp Coverage or Exemption Certificate
Proof of active WC coverage for any sub with employees, or a state-issued exemption certificate for sole proprietors. In monopolistic states (ND, OH, WA, WY), verify through the state fund's portal.
- 8
Contractor License (State + Local)
Active state license for the applicable trade and classification. In states with local licensing (Colorado, Illinois, Indiana, Missouri, New York), verify local permits as well.
- 9
Business Entity Documentation
Secretary of State registration showing active/good standing for LLCs and corporations, or DBA filing for sole proprietors. Confirms the sub is a legitimate legal entity.
- 10
Banking and ACH Information
Routing number, account number, and authorized signer for payment processing. Treat this as sensitive data and store it encrypted alongside the W-9.
This checklist is a general reference for US general contractors. Specific project and contract requirements may differ. Consult a construction attorney for guidance on your subcontractor agreement template and your state\u2019s licensing and workers\u2019 compensation requirements.
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