Subcontractor onboarding checklist: what to set up before the first job
Do the same nine things for every subcontractor: invite them, collect the same papers, check them, agree scope, progress, changes and payment, and calendar the renewals, before the first day on site.
The short version
A subcontractor should be set up properly before their first job, not on the morning they arrive. Doing the same few things for every sub, in the same order, means nobody is missed, nobody is treated differently by accident and you have a record if something goes wrong later. This is a checklist for the company hiring them.
The checklist, in order
- 1
Decide what you need before you ask
Write down the trade, the kind of work, the paperwork you require (insurance, workers' compensation clearance, trade licences) and anything you need to know about capacity. Having this written once means every sub gets the same request.
- 2
Invite them, do not broadcast
Ask the companies you actually want to work with, one by one. A closed list is easier to manage than an open call, and it means everyone on it has been chosen.
- 3
Collect the same papers from everyone
Ask each sub for the same documents, with expiry dates. See how to track insurance, WSIB and CNESST documents and, for Ontario, what WSIB says about clearance certificates.
- 4
Check that each paper is current, then decide if it is acceptable
These are two separate questions. One is whether the document is authentic and still valid. The other is whether it meets the bar for your sites. Record both, with a note when you turn something down.
- 5
Agree how work is described and priced
Send every sub a clear scope of work with exclusions, and ask them to state what their price includes, so the bids can be leveled like for like.
- 6
Agree how progress is shown
Decide the milestones, what counts as done and what proof you want, such as dated photos. Say who confirms a milestone and how long you will take to review it.
- 7
Agree how changes are handled
Tell them that extra work needs a written change order before it starts. See change orders and scope creep.
- 8
Agree how and when they are paid
State the payment terms, how invoices should reach you and how you will pay. Get the payment details you need before the first invoice is due.
- 9
Put renewals in the calendar
Insurance and clearances expire. Note each expiry date, and ask for the renewed paper before the old one lapses. Workers' compensation clearances can run on short cycles, so a long job may cross a renewal.
Common traps
- Collecting papers once and never checking the dates again.
- Asking different subs for different things, so some have more on file than others.
- Treating "we have a copy" as the same as "we checked it".
- Leaving payment details to the first invoice, so the first payment is late.
- Starting work before scope, milestones and the change process have been agreed.
How ScopeMark helps
- Invite-only, with consent. You add a subcontractor to your roster and they accept before you see any of their details. A pending invitation shares nothing in either direction, and a subcontractor sees only the companies that invited them.
- Your own document list. For each service you hire for, you choose which documents are required. The defaults are insurance everywhere, WSIB in Ontario and CNESST in Quebec.
- The subcontractor uploads their own papers from the phone or the web, with expiry dates. An expired document cannot be submitted, and ScopeMark checks that the paper is authentic and current.
- Your approval is separate. You record whether each document meets your bar, with a note. When a subcontractor replaces a document, your earlier approval of the old one is cleared, because you approved the old paper.
- A getting-started list for the subcontractor. It reminds them to finish their profile, answer invitations, upload insurance and work-cover papers, give each company what it asks for, renew what is expiring and send a first bid. It only nudges; it decides nobody's access.
- An optional company profile and past work. The subcontractor can describe their business and past projects. It is self-declared and ScopeMark checks none of it.
- Payout details. The subcontractor stores how they want to be paid. A company can see them once it has awarded that person work or holds an invoice from them. ScopeMark moves no money: you pay directly and record the payment.
ScopeMark does not approve anyone for you. It checks documents, keeps the records and raises an invoice when you confirm a milestone; each company decides whom to work with. See how to sub out a project, from scope to invoice.
Questions people ask
What should I collect from a new subcontractor?
The papers you require for the work, with expiry dates: typically proof of insurance, workers' compensation clearance (WSIB in Ontario, CNESST in Quebec), and any trade licences. Decide the list once and ask every sub for the same things.
What is the difference between checking a document and approving it?
Checking asks whether the document is authentic and still valid. Approving asks whether it meets your company's bar for your sites. ScopeMark keeps the two separate, and only your company records the approval.
Does a subcontractor have to accept before I see their details in ScopeMark?
Yes. A company adds the subcontractor to its roster, and the subcontractor accepts before the company gets access. A pending invitation shares nothing in either direction.
How often should I recheck subcontractor documents?
At each expiry. Put each document's expiry date in your calendar and ask for the renewed paper before the old one lapses, because some clearances run on short cycles.
Does ScopeMark hold or move our money?
No. ScopeMark does not process payments between companies and subcontractors. The buyer pays directly, outside ScopeMark, and records the payment. ScopeMark's only revenue is its subscription.