A Practical Subcontractor Onboarding Checklist

Onboarding is where paperwork problems are cheapest to prevent. Use the same checklist for every new subcontractor so nothing depends on who handled the signup.

The checklist

1. Define the requirement set first. Decide - from your client contracts - which documents this subcontractor must provide. Templates help, but your client requirements decide.
2. Add the subcontractor record. Company, contact name and email, service category, and the sites they will serve.
3. Request documents with a date. Ask once, clearly, with a due date - and log what you asked for.
4. Record receipt, then verify separately. Mark received on arrival; mark verified only after a person on your team has reviewed it. Note any rejection reason so the subcontractor knows what to fix.
5. Enter expiration dates. No date means no reminder - double-check expiring documents especially.
6. Confirm reminders are on. Unless there is a reason to pause them.
7. Check readiness. The subcontractor is ready when every required document is verified and unexpired - ready based on your recorded requirements.

Subtavia walks new customers through this exact sequence in about five minutes when the information is at hand.

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Subtavia tracks document statuses and dates you record. It does not verify insurance, interpret policies, or provide legal advice.