How to keep a simple subcontractor paperwork folder
One folder per subcontractor keeps insurance, tax forms and agreements easy to find when someone asks.
- Make one folder per subcontractor. Use their business name so it is easy to find.
- Collect a current certificate of insurance. Note the expiry date and set a reminder before it lapses.
- Collect their tax form. Ask your accountant which form you need and when.
- Keep the signed agreement or quote. Store the scope, price and dates for each job.
- Keep invoices and payment records. Match each payment to the job it covered.
Common questions
How long should I keep these?
Ask your accountant. Retention rules vary, and general guidance is no substitute.
Do I need all this for a one-time sub?
A smaller version still helps: insurance proof, a signed quote and the invoice.
See also the contractor guides and free tools.
General information, not legal or financial advice. Verify with your attorney or accountant.
Try BossHours free for 14 days
Field Hours $149, Office Hours $379 and After Hours $499 a month. Unlimited users on every plan, no setup fee, month to month, 14-day free trial.
Start your free trial