Subcontractor Compliance Tracker | COI, W-9, 1099 and Agreement Log with Insurance Expiry Alerts

One uninsured sub can turn into your claim. And you find out the certificate lapsed after the incident, not before.

Track every sub's insurance, W-9, agreement and 1099 status in one place, with the expiration dates working for you instead of sitting in a folder. Excel and Google Sheets, plus editable agreements.

Built for a five-person crew and not a compliance department.

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WHO IT'S FOR

You hire 5 to 50 subs a year and you're the one chasing their COIs.

Not for you if you pay a compliance service to verify certificates for you.

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One uninsured sub can sink you.

→ A COI lapses mid-project → a denied claim
→ A missing W-9 → the January 1099 scramble
→ No signed agreement → no paper trail when a dispute hits

This system closes all three gaps — and flags trouble automatically, before it becomes a problem.

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WHAT YOU GET

A complete onboarding-and-compliance system in one download:

✓ COMPLIANCE DASHBOARD — every sub's status at a glance, with a live "Subs at Risk" count and red/amber/green health signals. Nothing to enter — it rolls up automatically.
✓ SUBCONTRACTOR TRACKER — insurance expirations, W-9, agreement, license #, COI status, and 1099 status for every sub, on one screen.
✓ AUTO EXPIRATION FLAGGING — GL, auto, and workers' comp dates flip to EXPIRING (≤30 days) or LAPSED on their own, so a certificate never lapses without you knowing.
✓ 1099 + MISSING-DOC FLAGS — flags every sub paid over $600, and any missing W-9 or agreement, before year-end.
✓ INSURANCE REQUIREMENTS SHEET (editable Word + print-ready PDF) — set your required limits and send it straight to each sub's agent to get the right COI back the first time.
✓ SIMPLE SUBCONTRACTOR AGREEMENT (editable Word + print-ready PDF) — a clean independent-contractor agreement covering scope, payment, insurance, indemnification, and signatures.
✓ STEP-BY-STEP SETUP GUIDE (PDF) — get fully set up in about 20 minutes.

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WHY THIS IS DIFFERENT

Most "subcontractor" listings are a single agreement template or a bare COI log. This is the complete system — the tracker AND the documents, working together:

✓ AUTO-FLAGGING EXPIRATION — the #1 way builders get burned is a sub's insurance lapsing mid-project. The tracker catches it 30 days out.
✓ A REAL COMPLIANCE DASHBOARD — your whole sub roster and every gap, on one screen.
✓ LOCKED FORMULAS — every calculation is protected, so you can't accidentally break it. You only fill in the blue cells.
✓ BUILT BY A CONSTRUCTION CFO who onboards subs for a living — not a generic template.

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HOW IT WORKS

1. Set your required coverages on the dashboard and on the Insurance Requirements Sheet
2. Send the requirements sheet + agreement to each new sub (and their insurance agent)
3. Add each sub to the Tracker — name, dates, W-9, agreement
4. Check the Dashboard every Monday — anything amber or red needs a call

Set up in about 20 minutes. No formulas to write — everything calculates automatically.

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WORKS WITH

✓ Microsoft Excel (Mac, PC, Excel 365, Excel 2019+)
✓ Google Sheets — just import the included Excel file
✓ Microsoft Word, Google Docs, or Pages for the editable documents
✓ Comes pre-loaded with an example so you can see exactly how it works

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INSTANT DOWNLOAD

After purchase you'll receive:
→ 1 Excel file (.xlsx) — the Compliance Tracker (works in Excel or Google Sheets)
→ Insurance Requirements Sheet (Word + PDF)
→ Subcontractor Agreement (Word + PDF)
→ Step-by-Step Setup Guide (PDF)

This is a digital product. No physical item will be shipped.

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PLEASE NOTE

The Subcontractor Agreement and Insurance Requirements Sheet are editable starting-point templates, not legal or insurance advice. Construction, insurance, and lien rules vary by state — have your attorney and insurance advisor review and adapt them for your state and projects before use.

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QUESTIONS?

Message me — a real person (not a bot) reads every message and will get back to you personally.

Built by a construction CFO · Back Office Blueprint · Systems that run the business so you can build it.

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★ PAIR IT WITH: the Back Office Blueprint OSHA Inspection & Audit-Readiness Kit — this system keeps your subcontractors compliant. That one keeps you compliant: the records an inspector asks for, tracked and flagged the moment they go missing or expire.

ARE YOUR SUBCONTRACTORS STARTING TO LOOK LIKE EMPLOYEES?
The Trades Hiring Kit has the worksheet that walks the actual employee-versus-contractor test, with the rules cited and a line for your attorney — $49. Search my shop for "Construction Hiring Kit".