Where sub coordination breaks
Your plumber said Thursday. Thursday morning, nobody shows. Or the electrician shows up and you realize the certificate of insurance on file expired two months ago. Coordinating subs usually happens by text and memory, which works until you have five jobs going at once.
What a subcontractor agent does
- Confirms every date. A few days before the sub is due, it asks them to confirm, and again the day before.
- Flags no-replies early so you have time to find someone else.
- Keeps the paperwork. It requests the certificate of insurance and a W-9 before the first job and stores them with the sub's record.
- Watches expiration dates and requests a new certificate before the old one lapses.
- Tells the Scheduling Agent when a date moves, so crews and clients are updated too.
Why the paperwork mattersIf an uninsured sub gets hurt or damages a client's home, the claim can land on you. Ask your insurance agent what certificates and endorsements you should require. The agent then makes sure you actually have them.
A simple sub checklist
- Current certificate of insurance on file, with the expiration date tracked.
- W-9 on file before the first payment.
- Written scope and price for each job.
- Date confirmed a few days before and the day before.
When a sub's work is done, the next step is getting paid by the client. Read progress billing, collections and lien deadlines.
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