Field Team and Subcontractor Template
Three documents and three sheets that check every subcontractor's insurance against the warranty tail of the jobs they actually completed.
Free download · No account needed
Subcontractor Register
Corrigan Build Group. Five active subcontractors, reviewed 15 Feb 2026.
| Subcontractor | Trade | Policy expiry | Renewed since last check | AI endorsement on file |
|---|---|---|---|---|
| Voss Framing LLC | Framing | 1 Jan 2025 | No | Unconfirmed |
| Delacroix Electric | Electrical | 1 Apr 2026 | Yes | Confirmed |
| Anders Roofing | Roofing | 1 Sep 2025 | No | Confirmed |
| Petrosyan Mechanical | HVAC | 1 Feb 2026 | Yes | Confirmed |
Two subcontractors show a lapsed, unrenewed policy. Whether that is currently a problem depends on the jobs they touched, not on this table alone.
Job Assignment, warranty tail vs. policy
| Job | Subcontractor | Completed | Warranty ends | Policy expiry | Exposure gap | Exposed now |
|---|---|---|---|---|---|---|
| Harmon Ave addition | Voss Framing | 18 Mar 2024 | 18 Mar 2025 | 1 Jan 2025 | 76 days | No, ended |
| Kessler St remodel | Voss Framing | 2 Nov 2024 | 2 Nov 2025 | 1 Jan 2025 | 305 days | No, ended |
| Kessler St remodel | Anders Roofing | 2 Nov 2024 | 2 Nov 2026 | 1 Sep 2025 | 427 days | Yes, open now |
Anders Roofing's gap is not history. That job's two-year warranty does not end until November 2026, so the exposure is live today, not something to note for the file.
Performance and Callback Tracker
| Date | Job | Subcontractor | Policy status | Coverage outcome | Cost |
|---|---|---|---|---|---|
| 14 Jun 2025 | Kessler St remodel | Voss Framing | Lapsed since 1 Jan 2025 | Corrigan's own policy paid | $18,400 |
| 9 Sep 2024 | Harmon Ave addition | Delacroix Electric | Active, endorsement confirmed | Subcontractor's insurer paid | $1,150 |
Same kind of callback, opposite outcome. The difference is not the defect. It is whether a current, endorsed policy existed on the date the callback arrived.
Search "subcontractor management small business" and the results are scheduling software and generic onboarding checklists: collect the certificate, collect the licence, file them, and move on. None of them check whether that certificate's coverage actually stays in force for as long as the job's own workmanship warranty runs. A policy that lapses the week after a job finishes reads as fine on every checklist that only checks today's date, right up until a callback arrives.
Corrigan Build Group's framer, Voss Framing LLC, let its general liability policy lapse on 1 January 2025 and never renewed. Two of its jobs carried a one-year workmanship warranty extending past that date, one by 76 days and one by 305 days, both invisible to a check that only looks at today. A callback landed inside that second gap: a $18,400 water-intrusion repair traced to a flashing detail, with no subcontractor coverage in force to answer it.
Corrigan's own policy paid that claim instead, the exposure this pack exists to catch before it happens rather than after. Anders Roofing's two-year roofing warranty creates the same kind of gap on a policy that also lapsed and was never renewed, 427 days deep and still open today, since that job's warranty does not end until November 2026. Additional insured status depends on an endorsement attached to the policy, which a checkbox alone never establishes. The onboarding checklist and the scheduling pack track the same crews from the client and capacity side.
What's in the pack
Engagement Standard
Minimum insurance, endorsement, licence and warranty terms every subcontractor agreement carries, with the endorsement itself required, not only the certificate's checkbox.
Quality Checklist
Photographed inspection points by trade at each milestone, the record a callback investigation starts from when workmanship is in question.
Onboarding Requirements
What is collected and confirmed before a subcontractor is assigned any job, and what gets re-verified at every renewal cycle after that.
Subcontractor Register
Every subcontractor's policy dates, renewal status and confirmed endorsement status in one place, the sheet the exposure check reads from.
Job Assignment
Every job's completion date and warranty end date compared against the performing subcontractor's policy expiry, with the exposure gap in days.
Performance and Callback Tracker
Every callback logged with the subcontractor's policy status on that date and whether the claim landed on their insurer or on this business's own policy.
How to use it
- 1
Open in River, or download it
Take the blank Word and CSV files with no account, or install the pack in River and hand it your subcontractor certificates and job list.
- 2
Build the register from certificates, not checkboxes
Record policy dates and confirm the additional-insured endorsement itself is on file, since a certificate's checkbox can be checked with no endorsement behind it.
- 3
Compare every job's warranty tail against the policy
Compute the warranty end date per job and flag any job where that date falls after the subcontractor's policy expiry and the policy was never renewed.
- 4
Log every callback's actual coverage outcome
Record whether the claim was answered by the subcontractor's insurer or by this business's own policy, so a coverage gap's real cost is visible, not assumed.
Frequently asked questions
Is this template free?
Yes. Three documents and three sheets download as Word and CSV files with no signup and no credit card. Edit with AI is the optional path where the agent checks the exposure from your own certificates and job list. The rest of the library is at the template index.
What format are the downloaded files?
Word documents (.docx) for the Engagement Standard, Quality Checklist and Onboarding Requirements, and CSV (.csv) for the Subcontractor Register, Job Assignment and Performance and Callback Tracker. They open natively in Word, Pages, Google Docs, Excel, Numbers and Sheets.
Does a certificate of insurance by itself prove we're covered?
No. A certificate's additional-insured checkbox and description field can be filled in even when the endorsement itself was never added to the policy. The endorsement document is what actually grants coverage, so it is requested and confirmed separately, not assumed from the certificate alone.
Why check the warranty tail instead of just the policy expiry?
Because the policy expiry alone tells you whether the subcontractor is covered today, not whether they were covered for the whole period a claim could still arrive. A job's warranty routinely outlasts a subcontractor's current policy term, especially on longer warranties like roofing.
What happens once a job is flagged exposed?
If the warranty period has already ended, the exposure is historical and only matters if the Callback Tracker shows a claim inside that window. If the warranty is still running, request a current certificate immediately, since the exposure is open right now, not filed for later.
Does this replace a subcontractor's own general liability coverage?
No. It verifies that coverage is real, current and endorsed correctly so it actually protects this business the way the subcontractor agreement assumes it does. The subcontractor still carries their own policy; this pack is the check that the policy is doing what it is supposed to.
Find the exposure before a callback does
Download the blank pack as Word and CSV files, or open it in River and have it check your own subcontractors' coverage against their jobs.
Edit with AI