Subcontractor management register in Excel: licences, insurance, allocation and performance in one file.
Three working sheets: a register with licence and insurance expiry flags, a job allocation sheet that tracks value, claims and retentions, and a performance sheet scoring the four things clients notice. Free, no email required.
How do you keep track of subcontractors on a building job?
Keep one register of every sub with their trade, LBP or licence number, insurer and expiry dates, induction date and status; one allocation line per sub per job with the agreed value, retention, claims and payments; and a score at the end of each job for punctuality, quality, tidiness and communication. Expiry dates 30 days out turn amber and lapsed ones red, so a sub with a red cell does not go on site. Across 13,567 publicly posted reviews of NZ builders and outdoor and civil construction contractors, punctuality is praised in 38.3 to 40.3% of positive reviews and tidiness in 15.9 to 21.0%. Clients do not separate your subs from you.
The job this document is doing.
- —A sub’s public liability lapsed in June and nobody noticed until the claim
- —Retentions held on four jobs, and nobody can say what is owed to whom
- —The same sub is late on three jobs in a row and still gets the fourth
- —LBP records of work are chased at code compliance time, from a sub who has moved on
Open it and use it today.
- 01Register: 13 columns including licence and insurance expiry with 30-day amber and lapsed red flags, induction date, status dropdown
- 02Job allocation: scope, dates, contract value, retention, claimed and paid to date, outstanding calculated, status
- 03Performance: four 1 to 5 scores, average, use-again flag; low averages highlighted
- 04How to use, including the review before each pricing round
Free to use and adapt for your own business. Not legal advice: check contract terms against your own terms of trade and, where it matters, with a lawyer.
Why this document, and not another one.
| Category | Punctuality praised | Tidiness praised | Quality score (of 4 dimensions) |
|---|---|---|---|
| Builders | 38.3% of positive reviews | 15.9% | 99.0 / 100 |
| Outdoor and civil construction | 40.3% of positive reviews | 21.0% | 98.8 / 100 |
From 13,567 publicly posted reviews of 328 NZ builders and outdoor and civil construction contractors, collected August 2026. Positive reviews score 80 or more out of 100. Full corpus, method and thresholds: the construction methodology page. Full findings: the construction research study.
Use it alongside
Schedule of works template (Excel)
A working-day schedule for a residential build, pre-filled with 21 typical stages from consent to handover.
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