Subcontractor Invoice Documentation Checklist
The compliance file behind every sub payment: insurance, lien waivers, statutory documents, current before money moves.
• Automate faster • Collaborate better
• Pay with confidence
Every subcontractor payment is leverage, and compliance documents are what the leverage is for. An expired insurance certificate discovered after release is just a liability with your name on it.
This checklist keeps the file current before money moves: what belongs in every sub’s compliance file (Canadian and US documents marked separately), the per-invoice currency check, an expiry tracker reviewed before every payment run, and a payment-hold procedure with the two-sentence notice that gets documents renewed fast.
IN THIS TEMPLATE
The compliance file, per subcontractor: insurance, WSIB/WCB or workers’ comp, licenses, statutory declarations, lien waivers
The per-invoice check: current through the payment date, not just current today
An expiry tracker with 30-day flags, reviewed before every payment run
The payment-hold procedure, automatic, written and PM-copied, with the two-sentence notice
A quarterly file audit that keeps the whole system honest
FAST FACTS
30 days ahead is when expiries surface, instead of at the claim
CA / US document sets, marked separately
2 sentences in the hold notice that gets documents renewed
Use the leverage while you still have it. Complete the form and we’ll send the PDF.
