Key takeaways
- A certificate of insurance (COI) is a record, not the policy. The ACORD 25 form (2016/03) says it "CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER".
- In the invented check of 6 subs, 2 may not start, 1 must renew mid-job, 1 has no margin and 2 are clear.
- Example pay date of 4 December 2026: 4 pay applications are due 15,300 USD. Our example policy releases 4,580 USD and holds 10,720 USD.
- Example scorecard: one failed inspection in five jobs cuts a score by 6 points. That drops Sub F from 85.0 (Preferred) to 79.0 (Standard).
- None of the pages read for the 5 tools describes a sub performance score. Among those pages, only Foundation is rated Yes for expiry alerts.
To track sub papers and pay in software, see the best solar EPC project management software.
Subcontractor management at a glance
Subcontractor management answers three questions. May this firm work on our job? What do we owe it? How well did it do?
| Item | Detail |
|---|---|
| Records | Company and tax details, insurance and licences, work orders and schedule, payments and waivers, scores. |
| Where it matters | Safety and insurance exposure, cash release, paperwork and repeat quality. |
| Standard or rule | Contract terms, insurers and each state or country set the rules. This page states none of them. |
| In software | Project, field service and construction accounting tools. See the table below. |
Why does subcontractor management matter for installers?
A sub on your site can put you at risk on safety, insurance and pay. Records and gates show you checked before work began and before cash went out.
On safety, OSHA’s Multi-Employer Citation Policy (CPL 02-00-124, effective December 10, 1999) names four roles: creating, exposing, correcting and controlling employer. It says a controlling employer "has general supervisory authority over the worksite". Which role your firm holds on a job is a legal question for your adviser.
On pay, California’s contractor licence board (CSLB) has a warning. Paying your contractor does not mean its subs get paid. It also says "No lien release is binding unless the claimant signs and delivers a waiver and release." The page covers California only. It prints no date. Other states differ.
On tax, the IRS (page reviewed 11 September 2026) says a Form W-9 "should be kept in your files for four years". The personal credentials of a sub’s workers belong in a crew record. See crew management.
What records does subcontractor management keep?
It keeps five records. Records go stale, so give each an owner and a date.
| Record | Question it answers | Example fields |
|---|---|---|
| Company and tax details | Who is this firm, and can we pay it? | Legal name, contacts, W-9 (US), payment terms. |
| Insurance and licences | Is it covered and licensed for this work? | Certificate, policy expiry date, licence, expiry date. |
| Work orders and schedule | What did we ask it to do, and when? | Scope, dates, price, signed acceptance. See work order. |
| Payments and waivers | What have we paid, and what is owed? | Contract value, % complete, retainage, waiver status. |
| Performance | Should we use it again? | Inspection results, on-time rate, safety actions, paperwork. |
How do you gate a sub from onboarding to payment?
Run one check before work starts. Run another before each payment. A firm that was clear at sign-up can lapse later.
- Collect the papers you need: COIs, licence and W-9 (US).
- Record each expiry date. A customer procedure on Procore’s support site tells staff to "Enter the earliest expiration date".
- Compare each date with the job window (start and end). Do not use today’s date.
- Send a signed work order and book the sub.
- Before each payment, re-check papers on the pay date. Confirm the waiver your contract asks for.
- After the job, score the sub and file the result.
Worked example: a start gate on 6 example subcontractors
All names, dates and rules here are example. The job window is 16 Nov 2026 to 11 Dec 2026. A sub needs three papers before start. These are a general liability COI, a workers’ compensation COI and a contractor licence. A W-9 is needed before pay only. Our rule for each paper is below. A sub gets its worst status.
- Missing, or expired before start: "Do not start".
- Expires inside the window: "Renew before job ends".
- Expires within 30 days after job end: "Watch".
- Anything else: "Clear".
C and D are blocked, B must renew mid-job, F has no margin and A and E are clear.
| Subcontractor (example) | Earliest-expiring dated document | Expiry (days after job end) | Other finding | Start status |
|---|---|---|---|---|
| A electrical | Workers’ compensation certificate | 2027-01-15 (35) | None | Clear |
| B roofing | General liability certificate | 2026-12-02 (-9) | None | Renew before job ends |
| C trenching | Workers’ compensation certificate | 2026-11-05 (-36) | None | Do not start |
| D scaffolding | General liability certificate | 2027-02-28 (79) | Contractor licence missing | Do not start |
| E civils | Workers’ compensation certificate | 2027-02-10 (61) | W-9 missing (blocks payment, not start) | Clear |
| F testing | General liability certificate | 2026-12-11 (0) | None | Watch |
Figure 1. In an example check of 6 subcontractors, 2 may not start, 1 must renew mid-job and 1 has no margin after the job ends.
Sub C’s workers’ compensation COI expired before the start, so C is blocked. Sub D has no licence record, so D is blocked even though its insurance runs to February 2027. Sub F’s general liability COI expires on the last day. Our rule counts that as valid but "Watch". A negative day count means the paper expires before the job ends.
Worked example: which pay applications do you release?
Knowify’s blog (dated 26 July 2023) defines retainage as "the practice of temporarily withholding payment from a contractor for work performed". Here it is 10% on every contract (example). Net earned = contract x % complete x (1 - 10%). Due now = net earned - net paid to date. Our example policy has 3 tests. Every paper must be valid on the pay date. A waiver must be on file. Something must be due.
The pay date is 4 Dec 2026. C and D have no application, as they cannot start.
Only F is paid now. A, B and E are held for a missing waiver, an expired certificate and a missing tax form.
| Subcontractor (example) | Contract (USD). Complete | Net earned - net paid = due now (USD) | Waiver on file | Decision |
|---|---|---|---|---|
| A electrical | 120,000. 75% | 81,000 - 75,000 = 6,000 | No | Hold: no conditional waiver on file. |
| B roofing | 48,000. 60% | 25,920 - 25,000 = 920 | Yes | Hold: General liability certificate expired 2026-12-02. |
| E civils | 64,000. 50% | 28,800 - 25,000 = 3,800 | Yes | Hold: no W-9 on file. |
| F testing | 18,000. 90% | 14,580 - 10,000 = 4,580 | Yes | Release. |
Only F is released, 4,580 USD. B’s general liability COI expired on 2 December, before the pay date, so its 920 USD is held. It was "Renew before job ends" in the start gate. A holds 6,000 USD only for the missing waiver. E holds 3,800 USD for the missing W-9. Held amounts total 10,720 USD. Then 4,580 + 10,720 = 15,300 USD due. Waiver forms and timing depend on state law and your contract, so confirm them with your adviser.
Worked example: how do you score subcontractor performance?
A scorecard turns job records into one number per sub. The 4 weights are: first-pass inspection 30%. On-time delivery 25%. Safety actions closed on time 25%. Papers on time 20%. Weights, percentages and bands (Preferred at 85 or more, Review below 70) are example.
A and F score Preferred, C falls to Review and the rest are Standard.
| Subcontractor (example) | First-pass inspection / on time / safety actions / documents | Score | Band |
|---|---|---|---|
| A electrical | 100% / 80% / 90% / 100% | 92.50 | Preferred |
| B roofing | 60% / 60% / 75% / 100% | 71.75 | Standard |
| C trenching | 80% / 100% / 50% / 40% | 69.50 | Review |
| D scaffolding | 100% / 80% / 100% / 40% | 83.00 | Standard |
| E civils | 80% / 80% / 100% / 60% | 81.00 | Standard |
| F testing | 100% / 60% / 80% / 100% | 85.00 | Preferred |
Sub F scores exactly 85.00, the Preferred line. With 5 jobs, each job is 20 points of one measure. One failed inspection removes 20 x 30 / 100 = 6 points. So F falls to 79.00 and Standard.
Check your own subs
Part 1 checks papers against your job window. Part 2 decides which pay to release. Part 3 scores sub results. All three start with examples.
If the calculator does not load, run the start-gate, payment-release and scorecard checks on their own page.
How solar software handles subcontractor management
On the pages read in October 2026, none of the five tools below describes a sub performance score, and only Foundation says Yes to expiry alerts.
Not stated means the company page we cite does not say. Partly means the page covers only part of the feature.
| Software | Documents on record | Expiry alerts | Work order or portal |
|---|---|---|---|
| Zuper | Yes | Not stated | Yes |
| Procore | Partly | Partly | Not stated |
| Foundation | Partly | Yes | Not stated |
| WennSoft Signature | Partly | Partly | Not stated |
| Scoop Solar | Not stated | Not stated | Partly |
| Software | Lien waivers | Payment holds |
|---|---|---|
| Zuper | Not stated | Not stated |
| Procore | Partly | Not stated |
| Foundation | Partly | Partly |
| WennSoft Signature | Partly | Not stated |
| Scoop Solar | Not stated | Not stated |
- Zuper:
- Documents: "Insurance and licensing documents stay on the subcontractor’s record".
- Work order or portal: the subcontractor "opens the work order from an email link and signs it".
- Payment: "Payment terms and tax details are carried onto each new order". The page does not describe holds.
- Procore:
- Documents: a customer procedure on Procore’s support site files the certificate in Procore.
- Expiry alerts: the same procedure says to enter the earliest expiry date "so we are notified".
- Lien waivers: Procore support says "With Procore Pay, invoice contacts can preview, sign, and regenerate lien waivers for an invoice". The page does not describe tracking or payment blocks.
- Foundation:
- Documents: Document Imaging can store "Insurance certificates".
- Expiry alerts: "receive alerts for expired insurance certificates".
- Lien waivers: Accounts Payable lets users "create lien waivers".
- Payment holds: subcontracts can carry retainage. The page does not describe payment holds.
- WennSoft Signature:
- Documents: a report shows "insurance coverage amounts and expiration dates by vendor".
- Expiry alerts: no automated alerts are stated. The report is used to remind subcontractors of due dates.
- Lien waivers: the report shows return status of job documents such as lien waivers.
- Payment holds: a payment hold is mentioned only as the result of a missed due date.
- Scoop Solar: Portal: a trade article (12 June 2025) says it coordinates external contractors with "standardized workflows and automations".
Each rating rests on the page or pages dated in Sources. Procore, Foundation and WennSoft are general construction or service tools. They are not made for solar. Questions for each company:
- Can the system block a job assignment or a payment when a paper expires? Or does it only report it?
- Does the sub upload papers, and who approves them?
- Can I export waiver status and scores by sub and job?
For field-service tools that send work orders to subs, see the best solar field service management software.
Common mistakes with subcontractor management
FAQs
How is subcontractor management different from crew management?
Crew management tracks your own people: roster, credentials, availability and hours. Subcontractor management tracks outside firms: company papers, work orders, pay and results.
Is a COI proof of coverage?
No. A COI is a record of coverage, not the policy itself. The ACORD 25 form (2016/03) says it "does not affirmatively or negatively amend, extend or alter the coverage afforded by the policies". Keep it and its expiry date as a record. Your insurer or adviser can say what else you need.
What is the difference between a conditional and an unconditional lien waiver?
A conditional waiver "is only effective if the claimant is actually paid". An unconditional waiver is for when the claimant states the payment came in. The CSLB page covers both for California, and forms differ by state.
What should a subcontractor scorecard measure?
Our example uses four measures: first-pass inspection, on-time delivery, safety actions closed on time and papers on time. The example weights are 30, 25, 25 and 20, with Preferred at 85 or more. No source sets weights or bands.
What documents must a solar subcontractor give you before starting?
Our example asks for a general liability COI, a workers’ compensation COI and a contractor licence before start. A W-9 (US) is needed before pay. Contract terms, insurers and each state set the real list.
Related terms
- Crew management: the people records for your own crews.
- Scheduling and dispatch: putting crews and subs on jobs by date and place.
- Work order: the record of one job, including one sent to a subcontractor.
- Job costing: tracking what each job costs, including sub spend.
- Procurement and purchase orders: buying materials and services on approved orders.
Next step: run the start gate on your next job window, then compare sub tracking in the best solar EPC project management software.
Sources
- OSHA: Multi-Employer Citation Policy, CPL 02-00-124. Date printed: December 10, 1999 (checked October 2026).
- ACORD 25 (2016/03) certificate of liability insurance form, a copy on the US National Park Service site (checked October 2026).
- CSLB: Conditional and Unconditional Waiver and Release Forms. California only. No date printed (checked October 2026).
- IRS: Forms for independent contractors. Page last reviewed 11 September 2026 (checked October 2026).
- Knowify: What is retainage in construction?. Dated 26 July 2023, changed 28 January 2025 (checked October 2026, company blog).
- Zuper: Subcontractor work orders. Copyright 2026, no page date (checked October 2026).
- Procore support: Subcontractor COI procedure (Koester Construction). First published 3 September 2025, changed July 2026 (checked October 2026).
- Procore support: Manage lien waivers overview. Copyright 2026, no page date (checked October 2026).
- Foundation Software: Guide to FOUNDATION modules. Shows 10 September 2026, first published 22 June 2023 (checked October 2026).
- WennSoft: Subcontractor Insurance Expiration, Signature 2024 (18.7). Changed 1 February 2024 (checked October 2026).
- Field Technologies Online: Scoop brings field service management to the AI era. Dated 12 June 2025 (checked October 2026, trade article).
Last updated 30 October 2026. Next scheduled review: 30 January 2027.