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Approved Subcontractor List + Compliance Expiry Tracker

Free approved subcontractor list and compliance expiry tracker templates. Track CIS status, insurance, qualifications, and document expiry dates.

Overview

Managing subcontractor compliance across multiple documents, expiry dates, and verification statuses is complex. These templates help you maintain an approved subcontractor list and track when compliance documents expire - so you never get caught with an uninsured or unverified subcontractor on site.

2 free templates — download below

Key Takeaways

  • Centralise all subcontractor compliance in one place
  • Set up alerts for expiring documents
  • Review compliance status monthly
  • Request updated documents well before expiry
  • Don't let subcontractors work with expired documentation

Why Maintain an Approved Subcontractor List?

An approved subcontractor list is your defence against compliance failures. It shows due diligence, speeds up project mobilisation, and helps identify reliable subcontractors for future work.

  • Demonstrates due diligence to clients and auditors
  • Faster project mobilisation with pre-approved subbies
  • Track performance history for future procurement
  • Identify compliance gaps before they become problems

Key Information to Track

Your approved subcontractor list should capture both static information (company details, UTR) and dynamic information (insurance expiry, verification dates) that needs regular review.

  • Company name, contact details, UTR
  • CIS verification status and date verified
  • Insurance details and expiry dates
  • Trade qualifications and accreditations
  • Health & safety documentation status
  • Performance ratings from previous work

Download Templates

Approved Subcontractor List

Excel spreadsheet for maintaining your approved subcontractor database with key information fields.

Excel

Compliance Expiry Tracker

Excel tracker with automatic expiry warnings for insurance, qualifications, and other compliance documents.

Excel

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Using the Compliance Expiry Tracker

The expiry tracker highlights documents approaching expiry with colour-coded warnings. Set up monthly reviews to catch expiring documents before they lapse.

  • Automatic colour coding: Green (>60 days), Amber (30-60 days), Red (<30 days)
  • Filter by expiry status to see at-risk subcontractors
  • Track multiple document types per subcontractor
  • Export reminders for document renewal requests

Documents to Collect and Track

Different projects and clients require different documentation. Here are the most commonly required documents for subcontractor compliance.

  • Public Liability Insurance (minimum £2m-£10m)
  • Employers Liability Insurance (£10m statutory minimum)
  • Professional Indemnity (where applicable)
  • CIS registration proof/verification
  • Health & Safety Policy (if 5+ employees)
  • CSCS/competency cards for operatives
  • Trade-specific accreditations
See the softwareSubcontractor Onboarding Software

Related

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Back to CIS Compliance Hub

Approved Subcontractor List + Compliance Expiry Tracker FAQ

At minimum, monthly. Review the expiry tracker to identify documents expiring in the next 30-60 days and request renewals. Before mobilising a subcontractor to a new project, verify all documentation is current.
Employers Liability is statutory at £10m minimum. Public Liability requirements vary by client/project - typically £2m-£10m. Some high-value or sensitive projects require higher limits. Check your main contract requirements.
Yes. The approved subcontractor list can serve as a pre-qualification database. Add scoring/rating fields to track past performance and use filters to identify suitable subcontractors for tender lists.
Stop work immediately. An uninsured subcontractor on your site creates serious liability. Notify the subcontractor, request evidence of renewed cover, and only allow return to work once valid insurance is confirmed.

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