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.
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
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
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
Download Templates
Approved Subcontractor List
Excel spreadsheet for maintaining your approved subcontractor database with key information fields.
Compliance Expiry Tracker
Excel tracker with automatic expiry warnings for insurance, qualifications, and other compliance documents.