Title: New-sub onboarding document checklist | Cercha

Description: Collect a new sub’s COI, W-9, license, and workers’ comp evidence. Print a checklist for receipt, review, open questions, and start approval.

Canonical: https://cercha.pages.dev/tools/new-sub-onboarding-checklist/

# New-sub onboarding document checklist

Tools for residential building

Put the documents and their review owners in order before the crew starts. Record receipt, review, and unresolved questions separately.

You have chosen a sub, and the crew needs a clear path onto the job. Use this new-sub onboarding document checklist to collect the records, assign reviewers, and resolve missing details. Give each document separate received and reviewed dates. Keep the start decision with the builder responsible for the project.

First, match the paperwork to the company in the subcontract. Use one legal name across your scope, billing setup, license review, and insurance questions. If the names differ, ask the sub to explain the relationship. Record the explanation and refer unresolved identity questions to the relevant board or professional.

Do not rewrite an issued document yourself.

Keep tax intake separate from credential review. The IRS describes requesting Form W-9 after you determine that the payee is an independent contractor. It supplies the payee’s name and taxpayer identification number. [IRS contractor forms guidance](https://www.irs.gov/businesses/small-businesses-self-employed/forms-and-associated-taxes-for-independent-contractors)

Ask your CPA or tax adviser about classification and reporting. Record the tax-file location on this worksheet rather than the taxpayer number.

Treat the certificate of insurance (COI) as evidence to review. It is not the policy. In North Carolina, a certificate cannot extend coverage or create rights beyond the referenced policy. [North Carolina certificate law](https://www.ncleg.gov/EnactedLegislation/Statutes/HTML/BySection/Chapter_58/GS_58-3-149.html) The ACORD specimen also points to policy provisions or endorsements for additional-insured status. [ACORD certificate specimen](https://tdi.texas.gov/certificates/documentcr/s21357a.pdf)

Ask your insurer or licensed insurance agent to review the project’s requirements and relevant policy documents.

Review workers’ comp separately, even when it appears on the same certificate. North Carolina’s coverage database carries a warning that its information is not proof of insurance. [Commission coverage notice](https://www.ic.nc.gov/) North Carolina subcontracting liability also has certificate and policy conditions under G.S. 97-19. [Subcontracting statute](https://www.ncleg.gov/EnactedLegislation/Statutes/HTML/BySection/Chapter_97/GS_97-19.html)

Send a claimed exemption or coverage gap to your construction attorney and insurance reviewer. Avoid treating a small crew as the answer.

Use the table below to explain each record’s purpose during intake. The checklist that follows records your questions and follow-up. These are suggested office procedures, not a universal required-document list. Adapt them with the board, insurer, attorney, and CPA for the actual engagement.

Carry unresolved items into the start decision and assign a recheck date.

## What each document shows and leaves open

| Record | What it shows | What it does not establish | Who to ask |
| --- | --- | --- | --- |
| COI | A summary of the listed insured, policies, dates, and limits. | Every risk covered or additional-insured protection from the holder box alone. [ACORD specimen](https://tdi.texas.gov/certificates/documentcr/s21357a.pdf) | Your insurer or licensed insurance agent. |
| W-9 | The payee’s supplied name and taxpayer identification number. | A prior determination of independent-contractor status. [IRS intake sequence](https://www.irs.gov/businesses/small-businesses-self-employed/forms-and-associated-taxes-for-independent-contractors) | Your CPA or tax adviser. |
| License record | In the NC GC example, the named entity’s license and permitted classification or limitation. | Insurance coverage. [NC board FAQ](https://www.nclbgc.org/faq-contractors/) | The board responsible for the work. |
| Workers’ comp evidence | The carrier, employer, and term stated in the supplied record. | A complete answer from the NC database alone. [Commission warning](https://www.ic.nc.gov/) | The employer and insurer, with an attorney for liability questions. |

## Print note

Print one checklist per sub and project. Attach an evidence index with document, received date, reviewed date, reviewer, and next action. Keep W-9s and policy records in your secure office files.

## Separate the document review handoffs

Use the [subcontractor-document guide](/guides/documents-from-a-subcontractor/) to assign receipt and review owners. Keep credential questions open until the responsible reviewer answers them.

Use the [COI guide](/guides/certificate-of-insurance/) for the insurance discussion and the [W-9 guide](/guides/w-9-for-subcontractors/) for secure tax intake. The [IRS intake sequence](https://www.irs.gov/businesses/small-businesses-self-employed/forms-and-associated-taxes-for-independent-contractors) keeps classification ahead of the contractor form request.

Return to the [construction tools hub](/tools/) for the other quantity checks and printable records.

Document-intake worksheet, not a determination of legal compliance or insurance coverage. Ask the issuing board, insurer or licensed insurance agent, construction attorney, and CPA about the actual engagement.

- [ ] Intake record: Record project, legal entity, trade, start date, and reviewer: _____. Why: Identify the engagement being reviewed.
- [ ] Intake record: Record the office, field, billing, and emergency contacts: _____. Why: Send each question to the right person.
- [ ] Intake record: Create an evidence index with received date, reviewer, and file location: _____. Why: Separate receiving a document from reviewing it.
- [ ] License review: Ask the relevant board which license or registration applies: _____. Why: Resolve the rule for the scope and location.
- [ ] License review: Match the contracting entity to the official record and save the check date: _____. Why: Review the business that will perform the agreement.
- [ ] License review: Record status, classification, limits, and any question sent to the board: _____. Why: Keep scope questions open until answered.
- [ ] Insurance review: Request a current COI from the producer or insurer: _____. Why: Identify the source of the insurance evidence.
- [ ] Insurance review: Record named insured, carrier, policy identifiers, dates, and listed limits: _____. Why: Prepare the information for your insurance reviewer.
- [ ] Insurance review: Ask the reviewer about project coverage and applicable endorsements: _____. Why: Resolve policy questions with the responsible professional.
- [ ] Insurance review: Record direct confirmation contact, response, and date: _____. Why: Keep the answer beside the documents.
- [ ] Insurance review: Request workers’ comp evidence for the correct employer and work dates: _____. Why: Give the reviewer a defined coverage question.
- [ ] Insurance review: Refer missing coverage, claimed exemptions, and excluded-worker questions to the insurer and attorney: _____. Why: Avoid deciding exposure from a headcount or unchecked box.
- [ ] Tax and payment intake: Send classification questions to the CPA or tax adviser before selecting the intake form: _____. Why: Keep worker classification in the tax review.
- [ ] Tax and payment intake: After classification, route the applicable W-9 to the payer’s tax records: _____. Why: Put the payee record with the reporting owner.
- [ ] Tax and payment intake: Record the secure file location, not the taxpayer number, on this sheet: _____. Why: Keep sensitive identifiers off the field copy.
- [ ] Tax and payment intake: Confirm invoice recipient, project reference, and payment-process contact: _____. Why: Give the sub a clear billing handoff.
- [ ] Start handoff: Attach the agreed scope, revision, permit responsibilities, and site instructions: _____. Why: Give the foreman the assignment being released.
- [ ] Start handoff: Record unresolved items, their owners, and due dates: _____. Why: Keep incomplete review visible.
- [ ] Start handoff: Record the builder’s start decision, reviewer, and document recheck date: _____. Why: Identify who owns the next review.

Print this checklist from the HTML page.

## Where Cercha fits

Cercha profiles display credential badges, portfolios, and endorsements. Use a badge to frame a question, then verify directly with the board, employer, or insurer. Use Messages for the initial contact and your own secure process for document intake.

## Build your connections

[Ask about the beta](</beta/>)

## Sources

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1. Internal Revenue Service. (n.d.). *Forms and associated taxes for independent contractors*. Retrieved October 14, 2026, from https://www.irs.gov/businesses/small-businesses-self-employed/forms-and-associated-taxes-for-independent-contractors

<a id="source-2"></a>

2. North Carolina Licensing Board for General Contractors. (n.d.). *FAQ for Contractors*. NC Licensing Board for General Contractors. Retrieved October 14, 2026, from https://www.nclbgc.org/faq-contractors/

<a id="source-3"></a>

3. ACORD. (2016, March). *Certificate of Liability Insurance*. Texas Department of Insurance. https://tdi.texas.gov/certificates/documentcr/s21357a.pdf

<a id="source-4"></a>

4. N.C. Gen. Stat. § 58-3-149. https://www.ncleg.gov/EnactedLegislation/Statutes/HTML/BySection/Chapter_58/GS_58-3-149.html

<a id="source-5"></a>

5. North Carolina Industrial Commission. (n.d.). *Welcome to the North Carolina Industrial Commission*. Retrieved October 14, 2026, from https://www.ic.nc.gov/

<a id="source-6"></a>

6. N.C. Gen. Stat. § 97-19. https://www.ncleg.gov/EnactedLegislation/Statutes/HTML/BySection/Chapter_97/GS_97-19.html