Solutions / Construction
No certificate, no gate pass.
Every subcontractor owes you the same pile before they set foot on site, and half of it expires. One list per firm, one board across the job, and the dates chase themselves.
Before you start on site
Redhill Groundworks · Marie Tunnicliffe
5 of 7 in2 still out
Public liability insurance
CSCS cards for the gang
Reminded twice, last on Friday
Signed order and rates
Replied 5 September
What a subcontractor owes you
One template per trade. A groundworks firm and an electrical contractor need different tickets, and neither needs the other’s.
- Public and employers’ liability, with the schedule
- UTR and CIS verification details
- VAT registration, or confirmation there is none
- Method statement and risk assessment for the works
- CSCS cards for everyone attending
- Trade qualifications and competence cards
- Plant and equipment certification
- Waste carrier licence where it applies
- Signed subcontract and payment terms
Before anyone gets on site
Expiry is the point
Insurance runs out. Cards run out. Put the renewal date on the request and the chasing runs off it: a reminder three days out, one on the day, and overdue on the board until the new certificate lands.
A room per firm, one board
Fourteen subcontractors on one job, each with their own list and their own link, and one board showing who is not cleared to start on Monday.
CIS without the shoebox
Verification details, the UTR and the deduction status sit with the firm they belong to, and export as CSV when your accountant asks for them.
The board says who cannot start
Rather than opening fourteen folders, you look at one screen: who is complete, who is waiting on one thing, and what is overdue. That is the conversation you need before a Monday start.
- Filter by site, by firm or by overdue
- Due dates set in bulk when a start date moves
- Everything exports as CSV for the file
Fenwick Street
Every subcontractor · what is owed before the gang starts
Redhill Groundworks
2 outstanding · starts Monday
Vale Electrical
1 outstanding · starts the 22nd
Hollis Roofing
Nothing outstanding
Photographs of cards, from site
A foreman photographs a competence card at the gate and it lands on that operative’s request, dated. No email, no app, no getting it back to the office.
CSCS cards for the gang
Take a photo
Where the checking stops
Docsroom records what a subcontractor sent, when it arrived and every download since. It does not verify a subcontractor with HMRC, does not check a card against the scheme that issued it, and does not decide whether a method statement is adequate for the works. Those stay with you, and they are easier to do when the paperwork is in one place with dates on it.
Clear the next site before it starts.
Free for 14 days, no card.