Subcontractor Database Template

H2: Your Subcontractor Database at a glance

This template centralizes your entire vendor ecosystem, helping you maintain an up-to-date directory of trades people while strictly monitoring compliance and insurance status. It eliminates the chaos of scattered documents by linking every subcontractor to their specific insurance policies and active projects.

Technically, the database uses relational tables to connect Subcontractors, Projects, and Insurance Policies. This means you can view a subcontractor's profile and immediately see their current insurance coverage limits, expiration dates, and assigned job sites without searching through folders.

Included AI features automate administrative heavy lifting. The system can automatically research and write company descriptions based on websites, and crucially, analyze insurance coverage notes to highlight potential risk gaps instantly.

H2: Why managing subcontractors in spreadsheets breaks down

Scale creates chaos in spreadsheets. When you have hundreds of subcontractors and expiring insurance policies, manually tracking dates in rows leads to costly compliance gaps. It is nearly impossible to securely attach policy PDFs to specific cells or link one subcontractor to multiple projects without duplicating data and creating version conflicts.

H3: What a structured database changes

A structured database enforces integrity that spreadsheets lack. Dates remain dates, currency remains currency, and policy documents are stored securely as attachments directly on the record. Instead of fragile VLOOKUPs, you use native connections to link a single subcontractor to multiple insurance policies and projects effortlessly. This is exactly what Softr Databases are designed for—keeping data clean and connected.

H3: What you can do with this template

You can instantly audit compliance by filtering subcontractors based on insurance expiry dates or status (Active, Probation, Do Not Hire). The relational structure lets you assign crews to projects with a simple click, ensuring no unauthorized vendors access a job site.

With Database AI agents, you can go beyond storage. The AI agent can read through insurance coverage notes and automatically summarize risk assessments, saving your legal or operations team hours of manual review.

H2: Who is this Subcontractor Database for

This database is built for construction and field service teams who need to manage external labor forces efficiently.

• General Contractors: Maintain a vetted directory of trades and ensure every active site has insured workers.
• Project Managers: Quickly assign approved subcontractors to new jobs based on trade specialty.
• Compliance Officers: specific track insurance policy expirations and coverage limits without manual spreadsheet checks.
• Operations Teams: Centralize vendor contact info and legal documents in one searchable system.

H2: How to take it further

1. Customize the database
Start by editing the 'Trade Specialty' field to match the specific types of work you sub out. You can also add fields for regional certifications or union affiliations to make filtering even more precise for your project managers.

2. Import your existing data
Don't start from scratch. Use the CSV import feature to bulk upload your existing subcontractor list, contact details, and current project assignments in minutes to populate the system immediately.

3. Build a full app around it
This database is the foundation for a secure vendor portal. By using the interface builder, you can create a login area where subcontractors can update their own profiles and upload new insurance certificates themselves. With granular users and permissions, you ensure they only see their own records while your admins retain full visibility over the entire network.