How do builders keep subcontractor insurances and licences up to date?
Keep one register of every subcontractor's documents with their expiry dates: insurances, licences, SWMS and inductions. Send the subcontractor a reminder well before anything expires, flag the job when something lapses, and make it a rule that nobody starts on site with missing documents. The register should update when new documents come in, not when someone remembers to check.
What to track
Public liability and workers compensation insurance, trade licences, any high-risk work licences, SWMS for the work they're doing, site inductions, and any project-specific requirements in your contract.
Track expiry dates, not just documents
A certificate on file isn't enough. The date it expires is what matters. Each document should have an expiry date recorded so the system can warn you ahead of time.
Remind the subcontractor, not your office
Reminders should go to the subcontractor before their documents lapse, with a simple way to send the new one back. That moves the chasing off your team.
Tie it to the job
When a subcontractor is booked on a project, their compliance should show on that project's score. A lapsed insurance turning the contracts score red is hard to miss.
Common questions
How far ahead should reminders go out?
Far enough for them to renew without a gap, usually a few weeks, with a follow-up closer to the date.
What if a subcontractor ignores the reminder?
Escalate to the person who books them, and don't let them start until it's sorted.
Can this be automated?
Yes. Expiry tracking and reminders are well suited to automation, with people handling exceptions.
Do we need a separate compliance system?
Not necessarily. Many builders track this alongside their existing project and safety tools.