Guides

Before a subcontractor starts work, collect proof that they're who they say they are, that they're insured, and that they're licensed for the job. Then keep it current. Print this page or save it as a PDF and tick through it for each subcontractor.

Print or save as PDF

Before they start

• ABN. Look it up on ABN Lookup and check it's active and the name matches the business you're dealing with.
• Legal name and contact details. The name on their insurance should match the name on their ABN.
• Public liability insurance. A current certificate of currency showing a cover amount that meets your minimum. Many businesses ask for $10 million or $20 million. How to check a certificate of currency.
• Workers compensation. If they employ workers, a current workers compensation certificate from their state scheme. If they say they don't need it, ask them to confirm that in writing; the rules differ by state.
• Professional indemnity insurance. For advice, design, IT, consulting and other professional services.
• Licences and registrations. Any trade licence, contractor licence or professional registration their work needs in your state, checked on the regulator's public register.
• Checks for working with people. A Working with Children Check, police check or NDIS worker screening where the work involves children, vulnerable people or NDIS participants.
• Construction induction (white card). For anyone working on a construction site.
• Safe work method statement (SWMS). For high risk construction work. Safe Work Australia has guidance on when one is needed.
• A signed agreement. Scope, rates, insurance requirements and who is responsible for what.

While they work for you

• Write down every expiry date. Insurance usually renews yearly; licences and checks every one to five years.
• Ask for renewals before they lapse. A month's notice gives them time to get the new certificate from their broker.
• Check the ABN again from time to time. A cancelled ABN is a warning sign.
• Keep copies in one place. If there's an incident, an audit or a client asks, you'll need to show what you held on the day.
• Don't let anyone start with something missing. Make it part of your onboarding, not something you catch up on later.

The hard part is keeping it current

Collecting documents once is easy. Noticing that one subcontractor's insurance quietly expired last Tuesday is the part spreadsheets miss. That's the gap UpToDocs fills.

This guide is general information, not legal or insurance advice. Rules differ by state and industry; check with your own adviser or the relevant regulator.