Free subcontractor register template (Excel and CSV)
Updated 2 November 2026
A subcontractor register is a list of everyone you engage, with the documents you hold for each and when they expire. Here's a free template to download, how to fill it in, and how to keep it current.
Download the template
Download for Excel (.xlsx) Download as CSV
For Google Sheets, open the CSV or upload the .xlsx to Google Drive. The two sample rows show how it's filled in; delete them before you start.
What's in it
| Column | What to put in it |
|---|---|
| Business or person name | The name on their ABN, so it matches their insurance. |
| Contact name, email, mobile | Who to ask for renewals. |
| ABN | Check it on ABN Lookup before you pay them. |
| Trade or service | What they do for you. |
| Public liability expiry and cover | From their certificate of currency. Note the cover amount, for example $20,000,000. |
| Workers comp expiry | If they employ workers. |
| Licence number and expiry | Any trade or contractor licence the work needs. |
| Notes | Anything else, such as "sole trader, no employees" or the date you last asked for a renewal. |
Add a column for any other document you ask for, such as professional indemnity, a white card or a working with children check. See the compliance checklist for the usual ones.
Keeping it current
- Sort by the soonest expiry date and look at it every week.
- Colour anything due in the next 30 days. In Excel, use Conditional Formatting with a rule on the expiry columns.
- Ask a month early. Brokers can take a week or two to send a new certificate.
- Save each certificate in a folder named after the business, so you can show what you held on any day.
Where a spreadsheet stops working
A register shows you what's due, but someone still has to email each person, wait, follow up, type the new date in and file the certificate. That's fine for a few contractors. With more, or when the person who keeps it is away, dates slip. Four ways to track compliance, compared.
Already have a list like this?
Upload it to UpToDocs and it brings in your people and businesses. Each one is asked for their current documents, the expiry dates are read off them, and reminders go out on their own. Free for up to 5 people or businesses.
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.