Company identity
Record the business you are onboarding.
Use distinct fields for legal name, DBA, addresses, and identifiers so exports stay useful.
- Legal company name and DBA.
- Physical and remittance addresses.
- Website and main office phone.
Free subcontractor onboarding form builder
Free AI Subcontractor Information Form Generator
Describe the trades you hire and the records your office needs. Makeform turns the brief into a consistent subcontractor information form for contacts, insurance, credentials, and payment setup.
- Unlimited free forms
- Editable before publishing
- Insurance and document uploads
- Built for contractor onboarding
31129+ makers build faster
Used by tools like ChatGPT, Perplexity & ClaudeRoute subcontractor records to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a prompt, adapt it to your office, or send it to the Makeform builder.
Prompt ready4 formats
Audience
Office teams adding trade subcontractors
Format
Company profile with insurance uploads
Prompt size
361 chars
Brief qualitySends to builder
Example form structure
Company profile with insurance uploads
Prompt exampleEditable in builder
Company name, address, and contacts
Short answerFirst ask
2
Trades and service area
Checkboxes
3
License and insurance expiration dates
Date
4
W-9 and insurance certificate
File upload
5
Information is current
Checkbox
Suggested routing tags
Ready for review
Missing documents
Renewal due
Ask separately for the insurance policy number, carrier, coverage type, and expiration date so the office can sort and review each value.
Step 1
Invite
send one intake link to the trade partner
Step 2
Collect
company, contact, insurance, and tax files
Step 3
Review
office checks dates, gaps, and project fit
Step 4
Route
approved records reach project and accounting teams
Why structured intake
Stop assembling subcontractor files from email threads.
Give every trade partner the same request and receive labeled details and attachments in one submission.
One complete company profile
Keep company identity, trades, territory, and contacts in one submission.
Insurance dates you can scan
Separate policy and expiration fields make gaps easier to notice.
Clean handoff to the job team
Route accepted records to project operations and accounting.
Flexible by workflow
Use the form before a job, during setup, or at renewal.
Tailor required fields and routing to each onboarding stage.
New trade partner
Collect the full company profile, specialties, contacts, and supporting documents before assignment.
Project mobilization
Add project, scope, schedule, field supervisor, crew, access, and equipment questions.
Document refresh
Ask existing subcontractors to replace expiring insurance or license files without repeating the entire intake.
Accounting handoff
Send tax and payment-contact information to the back office after the operational review is complete.
Onboarding workflow
Build a dependable subcontractor intake in four steps.
Turn your checklist into a form and route each response for review.
01
Describe your trade partner checklist
Name the trades, company details, documents, and reviewers.
02
Tune fields and conditional paths
Structure dates and show specialized questions only when applicable.
03
Publish one intake link
Invite subcontractors to respond and attach files from any device.
04
Review and route each record
Notify coordinators, tag gaps, and hand accepted details to each team.
Form vs document chase
Choose an intake method your office can actually review.
Structured fields help staff find contacts, compare dates, and route attachments.
Approach
What the office receives
Best read
ApproachEmail request
What the office receivesDetails arrive in message text and attachments with inconsistent names.
Best readFlexible for exceptions, slow for repeat onboarding.
ApproachFillable PDF or spreadsheet
What the office receivesAnswers follow a template, but uploads and follow-up still travel separately.
Best readFamiliar offline file, with manual filing afterward.
Approach
Generated online form
What the office receivesRequired, conditional fields and uploads arrive in one submission.
Best readConsistent intake that can trigger notifications and routing.
Field guide
What a subcontractor information form should include.
Build the form around the decisions your office makes: who the company is, what work it performs, who can be reached, and which records need review.
People
Know who handles office, field, and urgent questions.
Collect named contacts by role so coordinators can reach the right person after work starts.
- Owner or primary business contact.
- Field supervisor and project contact.
- Billing and after-hours emergency contacts.
Trade capabilities
Match the subcontractor to the work.
Use selectable trade and service-area fields, plus a short narrative for specialized scopes.
- Trades, specialties, and self-performed work.
- Geographic service area and travel limits.
- Typical crew size and scheduling lead time.
Insurance
Collect policy details and the supporting file.
Ask for carrier, policy, coverage, and expiration as fields alongside the certificate upload.
- Carrier, policy number, and coverage type.
- Effective and expiration dates.
- Certificate upload and workers' compensation status.
Trade records
Request credentials only where they apply.
Conditional questions request relevant license or registration records without burdening every respondent.
- License or registration type and number.
- Issuing jurisdiction and expiration date.
- Optional supporting document upload.
Office routing
Design the handoff before publishing.
Keep public questions separate from internal status, reviewer, missing-item tags, and payment steps.
- Coordinator notification and reviewer assignment.
- Missing, received, and renewal-due tags.
- Approved record handoff to project and accounting teams.
Related tools
Build the rest of your subcontractor workflow.
Pair company intake with prequalification, project requests, insurance review, work orders, and safety checks using existing Makeform tools.
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Screen experience, capacity, trade fit, and project history before full onboarding.
Open toolAI Contractor Application Form Generator
Collect a broader contractor application for your approved trade partner pool.
Open toolAI Insurance Verification Form Generator
Create a focused request for policy information and supporting insurance files.
Open toolAI Construction Work Order Form Generator
Issue structured work requests with site, scope, schedule, and assignment details.
Open toolAI Contractor Agreement Intake Form Generator
Gather details your office uses to prepare and route its contractor paperwork.
Open toolAI Safety Inspection Form Generator
Record site observations and follow-up items in a consistent inspection workflow.
Open toolFAQ
Subcontractor information form questions
Practical answers for contractor offices replacing scattered onboarding emails.
What is a subcontractor information form?
It collects a subcontractor's company profile, trades, contacts, insurance, applicable credentials, documents, and payment contact in one record the office can review and route.
What fields should the form include?
Include company identity, office, field, billing, and emergency contacts, trades, service area, insurance dates, relevant license details, and uploads. Add project or equipment fields only when needed.
Can subcontractors upload a W-9 and certificate of insurance?
Yes. Add separately labeled upload fields, and collect key policy and payment values as structured questions so reviewers can see them without opening files.
Can the form show different questions for each trade?
Yes. Conditional logic can show license, equipment, or site-access questions only for relevant trades and projects.
How should the office handle insurance expiration dates?
Collect effective and expiration dates in dedicated date fields, keep the supporting certificate with the same submission, and create an internal review status. Your team can then sort or route records based on its own review process and request an updated file when needed.
Is this subcontractor information form generator free?
Yes. Makeform is unlimited free for generating, editing, publishing, and collecting responses. A paid plan is available if you want to remove the Makeform badge.
Can we use one form for onboarding and annual updates?
You can, but separate paths are often clearer. Let new subcontractors complete the full profile, while existing companies confirm changed contacts and replace only updated or expired documents. Conditional logic can keep both paths in one published form.
Where do completed subcontractor records go?
Responses arrive in your Makeform inbox. You can connect the workflow to destinations such as Google Sheets, Slack, or Zapier so coordinators see new intake, missing-item follow-up, and accepted-record handoffs in the tools they already use.
Replace the onboarding email chase.
Generate a subcontractor information form your office can review and route.
Unlimited free formsCompany and insurance fieldsDocuments in one submission