Commercial Project Documentation: What GCs Expect From Subs

Documentation is where a lot of specialty contractors lose ground with commercial GCs, and it is one of the quieter factors in what GCs look for when choosing subcontractors - not because they do bad work, but because they do not produce the paperwork that professional project management requires.

Commercial GCs manage complex projects with multiple stakeholders: owners, architects, engineers, inspectors, and insurance companies. Every one of those stakeholders generates and requires documentation. A sub who cannot meet those documentation standards creates risk for the GC, and risk-creating subs do not get called back.

Here is what commercial projects actually require, broken down by phase.

Pre-Construction Documents

Before a single crew member sets foot on site, you need to have your documentation package in order. Most GCs require this before they will issue a notice to proceed.

Subcontract executed and returned. Once you have done the work to land subcontract work with general contractors, do not hold up the project while you negotiate minor terms. Review and sign promptly. If you have legitimate concerns, address them before you submit your bid, not after you are selected.

Certificate of insurance. The COI needs to name the GC and often the project owner as additional insureds, with the exact limits specified in the subcontract. Verify these requirements match your policy before you submit. Correcting errors on a COI takes time you often do not have.

W-9 and vendor setup forms. Some GCs have new vendor approval processes that take two to four weeks. Submit these immediately after contract execution.

Submittals. Product data sheets, shop drawings, and material approvals need to be submitted and approved before you order materials or begin fabrication. Keep a submittal log. Know which items are on the critical path.

Schedule of values (SOV). This breaks your contract amount into line items that correspond to phases or scopes of work. The GC uses it to verify your pay application each month. Make it detailed enough to be meaningful but not so granular that it creates monthly billing headaches.

During Construction

Daily field reports. On many commercial projects, subs are expected to submit a brief daily report documenting crew count, work performed, weather conditions, and any issues encountered. It takes ten minutes and creates an invaluable record if a dispute arises later.

RFI log. Track every Request for Information you submit. Include the date submitted, the question, the respondent, and the date and content of the response. RFIs that go unanswered can create delays - your RFI log proves you flagged the issue and were waiting for a response.

Change order requests. Never do extra work without a written change order, or at minimum a written authorization from the GC project manager. Verbal approvals disappear when it is time to get paid. The format is simple: description of the additional work, itemized cost breakdown, and the schedule impact. Submit it before you start the work whenever possible.

Material delivery receipts and storage documentation. If you have stored materials on or off site, document it with photos and receipts. Stored materials can be billed in your monthly pay application if documented properly.

Monthly Billing

Pay application (AIA G702/G703 or GC-specific format). Most commercial GCs use AIA billing forms or their own equivalent. Learn the format they use before your first billing cycle. A correctly completed pay application moves through approval quickly. An incorrect one gets sent back and delays your check by a month.

Conditional lien waivers. Most GCs require a conditional lien waiver in exchange for payment. This is standard practice and protects both parties. Have a template ready so you are not scrambling at billing time.

Certified payroll. On prevailing wage or public works projects, certified payroll is required weekly. Miss a submission and you may not be able to bill for that period. Set up a payroll system that generates this automatically if you do this type of work regularly.

Project Closeout

Closeout is where many subs lose money. GCs hold retainage - typically 5 to 10 percent - until closeout is complete. The faster you deliver your closeout documents, the faster you get paid.

Standard closeout documents include: as-built drawings marked up to show actual installed conditions, operation and maintenance (O&M) manuals for all equipment, warranty certificates, equipment startup reports, and a final lien release.

Some GCs also require training documentation if you have provided training on installed equipment, and commissioning reports for mechanical and electrical systems.

Build Your Document Templates Now

The contractors who handle documentation well are not reinventing the wheel on every project, and it shows in how they build a long-term relationship with a general contractor. They have templates for every document type they regularly produce. Their team knows which documents are needed at each phase and who is responsible for producing them.

Build a simple project documentation checklist organized by phase. Review it at the start of every new project. Assign document ownership to a specific person on your team so nothing falls through the cracks.

The action step: Create a one-page documentation checklist for your next commercial project that covers pre-construction, construction, billing, and closeout. Share it with your project manager before the job starts.