WHY ACCURATE RECORD KEEPING IS VITAL
CONTRACTOR DOCUMENTATION CHECKLIST
1. Contracts & Change Orders Signed contract with clear scope of work. Written and signed change orders before performing extra work. Subcontract agreements filed and organized.
2. Project Records
Daily reports: labor hours, weather, equipment usage, deliveries, and site conditions.
Written and signed change orders before performing extra work. Photos / videos of work progress and completed tasks. Material delivery tickets and packing slips. Meeting minutes and client communications stored in one place.
3. Invoicing & Financials Detailed invoices with backup( time sheets, receipts, change orders).
Up-to-date job cost reports comparing budget vs. actual. Subcontract agreements filed and organized.
Proof of lien waivers and payment receipts from subs / suppliers.
4. Safety & Compliance Employee safety training logs and certifications.
Jobsite safety inspections and incident reports. Permits, inspection approvals, and regulatory compliance records.
5. Insurance & Bonding Active insurance certificates on file.
Surety bond agreements and correspondence. Documentation of claims, disputes, and resolutions.
6. Taxes & Business Records Receipts for all expenses( digital backups recommended).
Payroll records, including certified payroll for public projects. Equipment usage logs( for tax depreciation and deductions). Financial statements( balance sheet, P & L, cash flow).
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