Core matrix fields
| Field | Question it answers | Example |
|---|---|---|
| Requirement | What must be decided or completed? | Applicable trade license |
| Source / reason | Why is it in the workflow? | State rule / contract exhibit / company policy |
| Applicability | When is this row required? | Electrical scope in issuing jurisdiction |
| Evidence | What supports the decision? | License number and authority record |
| Reviewer | Who is authorized to decide? | Licensing coordinator |
| Decision status | What did the reviewer decide? | Pending / accepted / exception / rejected |
| Renewal trigger | When must it be revisited? | Expiration or project milestone |
| Next action | What must happen now? | Confirm classification with authority |
Suggested requirement groups
- Company identity and authorized contacts
- Tax and accounting setup
- Contract, scope, exhibits, and commercial procedures
- Insurance evidence and reviewer decisions
- Contractor and trade licensing or registration
- Safety program and project-specific coordination
- Field access, orientation, logistics, and mobilization
- Renewals, exceptions, closeout, and retention
How to avoid a false universal standard
Construction requirements vary by location, trade, contract, owner, funding source, scope, hazard, and company policy. Mark rows with an applicability rule and a source. A blank source is a signal to ask whether the item belongs in the workflow.
- Do not copy every requirement from a high-risk project into every future project.
- Do not use a green/red score in place of reviewer decisions and exception notes.
- Do not let a coordinator decide technical, insurance, tax, legal, or safety questions outside their authority.
- Review the matrix when the contract, location, trade, schedule, or governing requirement changes.
TURN REQUIREMENTS INTO QUESTIONS
Build a right-sized prequalification form from the rows that apply.
Open the free form builderCommon questions
What is a subcontractor compliance matrix?
It is a structured map of project requirements, applicability, evidence, responsible reviewers, decisions, renewal triggers, and open actions. It supports coordination but does not itself determine compliance.
Should every subcontractor use the same matrix?
Use the same field structure when helpful, but tailor the applicable rows to the contract, project, scope, trade, location, and company policy.
Who owns the matrix?
A workflow coordinator may maintain it, while each decision remains with the person authorized for that subject area. Ownership of the tracker should not transfer decision authority.
Primary references
OSHA recommended practices for construction · SBA licenses and permits guidance · IRS Form W-9 information
This matrix is a coordination template, not a compliance determination. Qualified people must define and review the requirements that apply to your organization and project.