SUBCONTRACTOR MANAGEMENT SYSTEM ================================ SoloStack | solostack.madethis.app Free download — no signup required A practical operating system for managing subcontractors without becoming a full-time manager. Use this alongside the Vetting Checklist and Agreement Template for a complete subcontracting workflow. ================================ PART 1: PROJECT BRIEF TEMPLATE (8 SECTIONS) ================================ Use this brief for every project you hand off to a subcontractor. Fill it out once, send it before work starts. The brief IS your primary management tool. -------------------------------------------------- BRIEF HEADER -------------------------------------------------- Project Name: ___________________________________________________ Brief Date: _____________________________________________________ Contractor Name: ________________________________________________ Subcontractor Name: _____________________________________________ Agreement Reference: [LINK OR DATE OF SIGNED AGREEMENT] -------------------------------------------------- SECTION 1 — PROJECT OVERVIEW (2–4 SENTENCES) -------------------------------------------------- What this project is, why it matters, and what success looks like in plain English. Do not assume the sub has any prior context — give the one-paragraph summary you'd give to an intelligent person hearing about this for the first time. [WRITE OVERVIEW HERE] -------------------------------------------------- SECTION 2 — DELIVERABLES (BE SPECIFIC) -------------------------------------------------- List every deliverable, its format, and its acceptance criteria. Deliverable 1: [NAME] Format: [e.g., Google Doc / Figma file / .mp4] Length/Specs: [e.g., 1,000–1,200 words / 1920x1080px] Acceptance criteria: [What does "done" look like exactly?] Deliverable 2: [NAME] Format: _______________________________________________ Length/Specs: _________________________________________ Acceptance criteria: ___________________________________ [Add rows as needed] -------------------------------------------------- SECTION 3 — AUDIENCE AND TONE -------------------------------------------------- Who is the end audience? What tone, voice, or style is expected? Include brand guidelines or style guide links if applicable. Primary Audience: _______________________________________________ Tone/Voice: ____________________________________________________ Formality Level: □ Casual □ Professional □ Technical □ Other: ___ Style Guide / Brand Guidelines: [LINK OR "See attached"] Examples of what we want this to feel like: ______________________ Examples of what we DON'T want: __________________________________ -------------------------------------------------- SECTION 4 — CONTEXT AND BACKGROUND -------------------------------------------------- What does the sub need to know to do this well? Links, reference materials, examples, past work on this account, relevant client history. Background context: _____________________________________________ Reference materials: [LINKS] Relevant past work examples: [LINKS] What NOT to reference / repeat: ________________________________ -------------------------------------------------- SECTION 5 — TIMELINE AND MILESTONES -------------------------------------------------- Deadline 1 (Draft / First Delivery): [DATE + TIME ZONE] Deadline 2 (Revision Round 1 Due Back): [DATE] Deadline 3 (Final Delivery): [DATE] Contractor Review Window: [e.g., "I'll review within 48 hours of each delivery"] Buffer Note: [e.g., "Our client deadline is [DATE] — this timeline gives us [X] days buffer. Do not miss the Draft deadline."] -------------------------------------------------- SECTION 6 — REVISION TERMS -------------------------------------------------- Number of included revision rounds: _______ (per signed Agreement) What counts as a revision vs. new scope: ________________________ Where to submit revision requests: [e.g., Google Doc comment / email thread] -------------------------------------------------- SECTION 7 — COMMUNICATION PROTOCOL -------------------------------------------------- Primary channel: [Slack #channel / email thread / project tool] Expected response time: [e.g., within 24 hours on business days] Check-in schedule: [e.g., "Quick async update every [DAY] by [TIME]"] Questions go to: [NAME / channel] Emergency contact (for deadline-critical issues): [PHONE / method] IMPORTANT: If you are unable to meet any deadline for any reason, notify me at least [48 hours] in advance. Do not surface a problem on the due date. -------------------------------------------------- SECTION 8 — PAYMENT AND INVOICING -------------------------------------------------- Rate for this project: [PER AGREEMENT / SPECIFY IF DIFFERENT] Invoice to: [YOUR EMAIL] Invoice format: [Preferred format — PDF invoice / simple email / tool] Payment method: [How you'll pay] Expected payment timing: [Per Agreement — net 14 / net 30] W-9 status: □ On file □ Please send before first invoice ================================ PART 2: FEEDBACK FRAMEWORK — THE SBI METHOD ================================ SBI stands for Situation–Behavior–Impact. It is the most effective framework for giving specific, non-defensive feedback on subcontractor work. WHY SBI WORKS: Generic feedback ("this doesn't feel right") puts the sub on the defensive and gives them nothing to act on. SBI feedback is precise, actionable, and depersonalized — you're describing what happened and its effect, not making a judgment about the person. -------------------------------------------------- THE SBI FORMULA -------------------------------------------------- SITUATION: Describe the specific context. "In the second section of the blog post draft..." BEHAVIOR: Describe the specific observable output — not your interpretation of it. "...the tone shifted to a formal, academic register with passive voice constructions..." IMPACT: Describe the effect on the deliverable, client, or project. "...which doesn't match our client's conversational brand voice and would need a full rewrite of that section before delivery." EXAMPLE IN PRACTICE: "In the opening paragraph of the landing page [SITUATION], the headline leads with a feature ('Advanced analytics dashboard') rather than a benefit [BEHAVIOR], which means readers won't immediately understand what's in it for them and we'll likely see lower conversion rates [IMPACT]. Can you rewrite the headline and first 2 sentences to lead with the outcome the user gets?" -------------------------------------------------- SBI REVISION REQUEST SCRIPTS -------------------------------------------------- SCRIPT A — Minor revision (tone/style issue): "Quick note on [DELIVERABLE]: In [SPECIFIC SECTION], the [BEHAVIOR] doesn't match [STANDARD/BRIEF REQUIREMENT]. The effect is [IMPACT]. Can you take another pass at that section using [SPECIFIC GUIDANCE]? Happy to clarify if useful." SCRIPT B — Moderate revision (missed brief requirement): "I've reviewed [DELIVERABLE] and have one significant piece of feedback before we can move forward. In [SECTION], [BEHAVIOR]. The brief called for [WHAT YOU ASKED FOR], and this version [HOW IT DIFFERS]. The impact is [IMPACT ON DELIVERABLE]. Please revise [SPECIFIC SECTIONS] and re-deliver by [DATE]." SCRIPT C — Major revision (not deliverable-ready): "Thank you for sending [DELIVERABLE]. After reviewing it against the brief, I don't think it's ready to move forward in its current form. The main issues are: [LIST 2–3 SBI-STRUCTURED ISSUES]. I want to make sure we solve the right problems, so let's get on a quick [15-minute call / async voice note] before you revise. Are you available [DATE/TIME OPTIONS]?" SCRIPT D — Escalation (pattern of issues): "I want to be direct with you about something I've noticed. Over [the last X deliverables / this project], [SPECIFIC PATTERN — e.g., "deadlines have slipped without advance notice" or "revisions have required more rounds than our agreement allows"]. I want this working relationship to work. To do that, I need [SPECIFIC CHANGE]. Can we agree to [SPECIFIC BEHAVIORAL COMMITMENT] going forward? If we can't get this to a reliable pattern, I may need to reassess the arrangement." ================================ PART 3: WEEKLY CHECK-IN AGENDA (15 MINUTES) ================================ Use for any active project. Run async (Slack/Loom) or sync (call). 15 minutes maximum. More than that means the brief or communication protocol isn't doing its job. -------------------------------------------------- ASYNC CHECK-IN TEMPLATE (5 MINUTES TO WRITE) -------------------------------------------------- Send this message to the sub [every Monday morning / per your agreed cadence]: "[NAME] — quick weekly check-in for [PROJECT]: 1. Status update: Where are you on [deliverable]? On track for [deadline]? 2. Blockers: Anything you're waiting on from me (feedback, assets, access, clarifications)? 3. Upcoming: Any flags for the week ahead I should know about? Reply with your update when you have 5 minutes — no call needed unless something needs discussion." -------------------------------------------------- SYNC CHECK-IN AGENDA (15-MINUTE CALL) -------------------------------------------------- [0:00–0:03] Status on current deliverables — what's done, what's in progress [0:03–0:08] Blockers — what do they need from you? Remove obstacles now. [0:08–0:12] Quality check — any concerns about scope, brief, or timeline? [0:12–0:15] Next steps — who's doing what before the next check-in? ACTION ITEM RULE: Every check-in should end with written confirmation of who owns what next action and by when. Even a one-line Slack message: "Great — so you'll send the draft by Thursday EOD and I'll review by Friday noon." ================================ PART 4: PAYMENT TRACKING SPREADSHEET FORMAT ================================ Create a tab for each subcontractor. Track the following 6 columns: COLUMN A — Invoice Date The date the subcontractor submitted the invoice. COLUMN B — Invoice Number Sub's invoice number (for your records and for 1099 purposes). COLUMN C — Deliverable / Project What this payment covers. Be specific: "Blog post — May 2025 — SEO article" not just "Content." COLUMN D — Invoice Amount Amount billed by the sub. COLUMN E — Payment Date Date you actually sent payment. COLUMN F — Payment Method ACH / PayPal / Check / Etc. (important for reconciliation and records) ADDITIONAL COLUMNS TO CONSIDER: G — Running YTD Total (for 1099-NEC tracking — flag at $600) H — W-9 on File? (Y/N) I — Notes (disputed amounts, partial payments, holds) 1099-NEC REMINDER: In the US, you must issue a Form 1099-NEC to any subcontractor you pay $600+ in a calendar year (non-employee compensation). Deadline: January 31 of the following year. Collect Form W-9 from every sub before their first payment. Store all invoices and W-9s for at least 4 years. ================================ PART 5: END-OF-PROJECT REVIEW TEMPLATE ================================ Run this within 1 week of completing any project that used a subcontractor. Takes 20 minutes. Worth it. -------------------------------------------------- WHAT TO CAPTURE -------------------------------------------------- PROJECT DETAILS: Project: ___________________________________________________ Subcontractor: _____________________________________________ Duration: __________________________________________________ Total paid to sub: $_______________________________________ QUALITY ASSESSMENT: □ Deliverable quality: Excellent / Good / Acceptable / Below standard □ Met brief? □ Fully □ Mostly □ Partially □ Significantly missed □ Revision rounds used: _____ (vs. _____ included in agreement) Notes: ______________________________________________________ RELIABILITY ASSESSMENT: □ Deadlines hit: _____ / _____ (total milestones) □ Advance notice when issues arose? □ Always □ Sometimes □ Never □ Communication quality: □ Proactive □ Responsive □ Inconsistent □ Poor Notes: ______________________________________________________ WORKING RELATIONSHIP: □ Feedback reception: □ Receptive □ Neutral □ Defensive □ Brief interpretation: □ Excellent □ Good □ Needed clarification □ Professional conduct: □ Yes □ Any concerns: ________________ FINANCIAL: □ Stayed within agreed budget? □ Yes □ Over by $_____________ □ Invoices submitted correctly and on time? □ Yes □ No □ W-9 on file? □ Yes FINAL VERDICT: □ Add to roster — will use again □ Conditional — address [specific issue] before next project □ Do not use again — reason: ________________________________ -------------------------------------------------- WHAT TO SAVE -------------------------------------------------- □ Signed Agreement (PDF) — stored in [YOUR FILING SYSTEM] □ All invoices — stored in [ACCOUNTING FOLDER] □ W-9 — stored in [TAX DOCUMENTS FOLDER] □ Final delivered files — stored in [PROJECT ARCHIVE] □ This end-of-project review — stored in [SUB ROSTER FILE] □ Brief and all communication — archived in [PROJECT TOOL / EMAIL] ================================ PART 6: SUBCONTRACTOR RELATIONSHIP MAINTENANCE ================================ The best subcontractors get booked out. The ones who stay available for you are the ones you maintain the relationship with — even between projects. QUARTERLY TOUCHPOINT SCRIPTS (send even when you don't have work): SCRIPT A — General check-in (no project active): "Hey [NAME] — it's been a few months. Just wanted to check in and see how things are going on your end. I [have a project coming up in Q[X] / don't have anything for you right now, but wanted to stay in touch]. Hope things are going well." SCRIPT B — Flagging upcoming work: "Hey [NAME] — wanted to give you advance notice: I have a [TYPE OF PROJECT] coming up in about [3–4 weeks] and I'd love to work with you again if you're available. Scope is roughly [HIGH-LEVEL DESCRIPTION]. Can you let me know your availability and rates for that timeframe?" SCRIPT C — Referral (when you have more work than you can send them): "Hey [NAME] — I have a project I can't take on right now that I think would be a great fit for you. [1-sentence description of the project and client type]. Want me to make an intro?" SCRIPT D — Year-end / renewal check-in: "[NAME] — just wrapping up the year. You did great work on [PROJECT(S)] this year — thank you. I expect to have [TYPE OF WORK] opportunities in Q1. Would love to keep you in mind. Any rate changes or capacity updates I should know about heading into next year?" ================================ PART 7: BUILDING YOUR PRE-VETTED ROSTER ================================ A "bench" is a list of 6–8 subcontractors across roles who are already vetted, have signed your agreement, and are ready to deploy when you have work. The goal: when a project lands, briefing takes 20 minutes, not a week-long hiring process. -------------------------------------------------- HOW TO BUILD THE BENCH -------------------------------------------------- STEP 1 — IDENTIFY THE ROLES YOU MOST FREQUENTLY NEED TO SUBCONTRACT Examples: copywriter, designer, developer, VA, editor, social media manager. Target 2 subs per critical role so you always have coverage. STEP 2 — VET 2–3 CANDIDATES PER ROLE PROACTIVELY Don't wait until you have a project. Find them, vet them (use the Vetting Checklist), and run a small paid test project. STEP 3 — PRE-SIGN AGREEMENTS Have your standard Subcontractor Agreement signed before the first project. This removes friction when work comes in fast. STEP 4 — COLLECT W-9s BEFORE FIRST PAYMENT Tax prep becomes much easier in January when every sub has already submitted their W-9 at the start of the relationship. STEP 5 — CREATE A ROSTER DOC Track: name, role, rate, strengths, weaknesses, current availability signal, last project date, last touchpoint date. STEP 6 — TOUCH BASE QUARTERLY Even subs you haven't used recently. A 2-sentence message keeps you top of their mind and updates your availability picture. -------------------------------------------------- ROSTER TEMPLATE (1 ROW PER SUBCONTRACTOR) -------------------------------------------------- Name: _________________________ | Role: ___________________ Rate: _________________________ | W-9 on file: □ Yes □ No Agreement signed: □ Yes □ No | Date: _____________________ Strengths: _________________________________________________ Weaknesses / Flags: ________________________________________ Best for: __________________________________________________ Last project: _______________ | Outcome: ___________________ Last touchpoint: ____________ | Notes: _____________________ Current availability: □ Available □ Booked □ Unknown -------------------------------------------------- BENCH HEALTH CHECK (QUARTERLY) -------------------------------------------------- □ Do I have at least 1 vetted sub available for each core role? □ Have I touched base with all bench members in the last 90 days? □ Are W-9s and agreements on file for everyone? □ Has anyone's rate changed since I last worked with them? □ Did anyone leave a negative impression on the last project? Address or replace. □ Are there any new roles I'm regularly needing that I don't have bench coverage for? ================================ END OF MANAGEMENT SYSTEM ================================ QUICK REFERENCE SUMMARY ----------------------- 1. PROJECT BRIEF — Fill it out before work starts, every time. It IS your management tool. 2. SBI FEEDBACK — Situation + Behavior + Impact. Never send vague feedback. 3. WEEKLY CHECK-IN — 5-minute async update. No meetings unless something's wrong. 4. PAYMENT TRACKING — 6 columns. Flag every sub at $600 YTD for 1099. 5. END-OF-PROJECT REVIEW — 20 minutes. Who goes on the roster, who doesn't. 6. QUARTERLY TOUCHPOINTS — Don't go silent between projects. 2 sentences keeps the best subs available to you. 7. THE BENCH — 6–8 vetted subs across roles, pre-signed, ready to brief. This is the milestone where subcontracting becomes a real system. -- Template provided by SoloStack | solostack.madethis.app Full template library: $19/month — cancel anytime.