3 critical stages of hiring subcontractors

RCS Influencer Melissa Chapman says when you invest in training, clarity and consistent management, the best subcontractors rise to meet your standards.

Subcontractors can make or break your roofing jobs. To protect your reputation, deliver consistently high-quality work and scale with confidence, here are the best practices across three critical stages: hiring, onboarding and management.

1 - Hiring subcontractors: Set the bar high

You are hiring people that should meet the same standards that you expect of your business. Do your due diligence. Check their experience and references and look for subs with a proven track record in the types of projects they are being asked to perform. Ask for references, review past project photos and confirm experience with the roofing systems you install (TPO, metal, shingles, etc.). Then verify their licensing and insurance and require up-to-date insurance (GL and Workers Comp) and licensing where applicable.

Assess their fit with your standards by evaluating their attention to detail, communication skills, safety practices and reliability. You're not just hiring labor — you’re extending your brand! And always use a standardized subcontractor agreement that sets clear expectations upfront — scope of work, payment terms, safety requirements, cleanup standards and warranties. Put everything in writing.

2 - Onboarding subcontractors: Build alignment from day one

This partnership is critical to your business, so I recommend hosting a kickoff meeting. Before the first job, walk through your quality standards, safety protocols, jobsite expectations and communication flow. This sets the tone.

Because these folks are working for you, include your company policies, jobsite checklists, PPE standards, photo requirements, change order process, etc. If you expect certain flashing details, cleanup routines or photo documentation, train on specific details that matter to you. Even experienced crews need to understand your way of doing things.

Finally, make sure they know who to call with questions, delays or issues. It reduces mistakes and keeps projects running smoothly.

3 - Managing subcontractors: Consistency is king

To ensure consistency, implement a simple quality control checklist that crews complete and submit (with photos) before final inspection. This helps catch mistakes early. Have your superintendent or project manager conduct regular job walks and quality audits — not just at the end. Coach in real time by praising what’s done well and correcting what’s not. Don’t wait until the next job to fix recurring issues.

To understand how your subs are doing over time, track their performance by creating a simple scorecard for each subcontractor and rate: on-time performance, quality, cleanup, safety, communication. Use this to guide who gets future work.

Finally, pay promptly for work done right. When you pay fast and fairly, good subs stay loyal and prioritize your jobs. It builds trust.

Final thought: Treat subs like partners

The best subcontractors don’t want to just work a job — they want to be part of a winning team. When you invest in training, clarity and consistent management, they rise to meet your standards — and help you grow with confidence.