Subcontractor Payment & Compliance Review for Painting
The Subcontractor Payment & Compliance Review workflow provides painting contractors with a structured approach to verifying subcontractor invoices and compliance. It includes checking measured areas against billing, confirming lien releases, and validating insurance or licenses. Managers authorize payments only once all criteria are met, ensuring both fairness and accuracy. This process reduces disputes, protects financial margins, and builds stronger subcontractor relationships through trust and consistency. Clients benefit from timely, disruption-free projects, while teams gain accountability with documented approvals. With this workflow in place, painting contractors can strengthen professionalism, improve financial oversight, and deliver projects more reliably with consistent compliance.
Receive subcontractor invoice or pay application for current billing period
Confirm invoice matches contract terms, billing cycle, and schedule of values
Verify scope of work billed aligns with actual progress in the field
Check that all approved change orders are reflected and documented
Apply retainage according to subcontract agreement
Review for math accuracy, duplicates, or previously paid items
Confirm receipt of up-to-date insurance certificates (general liability, workers’ comp, etc.)
Collect required lien waivers (conditional or unconditional)
Ensure any required compliance documents are current (safety forms, licenses, certified payroll, etc.)
Confirm subcontractor has submitted all required submittals and RFIs
Review and approve with project manager or financial controller
Log approved payment in accounting system and schedule for release
Notify subcontractor of payment approval or any corrections needed
File invoice, compliance documents, and approvals in subcontractor records
Receive subcontractor invoice or pay application for current billing period
Confirm invoice matches contract terms, billing cycle, and schedule of values
Verify scope of work billed aligns with actual progress in the field
Check that all approved change orders are reflected and documented
Apply retainage according to subcontract agreement
Review for math accuracy, duplicates, or previously paid items
Confirm receipt of up-to-date insurance certificates (general liability, workers’ comp, etc.)
Collect required lien waivers (conditional or unconditional)
Ensure any required compliance documents are current (safety forms, licenses, certified payroll, etc.)
Confirm subcontractor has submitted all required submittals and RFIs
Review and approve with project manager or financial controller
Log approved payment in accounting system and schedule for release
Notify subcontractor of payment approval or any corrections needed
File invoice, compliance documents, and approvals in subcontractor records
👈 Use this SOP template inside Subtrak
Edit with AI. Customize in seconds. Store and share all your SOPs and checklists in one place.