Subcontractor Payment Follow-Up Checklist
A checklist for subcontractors to track approvals, invoices, and escalations.
Trade specific context: subcontractors
Subcontractors get paid faster when they treat follow-up as a tracked process, not a sequence of random calls. Clear ownership, dates, and escalation steps make outcomes predictable.
USA vs Australia terminology
Common USA wording: pay when paid clause, lien notice
Common Australia wording: payment schedule, retention release
Using familiar local wording in quotes, invoices, and reminders reduces confusion and helps approvals move faster.
Recommended billing model
Model: claim and approval chain billing
- Agree on payment terms and approval steps before work starts.
- Invoice immediately when each billable stage is complete.
- Schedule reminders before the due date and on the due date automatically.
- Escalate overdue accounts on a clear, fixed schedule.
Common blocker and fix
Frequent blocker: upstream payer delays
Fix: Attach the right proof and references when you send the invoice, then confirm receipt with the approver the same day.
Example: Each claim entry includes who approves, when it is due, and the next action date, so nothing slips between PM and accounts.
Common questions for subcontractors
What should subcontractors track after invoicing?
Track approval owner, expected date, and next escalation action.
How can subcontractors improve payment predictability?
Submit complete claims on time and confirm receipt every cycle.
Should subs chase both GC and AP contacts?
Yes. Keep commercial and accounts contacts aligned.
Metrics to review weekly
- Overdue value by aging bucket.
- Average days to payment by client type.
- Reminder response rate and promise to pay completion.
- Dispute volume and resolution lead time.
Note: Regulatory requirements differ by state and country. Use local legal and accounting advice for contract and statutory compliance.
Invoice Chase helps trade businesses send consistent reminders with less admin overhead.
