Subcontractor Job and Payment Sheet

Who this is for

What a subcontractor did and what is owed for it, on one sheet both sides can read. The work is measured and valued line by line, then the deductions either side has agreed — retention, materials supplied, plant, anything else — come off the total.

Main contractors, builders and small firms paying self-employed trades and subcontractors by measure or by day, and the subcontractors who want the sums checked.

What this helps you track

• Each item of work, where it was done and how it was measured
• The value of the work from your own quantities and rates
• Deductions agreed between you, each with a reason written against it
• Retention held, if you hold any, as its own line rather than a mystery
• The net figure due, worked out in front of both parties

How to use it

1. Fill in the sheet number, the period or week ending, the site, and the names of both the paying firm and the subcontractor.
2. Write the order or contract reference and the trade, so the sheet can be matched to the agreement it sits under.
3. Measure and list the work: where it was, what it was, the quantity, the unit and the agreed rate. The value works itself out.
4. Put every deduction on its own line with a reason — retention, materials supplied, plant hire, anything agreed. Your figures, your percentages, not ours.
5. Check the net due in the summary, both sign the sheet, and keep a copy each. Invoice and payment paperwork follows whatever the rules where you work require.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Does this replace the subcontractor's invoice?

No. It is the agreed record of what was done and what the deductions are, which the invoice and the payment then follow. What invoices, tax paperwork and deduction schemes apply to you is set where you work — check it.

How do I show retention?

As a deduction line, with your own amount or percentage worked out and written in. No retention figure is built into the sheet because it comes from your contract, not from us. The final account sheet is the better place to chase it back.

What if we pay by the day rather than by measure?

Put the days in the quantity column, write days in the unit column and the day rate in the rate column. The arithmetic is identical and the value line still totals.

Can the subcontractor use it too?

Yes, and it is worth them doing. Filling it in on the day beats reconstructing a month of work later, and a sheet both parties have signed is far harder to argue with than a remembered conversation.