Subcontractor Onboarding Checklist
1. Business & Legal Documents
ABN confirmed and verified — check via ABN Lookup; withholding tax applies if no valid ABN is supplied
Signed subcontractor agreement — covering rates, payment terms, job allocation, and termination provisions
GST registration status confirmed — are they registered for GST? Required for proper invoice treatment
Bank account details for payment — BSB and account number for invoice payment
Emergency contact on file — contact person who can be reached if a driver is unreachable
If you're unsure whether a subcontractor relationship may be reclassified as an employment relationship, seek independent legal advice. This checklist does not constitute legal advice.
2. Insurance Documents
Public liability insurance — current Certificate of Currency — minimum cover appropriate for your operation; confirm with your insurer
Comprehensive vehicle insurance — current Certificate of Currency — for each vehicle being deployed on your jobs
Insurance expiry dates recorded in HaulageOps — with automated alerts for renewal 30 and 14 days before expiry
Goods-in-transit or cargo insurance — if relevant to the materials being transported
3. Vehicle Documents
Vehicle registration — copy for each truck — confirming registration is current and in the correct entity name
Vehicle type, GVM and load capacity recorded — required for correct job allocation and mass management
Registration expiry recorded in HaulageOps — alert set for renewal before expiry
Vehicle roadworthiness certificate if applicable — for older vehicles or where required by your clients or sites
4. Driver Documents
Driver licence — copy for each driver — including correct heavy vehicle class/endorsements for the trucks they'll drive
Licence expiry recorded in HaulageOps — alert set 60 days before expiry
Driver medical certificate if required — required under some fatigue management schemes; confirm for your operation
White card or site safety induction if required — for drivers working on construction sites
5. HaulageOps System Setup
Subcontractor added to HaulageOps — company name, ABN, contact details, vehicles and drivers entered
All documents uploaded to their subcontractor profile — insurance, registration, licences stored in the system
Subcontractor portal access granted — login credentials shared with the sub's office contact
Driver app installed on sub drivers' phones — and test job completed successfully
Rate card configured for this subcontractor — their pay rate per tonne/load/hour entered for correct cost tracking
6. Operational Briefing
Job allocation process explained — how they'll receive jobs (app notification), how to accept/decline, expected response time
Docket requirements explained — what the sub driver must photograph and enter at each delivery
Invoicing process explained — how they invoice you, what reference number to use, payment terms and schedule
Your safety and site requirements communicated — any specific PPE, induction, or site behaviour requirements your clients impose
Fatigue and break obligations discussed — ensure the sub is aware of their obligations; do not schedule work that requires limit breaches
Escalation contact shared — who to call if there's a problem on site, a breakdown, or a dispute