Manage subcontractors and LOAs
Last updated: 29 August 2026
BuildTrack keeps subcontractors in two places for a reason. Subcontractors is your company-wide register — one record per trade company, with CIDB grade and insurance that follow them from job to job. A Letter of Award is what you issue on a specific job: the contract value, scope and retention for that piece of work.
Add a subcontractor to the register
Open Subcontractors and press Add subcontractor. Company name and trade are required; everything else is what protects you later.
Company name and trade
The registered company name, and the discipline they cover — piling, M&E, tiling.
SSM registration number
Their company registration number, for your own records and for the LOA.
CIDB grade
Pick from G7 down to G3. Tap the selected grade again to clear it.
Points of contact
Who you actually ring — name, role on site, mobile and email.
Compliance documents
Expiry dates and certificates for Public Liability, Workmen's Compensation and Contractors' All Risks (CAR).
Award subcontractor work with a Letter of Award
Open the job → Costs → Subcontractors and choose Issue new LOA. Pick the company from your register — or add a new one — then set the commercial terms:
LOA / contract number
Your own reference, such as LOA-2051. Leave it blank to auto-assign.
Contract amount
The awarded value in MYR. This is required, and it books as a cost against the job.
Generate or upload the letter
Generate with Robin for a professional LOA PDF (amend before Issue), or upload a signed PDF drafted outside BuildTrack.
Retention
The percentage withheld from each certified claim. Defaults to 10%.
Scope of work and work status
What they are doing, and whether it is not started, in progress, completed or on hold.
Payment terms
14, 30 or 45 days from claim certification. The default is 30 days.
Subcontractor insurance compliance on the job
Each subcontract carries a Block progress claims when cover lapses switch, on by default. Leave it on and a subcontractor whose insurance has expired cannot be paid until it is renewed — their status shows as payment blocked and their progress claims are held. Subcontractor insurance blocking is a small thing that keeps an uninsured sub off your site and off your payment run.
See what a subcontractor is working on
Open a subcontractor from the Subcontractors register to see every job they have been awarded, how many of their three certificates are on file, and — if you can see financials — their revised contract value and what has been paid. For how their progress claims feed your own billing, see Issue Progress Claims.