Subcontractor: J. Rivera
W-9, signed agreement, and each invoice linked to the client project it supported.
Agency finance · Subcontractors
Track subcontractor payments by client project
An agency that leans on subcontractors quickly loses the thread: which freelancer did which client's work, who's been paid, and where the W-9 went. When invoices aren't linked to projects, paying twice or missing a contractor agreement at tax time becomes a real risk. Cash Workspace lets you record each subcontractor invoice against the client project it supported, mark it paid or unpaid, and attach the invoice plus the W-9 and contractor agreement.
The problem
Why subcontractor payments get muddled
Subcontractors flow in and out of projects, often invoicing irregularly, so without a per-project link the payment trail breaks down.
- A subcontractor invoice isn't linked to the client project it supported, so allocation is guesswork.
- Paid versus unpaid status lives in your head, risking a double payment or a missed one.
- The scope the subcontractor delivered isn't described, so disputes have nothing to reference.
- The W-9 is requested but never filed, surfacing as a scramble at 1099 time.
- The contractor agreement is in email, separate from the invoices it governs.
The workflow
Link every invoice to its project
Record each subcontractor invoice against the client project it served, with status and the right documents attached.
- 1
Set up a subcontractor record
Create a record per subcontractor and attach their W-9 and signed contractor agreement.
- 2
Log each invoice
Record each invoice with amount, date, and the client project it supported.
- 3
Describe the scope
Note what the subcontractor delivered on that project for a clear paper trail.
- 4
Set paid/unpaid status
Mark each invoice paid or unpaid and update it when you settle.
- 5
Attach the invoice
Attach the subcontractor's invoice to its record so the document and the amount stay together.
Record structure
What to record for each subcontractor invoice
These fields make it clear who did what, for whom, and whether they've been paid.
- Subcontractor
- Who did the work, kept as a consistent record.
- Client project
- The client project the invoice supported, for allocation.
- Scope description
- What the subcontractor delivered on the project.
- Amount
- The invoice total and currency.
- Invoice date
- When it was issued, so it lands in the right period.
- Paid/unpaid status
- Whether the invoice has been settled.
- Subcontractor invoice
- The invoice PDF attached to the record.
- W-9 and agreement
- The W-9 and signed contractor agreement attached to the subcontractor's record.
Example setup
An example subcontractor setup
One way to organize subcontractor payments inside your workspace.
Client: ACME project
Every subcontractor invoice that supported ACME's work, with scope and paid/unpaid status.
Unpaid invoices
Subcontractor invoices still marked unpaid, grouped so nothing is missed.
1099 prep folder
W-9s and the year's subcontractor totals, ready for the accountant handoff.
Common mistakes
Mistakes to avoid
- Recording a subcontractor invoice without linking it to the client project it served.
- Tracking paid/unpaid status only in your head, risking double or missed payments.
- Skipping a scope description, so there's nothing to reference in a dispute.
- Paying a subcontractor before their W-9 is on file.
- Keeping the contractor agreement in email, away from the invoices it covers.
How it helps
How Cash Workspace helps
Project-linked invoices
Record each subcontractor invoice against the client project it supported for clean allocation.
Paid/unpaid status
Mark each invoice paid or unpaid so outstanding amounts are always visible.
Attached W-9 and agreement
Attach the W-9, contractor agreement, and invoice so the full record stays together.
Accountant-ready exports
Export a clean year of subcontractor records for the 1099 handoff.
Related
Related agency finance workflows
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Studio contractor 1099 records
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Vendor invoice organizer
Organize every vendor and contractor invoice with its document.
Finance for agencies
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All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Subcontractor records FAQ
- How do I know which client a subcontractor's work was for?
- Record each invoice with the client project it supported, so every payment is allocated to the right work and you can review a project's contractor costs in one place.
- Where should the W-9 be kept?
- Attach the W-9 and the signed contractor agreement to the subcontractor's record once, so they sit beside every invoice and are ready when 1099 time arrives.
- Does Cash Workspace pay subcontractors or file 1099s?
- No. It organizes the invoices, statuses, and documents so your records are ready. It does not pay subcontractors, file forms, connect to your bank, or read invoices automatically. Confirm filing requirements with a qualified professional.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Know who was paid for what
Start a free workspace and record each subcontractor invoice against its client project with paid/unpaid status, the invoice, W-9, and agreement attached.