A well-managed subcontractor database is the foundation of efficient construction procurement. For QS teams, it means faster tendering, better bid responses, and stronger contractor relationships. Here's how to build and maintain one effectively.
Why Your Database Matters
Most QS teams have some form of subcontractor list — often scattered across:
- Personal contact lists
- Shared Excel spreadsheets
- Email archives
- Paper business cards
- Project-specific tender lists
This fragmentation causes problems:
- Wasted time — Searching for contacts for each new tender
- Missed suppliers — Forgetting capable contractors
- Outdated information — Wrong contacts, changed companies
- Inconsistent categorisation — Hard to find the right trades
A centralised, maintained database solves all of these.
Building Your Database
Step 1: Consolidate Existing Contacts
Start by gathering all subcontractor information:
- Export contacts from email systems
- Collect project-specific lists from past tenders
- Gather business cards and supplier directories
- Import from industry associations and trade bodies
You'll likely have duplicates and outdated entries — that's normal.
Step 2: Define Your Data Structure
Decide what information to track for each subcontractor:
Essential Fields:
| Field | Purpose |
|---|---|
| Company name | Identification |
| Primary contact | Tender communications |
| Digital correspondence | |
| Phone | Direct contact |
| Trades | What work they do |
| Geographic coverage | Where they operate |
| Company size | Capacity assessment |
Useful Additions:
- Secondary contacts
- Company registration number
- Insurance/accreditation status
- Payment terms
- Notes from past projects
- Rating/performance history
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Step 3: Categorise by Trade
Create a consistent trade classification. Common categories include:
Structural:
- Groundworks
- Concrete
- Steelwork
- Masonry
Envelope:
- Roofing
- Cladding
- Windows and doors
- Curtain walling
MEP:
- Electrical
- Mechanical
- Plumbing
- Fire protection
Finishes:
- Plastering
- Painting and decorating
- Flooring
- Tiling
External:
- Landscaping
- Paving
- Drainage
- Fencing
Use a standard list across your organisation for consistency.
Step 4: Clean and Verify
Before the database is useful, clean it:
- Remove duplicates — Merge records for the same company
- Verify contact details — Send test emails, call key contacts
- Update company information — Check trading status, addresses
- Standardise naming — Consistent formats for all entries
- Fill gaps — Add missing information where possible
This is time-consuming but essential — a dirty database wastes more time than no database.
Maintaining Your Database
Regular Reviews
Schedule periodic maintenance:
Monthly:
- Add new subcontractors from recent tenders
- Update contact changes reported
- Remove bounced emails
Quarterly:
- Review underperforming suppliers
- Check for inactive contacts
- Verify key supplier details
Annually:
- Full audit of all entries
- Update insurance and accreditation records
- Archive dormant contacts
Capture Performance Data
After each project, record:
- Quality of work — Met expectations, issues, defects
- Programme performance — On time, delays, coordination
- Commercial behaviour — Claims, variations, final account
- Safety record — Incidents, compliance, improvement
This information is invaluable for future tender evaluations.
Handle Updates Proactively
Subcontractor information changes frequently:
- Staff turnover — new contacts
- Company restructuring — mergers, acquisitions
- Capacity changes — growth or downsizing
- New capabilities — additional trades
Build processes to capture these updates as they happen.
Using Your Database Effectively
For Tender Shortlisting
When starting a new tender:
- Filter by required trades
- Check geographic coverage
- Review past performance ratings
- Consider current workload (if known)
- Select appropriate company sizes
Aim for 3-5 bidders per package for competitive tension without excessive evaluation effort.
For Relationship Management
Beyond tendering, use your database for:
- Market intelligence — Track pricing trends across bids
- Early engagement — Alert subcontractors to upcoming work
- Feedback loops — Share performance data to drive improvement
- Network maintenance — Keep relationships warm between projects
For Team Collaboration
Ensure the database is accessible to:
- All QS team members
- Project managers (read access)
- Estimators (for budget pricing)
- Directors (for strategic suppliers)
Shared access prevents knowledge silos.
Common Database Mistakes
1. Set-and-Forget
Databases decay quickly without maintenance. Budget ongoing time for updates.
2. Too Much Detail
Collecting excessive information that's never used. Focus on fields you'll actually need.
3. No Ownership
Without clear responsibility, no one maintains it. Assign a database owner.
4. Poor Categorisation
Inconsistent or over-complex trade classifications make searching difficult. Keep it simple and standard.
5. Ignoring Performance Data
Recording only contact details, not project experience. Performance history is the most valuable data.
Technology Options
Spreadsheets
The traditional approach:
- ✅ Free and familiar
- ✅ Flexible
- ❌ Hard to share safely
- ❌ Version control issues
- ❌ No audit trail
- ❌ Scales poorly
CRM Systems
General customer relationship tools:
- ✅ Good contact management
- ✅ Activity tracking
- ❌ Not construction-specific
- ❌ May be overkill for small teams
- ❌ Additional cost
Dedicated E-Tendering Platforms
Purpose-built for construction procurement:
- ✅ Combines database with tendering
- ✅ Construction trade categories
- ✅ Bid history linked to suppliers
- ✅ Team collaboration built in
- ❌ Requires adoption/migration
Getting Started
If you're starting from scratch:
- Audit current state — Where does subcontractor data live now?
- Choose your tool — Spreadsheet, CRM, or purpose-built platform
- Define your structure — What fields, what categories
- Consolidate and clean — One-time effort to get baseline
- Establish processes — How updates happen, who's responsible
- Communicate to team — Train everyone on how to use and maintain
Conclusion
Your subcontractor database is a strategic asset. The time invested in building and maintaining it pays back on every tender. Start simple, focus on data quality over quantity, and build processes for ongoing maintenance.
BuildFlow Tender includes integrated subcontractor database management — categorise by trade, track bid history, and issue tenders from one platform. Start building your database →