Resource: Subcontractor Payment Tracker (Free Download)

Lauren Twitchell
Nov 14, 2025
3 min read

If you pay subcontractors, you already know how quickly those payments add up—and how messy it can get trying to keep track of who got paid, when, and for what job.

That’s why I created the Zero Fluff Books Subcontractor Payment Tracker—a simple, Excel-based tool designed for tradespeople and small business owners who want clean, IRS-ready records without complicated software.

Let’s go over what it does, how to use it, and why it matters.

1. Why You Need a Subcontractor Tracker

As a former IRS Agent, I’ve seen too many contractors lose legitimate deductions because their payments weren’t properly documented.

Here’s the problem:

You pay a subcontractor through Zelle or Venmo.
You record it as “Labor” in your books (if at all).
Months later, you can’t remember who it was or which job it belonged to.

When the IRS asks for backup, vague entries like “Labor – $400” don’t cut it.

That’s where the tracker saves you. It keeps everything tied together—cleanly, clearly, and with proof.

2. What the Subcontractor Payment Tracker Does

The tracker gives you one simple, organized place to record every subcontractor payment.

Each entry captures:

Date of payment
Subcontractor name or business
Job or project name
Description of work performed
Payment method (cash, check, Zelle, Venmo, etc.)
Amount paid
Notes (for check numbers, receipts, or follow-up details)

At the bottom, automatic totals calculate your monthly and year-to-date labor expenses.

No formulas to set up. No coding. Just straightforward Excel columns ready to use.

3. How to Use It Step-by-Step

Step 1: Download the tracker and save a copy for the year (e.g., “Subcontractor Tracker 2025”).

Step 2: Each time you pay a subcontractor, add a new line right away.Example:

Date	Subcontractor	Job	Description	Payment Method	Amount	Notes
4/10/25	Maria Lopez	Kitchen Remodel	Tile installation	Zelle	$425.00	Paid after completion