---
type: knowledge
category: playbook
last_reviewed: 2026-03-15
tags:
  - knowledge
  - reusable
  - operations
  - contractors
  - admin
---
# [[Subcontractor Management Guide]]

## Overview

Internal playbook for managing Carter Strategy's contractor network. Covers onboarding, rate negotiation, SOW templates, invoicing, and lessons learned.

**Last Reviewed**: March 2026
**Current Contractors**: [[Marcus Webb]], [[Stacy Thompson]], [[Dan Oliveira]], [[Leila Farouk]] (pending)

## Onboarding Checklist

- [ ] NDA signed
- [ ] W-9 / tax documentation collected
- [ ] Rate and payment terms agreed in writing
- [ ] SOW or engagement letter signed
- [ ] Added to project communication channels
- [ ] Access provisioned (repos, tools, client systems as needed)
- [ ] Introduced to client team (if client-facing)
- [ ] Weekly check-in cadence established

## Rate Negotiation

### Current Contractor Rates

| Contractor | Our Rate | Client Rate | Markup |
|------------|----------|-------------|--------|
| [[Marcus Webb]] | $200/hr | $275/hr | 37% |
| [[Stacy Thompson]] | $150/hr | $250/hr | 67% |
| [[Dan Oliveira]] | $180/hr | $250/hr | 39% |
| [[Leila Farouk]] | $250/hr | $325/hr | 30% |

### Guidelines
- Target 30-40% markup on subcontractor rates
- Minimum markup: 25% (below this, negotiate or decline)
- Premium for specialized skills (security, compliance): accept lower markup
- Rate reviews annually or at engagement boundaries

## SOW Templates

### Hourly Engagement
- Weekly hour caps
- Monthly invoicing
- Approval required for overtime
- 2-week notice for termination

### Fixed-Price Engagement
- Milestone-based payments
- Change control process
- Acceptance criteria per deliverable
- Penalty/bonus clauses optional

## Invoicing Process

1. Subcontractors invoice Carter Strategy monthly by the 5th
2. Carter reviews hours against project tracking
3. Carter invoices client with markup applied
4. Carter pays subcontractor within 15 days of client payment
5. If client payment delayed >30 days, Carter pays from reserves

## Availability Management

- Always get **written availability commitments** before staffing proposals
- Confirm availability again before client proposal submission
- Weekly check-ins during active engagements
- Clear deliverable ownership — one person per deliverable
- Track utilization in team notes (update monthly)

## Lessons Learned

- **Always get written availability**: verbal commitments have led to scheduling conflicts
- **Weekly check-ins are essential**: async is fine for execution, but weekly sync catches issues early
- **Clear deliverable ownership**: shared ownership leads to gaps — one name per deliverable
- **Invoice reconciliation**: reconcile contractor hours against project tracker before paying
- **Client introductions**: brief contractors on client culture and communication preferences before first meeting

## Related

- Team: [[Marcus Webb]], [[Stacy Thompson]], [[Dan Oliveira]], [[Leila Farouk]]
- Admin: [[Rate Card]], [[Business Goals 2026]]

---

*Review quarterly — next review Q3 2026*
