Subcontractor Daily Report Template: Free PDF Download

This post shares a free construction daily report template for subcontractors and project managers. Below, we’ll provide a link to download the template and begin using it for your daily logs.  

While this template lays out the necessary fields for daily reporting, keep in mind that PDF templates have some key limitations. 

For example, even if you use a mobile app to fill out the PDF form digitally from the job site, those files are still separate from the other apps you’re using to manage your projects. They need to be transferred over to your CRM or project management system, or emailed to the subcontractor in charge. This disconnected system can lead to:

• Workflow inefficiencies: Time spent each day transferring the same data from one system to another.

• Organizational issues: Daily report records getting lost or taking extra time to find.

• Communication challenges: Delays in sharing daily log data between key team members and stakeholders.

So, in addition to sharing the free daily report template below, we’ll also walk through how our construction management software, ServiceTitan, solves these challenges and more.

View and Download Our Subcontractor Daily Report Form

This fillable PDF format will allow you to complete the form digitally via a desktop or mobile device using a PDF editor. 

The template contains the following sections for the appointed person to fill out:

• Date

• Project number

• Location address of the construction site

• Overall project status

• Weather conditions

• Minimum temperature

• Maximum temperature

• Site conditions

• In-house personnel (crew member names and number of hours worked)

• Subcontractor personnel (crew members names, companies, and hours worked)

• Safety planning

• Asset/tool utilization

• Deliveries received

• Work performed

• Haul-aways

• Safety incident report

• Visitor log

• Call log

• Notes

• Completed by

• Signature

If followed, this form can help ensure that project progress is thoroughly tracked each work day. However, as we mentioned above, PDF forms have key limitations when it comes to the efficiency of storing, organizing, and accessing daily progress reports among key stakeholders.

Below, we’ll discuss how construction project management software like ServiceTitan can help contractors address these and other challenges.

How ServiceTitan Custom Forms Streamline Daily Reporting for Subcontractors

With ServiceTitan custom forms, contractors can facilitate daily logs without separate daily report software (reducing the overall number of apps and providers that construction companies need). 

From our desktop app, contractors can upload a PDF form that they already use, or create a custom daily construction report template by adding the fields that they want reported on each day. For example:

• Number of workers on-site

• Weather report

• Materials received

• Equipment on site

• Safety report

• Summary of daily activities

More than 10 different formats can be used for each form item, including text, numbers, checkboxes, dropdowns, stoplight buttons, and more. Signatures can also be added if you require someone from the team to sign off on your daily reports. 

Once these templates are created, they can be filled out by whoever is responsible via ServiceTitan’s user-friendly mobile app (compatible with Android and iOS mobile devices). 

Of course, daily report templates are just one use for our forms feature. They can also be used for punch lists, safety checklists, and other forms needed during construction project management. 

While having a flexible digital forms tool is an important asset for solving the challenges of disconnected PDF forms, the true value of software like ServiceTitan lies in the combination of features that help to streamline workflows across projects and business operations.

Other Ways ServiceTitan Helps Subcontractors Facilitate Construction Project Management

Track and Manage Individual Projects From the Project Overview Dashboard

When a new project is created in ServiceTitan, a project overview page is automatically generated. From this dashboard, contractors and project managers can: 

1. View high-level project information (project name and description, contract dates and timelines, job site details, etc.).

2. View open tasks, and log and assign new tasks. 

3. Initiate key project actions such as generating estimates, purchase orders, applications for payment, invoices, and more.

In addition, users can access detailed project financials (discussed below), and a project audit trail including events, notes, and files relevant to the job (RFI docs, submittals, etc.).

Build Estimates with Accurate Pricing

Project estimates allow you to build detailed construction estimates by adding all of the specific tasks, equipment, and materials that will be needed to do the work. Users have the option to draw from pre-built job estimate templates or build estimates from scratch. 

Tasks, materials, and equipment can all be tagged with color-coded project labels to organize the project details and make everything easy to visualize. In addition, pricing and markups for each line item are automatically calculated based on the most up-to-date prices in your pricebook. 

Once an estimate is complete, it can be printed, emailed, or exported in PDF format and sent to the client. Additional estimates can be created as needed throughout the project.

Initiate Requisition and Purchase Orders

When an estimate is sold, all of the details you’ve set up in the estimate are automatically integrated into the rest of the project management workflow. For example, you can initiate a requisition of equipment and materials within your sold estimate.

For example, let’s say at the beginning of a project, you want to start the process of ordering your permits and materials for the job — you can select those items right from your estimate, which will lead you through a workflow to create the purchase orders you’ll need. 

In the purchase order workflow, the line items are automatically populated from your estimate. You can simply select your vendors and shipping locations for each material to complete your order details. 

Then, you can save that order to create a transaction and send those purchase orders to your vendors — without ever leaving ServiceTitan. 

Automate Project Financials and Job Costing

As you progress through a job — creating purchase orders, logging labor hours, processing change orders, receiving progress payments, and so on — ServiceTitan leverages automation to provide up-to-date project financials and job costing.

Instead of constantly needing to update a series of spreadsheets every time labor costs and material costs are incurred, this is done automatically for you in real-time, based on work that’s completed and entered into the system. 

If we continue with our example from above, and you’ve made your initial purchase order of permits and materials, your project summary table is updated to reflect those expenses:

Furthermore, you can view a more detailed breakdown of your actual costs versus your budgeted construction costs.

This will automatically update as you accumulate expenses from materials, equipment, and labor hours. It will display your margins in dollar and percent form to help you track job costs and profitability throughout your project. 

You can also access a table breaking down your expenses in further detail:

You can click on any line item and see the exact source of where that expense came from (e.g., which technician logged those hours, or which purchase orders and vendors a given set of materials came from). This allows you to easily check your numbers and feel confident in your data sources.

When it comes time to send applications for payment and invoices at each stage of progress billing, this can also be easily accomplished from the project overview dashboard.

Automate Progress Billing and Invoicing

The initial estimate you created also informs and populates your continuation sheet in your application for payment:

No more reinventing the wheel for every asset that needs to be created throughout your project. When sending a payment application, you can easily generate one by selecting the billing period and the percent of each line item you want to bill for.

Then, you can generate a PDF payment application with the details automatically filled out, and send it off to your client for review. The detail of the continuation sheet makes for a bill that’s much easier to defend in the event of pushback from construction companies or general contractors. As a result, subcontractors can get paid faster and avoid cash flow issues.

When applications are accepted, it’s just as easy to generate an invoice for that progress payment. And, when payments come in, you can update your accounts receivable through our Viewpoint, Sage, QuickBooks, and CSV accounting integrations.

Get a Personalized Demo of ServiceTitan Construction Software

What we’ve covered above is just a sampling of the desktop features that ServiceTitan offers for facilitating construction project management. We also offer broader construction business reporting, timesheets, inventory management, and more.