Site-Specific Safety Plan Template for Subcontractors

This post provides a free, site-specific safety plan (SSSP) template for subcontractors and project managers, along with a download link to get started. While this template is useful for outlining safety plans, it's important to recognize the limitations of using a simple PDF for ongoing project documentation.

Specifically, while PDFs are sufficient for the initial documentation of a safety program, they fall short in various ways when it comes to long-term use throughout the life of a project. For example:

• Poor user experience: Entering information into small, predefined fields for each safety inspection and incident report is cumbersome, making it difficult for both the person filling out the form and the one reviewing it.

• Limited to text only: PDF templates do not allow the addition of photos, videos, or other media to highlight safety issues or incidents.

• Accountability challenges: PDFs lack features that help ensure safety inspections are completed regularly and on time, which can lead to gaps in oversight.

For ongoing safety management, dynamic digital form tools offer a better solution. These alternatives provide a more user-friendly experience, allow for real-time updates, and promote higher accountability—ultimately helping your team stay on top of safety protocols and respond to issues faster.

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

View and Download Our Site-Specific Construction Safety Plan Template

At the top is a section to document general project information, including the project date and location, start date, expected completion date, and general contractor and subcontractor information (company name, contact information, etc.).

Below, the template provides fields to define the following safety requirements:

• Scope of work: Description of work to be performed.

• Job site hazards: Identify site-specific hazards ( such as asbestos, flammable materials, etc.)  and define control measures.

• Personal protective equipment (PPE) requirements: PPE required for the construction site ( hard hats, eye and face protection, foot protection, respiratory protection, etc.).

• Safety training requirements: List the types of training completed including fall protection training, confined space entry training, hazard communication (HazCom) training, equipment operation training, first aid and CPR training, etc. 

• On-site safety orientation: A checklist to follow for a site-specific safety orientation meeting with all subcontractor employees before beginning work activities. 

• Emergency response procedures: Document emergency contact information (phone numbers), evacuation plan, first aid procedures, and incident reporting.

• Job Safety Analysis (JSA)/Job Hazard Analysis (JHA): Tables to define specific tasks to be performed, potential hazards, and controls in place to mitigate hazards for each task.

• Site safety rules: Document general work site rules and project-specific safety rules.

• Site safety inspections: Safety data sheet to document safety inspections throughout the project.

• Communication and reporting: Sections to document daily safety meetings and incident reporting procedures.

• Sign-Off and acknowledgment: Concluding section to get signatures from safety representatives/safety officers on the subcontractor and general contractor teams. 

If completed, this template can help ensure essential safety procedures are thoroughly outlined before the start of a project. However, as we mentioned above, PDF documents have key limitations when it comes to ongoing project documentation, including:

• Poor user experience

• Limited to text only

• Lack of accountability features

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

How ServiceTitan Custom Forms Streamline Project Safety Management for Subcontractors

ServiceTitan’s construction software allows contractors to create customized forms and checklists — including safety incident reports and safety inspection checklists. Report forms and checklists can be added to specific jobs, customers, locations, or equipment. All forms can be accessed on our desktop or mobile app. 

This functionality eliminates the need for safety inspections and incident reports to be typed into small fields in a PDF table, instead providing a form that is easy to fill out via mobile device, and easy to read by the person in charge of reviewing the form. 

More than 10 different formats can be used for each form item, including text, numbers, checkboxes, photo/video uploads, dropdowns, stoplight buttons, and more. Signatures can also be added if you require someone from the team to sign off on your reports, and rules can be set to require certain team members to fill out particular forms at set times.

Forms can be built from scratch. But our users also enjoy access to numerous pre-built templates — sourced from forms used by other subcontractors via TitanExchange. These, too, can be customized to a shop’s specific needs or preferences. 

Other Ways ServiceTitan Helps Subcontractors Facilitate Construction Project Management

To demonstrate how our platform can streamline and automate construction project management, we’ll look at some of our foundational construction management features, including:

• Project dashboard

• Estimates

• Purchase orders

• Job costing

• Progress billing

• Work in progress reporting

Manage Projects from the Project Overview Dashboard

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

1. View all basic project information — including project name, job address, contact information, brief description of the project, project milestones/due date, etc.

2. View, log, and prioritize project tasks. 

3. Access project financials — including project job costing and expense details that update automatically throughout a project.

4. Initiate key actions — such as generating an estimate, purchase order, application for payment, invoice, and more.

5. View team members/stakeholders involved in the project.

6. Access an audit trail including events, notes, and project documentation ( work permits, contracts, safety policies, hazard assessments, etc.).

Build Estimates with Accurate Pricing

Project estimates allow you to build detailed construction estimates by adding the specific tasks, equipment, and materials needed to do the work. Users can 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 completed, it can be printed, emailed, or exported in PDF format and sent to the client. If changes are made to approved project plans, estimates can be updated and/or additional estimates can be created as needed throughout the project.

Initiate Requisitions 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.

Let’s say at the beginning of a project, you want to start ordering your permits and materials — you can select those items within your estimate, which will lead you through a workflow to create the purchase orders you’ll need. 

In the purchase order workflow, line items are automatically populated from your estimate. You simply select your procurement sources and shipping locations for each material. 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 provides real-time project financials and job costing.

Instead of manually updating a series of spreadsheets every time labor and material costs are incurred, this is done automatically for you, 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 project budget versus actual 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 that expense (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.

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 the continuation sheet in your application for payment:

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 to your client for review. The continuation sheet details make the bill easier to defend against pushback from construction companies or general contractors. 

As a result, subcontractors can get paid faster and reduce cash flow issues.

When applications are accepted, generating an invoice for the progress payment is just as easy. When payments come in, you can update your accounts receivable through our Viewpoint, Sage, QuickBooks, and CSV accounting integrations. 

Automate Work In Progress Reporting

ServiceTitan offers work-in-progress (WIP) reports to help construction businesses maintain an accurate, up-to-date view of their projects by calculating recognized revenue based on the percentage-of-completion method.

For business owners and executives running larger organizations with many jobs in progress, this report is invaluable for getting a real-time view of the financial health of the business and ensuring that budgets are managed effectively. In addition, project managers can use WIP reports to manage over- and under-billing.

To run the report, users select from a series of fields, including date ranges, project statuses, and completion dates. The report then generates a table with the following project details:

• Project number and name

• Contract value

• Estimated total cost

• Total cost

• Percent complete cost

• Earned revenue

• Revenue

• Retainage percent

• Retainage

WIP reports can be customized with a variety of different columns and calculations based on the needs of your business. These reports can easily be exported to be further manipulated in spreadsheets if desired.

Like all other features within ServiceTitan, the data used to generate WIP reports is automatically pulled from other areas of the platform. As a result, the amount of work and potential for errors in generating these reports is significantly reduced. 

Get a Personalized Demo of ServiceTitan Construction Software

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