HR paperwork for small construction companies
Outrigger's HR Paperwork service handles the admin side of hiring and people files for small construction companies: new-hire packets for employees and 1099 crews, organized personnel files, I-9 and document reminders and a checklist when someone leaves. You make every hiring and firing decision; we keep the paperwork in order.
How hr paperwork works with Outrigger
In a small construction company, a new hire usually starts the day the owner says 'can you be here Monday?' The paperwork comes later, if it comes at all. A W-4 gets filled out on the tailgate, a copy of a license goes in a glove box and the rest waits until someone asks for it. Then a GC, an insurance agent or your CPA wants a file you do not have.
We set up a new-hire packet for employees and a separate one for 1099 crews, send it to the new person, and follow up until it comes back. Each person gets a personnel file in your shared Google Drive with their documents in one place. Our built-in automation reminds you about I-9 steps and documents that are due, and when someone leaves, we run a separation checklist so nothing is left hanging.
This is admin help, plainly. We do not write handbooks or policies, we do not decide who to hire or let go, and we do not give legal or HR advice. Molly built this process for a working sitework company where people were hired fast and the office was a family member at night. The goal is simple: when someone asks for a file, you have it.
Best for
- Companies hiring fast during busy season
- Owners whose employee files live in a truck
- Crews mixing employees and 1099 workers
- Companies with drivers who need qualification files
- Family offices with no HR training
- Contractors a GC or agent asked for employee records
What's included
Employee new-hire packets
A packet of the forms you use for new employees, sent to the new hire, tracked and followed up until it comes back complete, then filed.
1099 crew packets
A packet for 1099 crews with the W-9 and the other documents you collect, so you have what your CPA needs before the first payment.
Personnel files in order
One file per person in your shared Google Drive, with their packet, copies of documents and notes you want kept, all named and easy to find.
I-9 and document reminders
Reminders for I-9 steps and timing, plus documents with expiration dates you track, like licenses or cards, so you hear about them before they lapse.
Leaving checklist
When someone leaves, a separation checklist covers the paperwork steps you choose, like final timesheet, returned equipment and file notes, so nothing gets missed.
Driver qualification files
On Full Office, we organize driver qualification files for your drivers and remind you about documents that need updating. What applies to you is your safety advisor's call.
What you do
- Tell us when you hire someone
- Complete the I-9 in person with each new hire
- Sign what needs your signature
- Make every hiring and firing decision
I-9s, new-hire reporting and driver files in plain English
Form I-9 must be completed for every new employee. The employee completes Section 1 by their first day of work, and the employer completes Section 2 within 3 business days of the start date. The employer completes it in person with the new hire. That part is yours: we remind you when it is due and file the finished form, but we do not complete it for you.
States require employers to report new hires, and the rules and forms vary by state. Whether a worker is an employee or a 1099 contractor is a decision for your CPA, not us. Check with your CPA or your state about what applies to you, and we will build your packets around what they tell you.
If you run commercial motor vehicles, you may need driver qualification files. Motor carriers operating commercial motor vehicles generally must keep them under FMCSA rules, but what applies depends on your vehicles and operation. Check with your safety advisor or FMCSA. If you need the files, we organize them and track what needs updating.
Our process
Build your packets
At setup we gather the forms you already use, or the ones your CPA or advisor tells you to use, and build an employee packet and a 1099 crew packet.
You hire, we send
Text or email us the new person's name and start date. We send the right packet and follow up until it is back.
You do the I-9
We remind you to complete the I-9 in person on time, then file it with the rest of the packet in that person's file.
Reminders run
Each weekday morning our built-in automation checks for documents coming due or missing, and a person reviews what goes out to you.
When someone leaves
Tell us the last day. We run the leaving checklist you approved at setup, note what is done and close out the personnel file.
HR Paperwork FAQ
How much does HR paperwork help cost for a small contractor?
HR paperwork is part of Outrigger's plans, which start at $699 a month. Essentials includes 1099 crew packets. Standard adds employee hiring packets, and Full Office adds driver qualification files. Plans are month to month with 30 days' notice to cancel. The Plans page lists everything each plan includes.
Will you write our employee handbook or tell us how to fire someone?
No, we do not write handbooks or policies, make hiring or firing decisions or give legal or HR advice. HR Paperwork is admin only: packets, files, reminders and checklists. If you need a handbook or advice about a person, talk to an attorney. If you need someone, we can point you to trusted partners for legal help.
Can you fill out the I-9 for my new hire?
No, the employer completes Section 2 of the I-9 in person with the new hire, so that part is yours. The employee completes Section 1 by their first day, and you complete Section 2 within 3 business days of the start date. We remind you when it is due and file the finished form in the personnel file.
How fast can you send a new-hire packet?
Once your packets are built at setup, we send one as soon as you text or email us the new person's name and start date, and we reply within 1 business day. We follow up until the packet comes back complete, then file it. Hiring someone for Monday? Tell us as early as you can so the paperwork is ready.
What do I need to use your HR paperwork service?
You need an email address and a phone; that is all. Packets and personnel files live in free Google Drive folders set up for your company, and new hires can fill out forms on their phone. If you use QuickBooks Payroll, we line up names with your payroll. There is no new software to buy.
Do you keep driver qualification files for my truck drivers?
Yes, on the Full Office plan we organize driver qualification files and remind you when documents need updating. Whether you need them depends on your vehicles and operation under FMCSA rules, so check with your safety advisor or FMCSA. We keep the files in order; we do not decide what rules apply to you.
Often paired with
Payroll
We pull hours from your time clock or timesheets, send you a weekly approval email, enter payroll in QuickBooks Payroll and track 1099 crew payments for year end.
Learn moreSub & Vendor Paperwork
We collect W-9s and certificates of insurance from your subs and vendors before they get paid, track COI expiration dates, request renewals and file everything by sub.
Learn moreCompliance & Documents
We keep your company's COI, W-9, licenses and registrations on file, remind you before anything lapses, and send your GC packet whenever a GC asks for it.
Learn more