A ready-made spreadsheet for your subcontractor and supplier list: trade and approval drop-downs, insurance dates that turn red when they lapse, and the same contact columns Sigbot uses.
Excel workbook, 15 KB, with three sheets: Subcontractors, How to use and Lists. The CSV has the same columns without the drop-downs. The 10 example rows are made up, so delete them before you start.
One row per person, 19 columns. The first 14 are the contact columns Sigbot uses; the last 5 are for running a bid list.
| First Name | Last Name | Company | Trade | Approved | Insurance Expiry | |
|---|---|---|---|---|---|---|
| Dan | Whitmore | dan.whitmore@quillmoor-electrical.example | Quillmoor Electrical Ltd | Electrical | Yes | 2027-03-31 |
| Tom | Ashby | tom.ashby@tenterby-groundworks.example | Tenterby Groundworks Ltd | Groundworks | Pending | 2026-10-15 |
| Hannah | Reid | hannah.reid@kelvinbrae-scaffolding.example | Kelvinbrae Scaffolding Ltd | Scaffolding | No | 2026-06-30 |
Swipe the table sideways for more columns. Three of the ten example rows, with some columns left out. In the file, an expired insurance date turns red and one due in the next 30 days turns amber. Every example is fictional: the email addresses end in .example and the phone numbers are in ranges set aside for drama and testing.
First Name, Last Name, Email, Phone, Mobile, Company, Job Title, Location, Website, Sector, Business Type, Tags, Notes and Last Updated.
Trade, Region, Approved, Insurance Expiry and Last Bid Date.
The header row stays in place as you scroll, and every column has a filter. The How to use sheet repeats these instructions inside the file.
A list goes stale faster than anyone expects. Estimators move firms, numbers change, and a list built 18 months ago is half wrong by the next bid. Six habits keep it useful.
An invitation to tender that bounces is the clearest sign you'll get. It usually means the person has left. Find out who replaced them that week, while the tender is still fresh, and update the row.
When an estimator emails you from a new company, they've moved. Update their row to the new firm, and ask the old one who now looks after your work. You keep both relationships.
A firm with three estimators gets three rows. A row with only a company name can't be emailed, and you lose track of who actually prices your work.
Keep Insurance Expiry filled in. Expired dates show red and the next 30 days show amber, so you can chase certificates before bid day, not during it.
Sort by Last Bid Date to find subcontractors you haven't invited for a year. Either they're worth a call, or they can come off the list.
Five personal lists drift apart. Keep one copy somewhere shared, such as SharePoint or Teams, make one person responsible for it, and date every change in Last Updated.
Every sub, supplier and consultant who has ever emailed your team, in one list, without anyone typing a contact in again.
Sigbot reads the email signatures already in your team's Outlook and turns each one into a contact: name, job title, company, phone, email and address.
When a sub moves firms and emails you again, the next check updates the record. After the first scan, Sigbot checks for new mail by itself every day on paid plans (weekly on Free), and only reads mail it hasn't seen. Newsletters and no-reply mail wait in a review queue, and merges can be undone.
Export the whole list to Excel or CSV whenever you need it, for an ITB or a tender return. The export starts with the same 14 columns as this template.
Already keeping a list? Bring it into Sigbot: in the web app choose Add Data, then Import (Excel/CSV/vCard), and pick the file. First Name to Notes are matched to Sigbot's fields for you. Every row needs an email address; rows without one are skipped.
The Trade column goes into Sigbot's Trade field on every plan, matched to your trade list; trades the list doesn't have yet are kept too. Region, Approved, Insurance Expiry and Last Bid Date each need a column of their own in Sigbot, which the import can make on paid plans; otherwise they stay in your spreadsheet. To take them in on Free, copy approval status into Tags, and insurance and bid dates into Notes, before you import.