Google Sheets Contractor List Template
Build a simple Google Sheets contractor list with contact details, job history, costs and notes about whether you would hire each person again.
Use these columns
Create a blank Google Sheet and add these labels across the first row:
- Contractor name
- Business name
- Trade
- Phone
- Website
- Service area
- Referred by
- Last job
- Job date
- Cost
- Rating
- Notes
- Last confirmed
You do not need to complete every cell. Save the information you have while it is available.
The most important fields are the contractor's name, trade, preferred contact method and your experience. A note such as fixed upstairs bathroom leak, arrived on time, would hire again preserves the part memory is most likely to lose.
Record what the contractor actually did
A label such as plumber is often too broad. Record the specific work:
- Replaced the kitchen tap
- Repaired a leak behind the upstairs toilet
- Installed a new electrical socket in the office
- Painted the bedroom and matched the existing trim
- Repaired loose tiles around the bath
Use Notes for practical details such as cleanup, communication, punctuality, payment preferences, scheduling needs or whether an assistant was good. Business names such as Mike's Plumbing or AAA Heating do not preserve what happened during the job.
Use a verdict you will understand later
A complicated scoring system makes the sheet harder to maintain. Use three direct choices:
- Hire again: contact this person first for a suitable job.
- Consider: the work was completed, but price, communication or quality left uncertainty.
- Do not hire: preserve a warning memory might otherwise soften.
Explain the reason in Notes. Missed two appointments is more useful than a vague low score. Filter by trade and Hire again to produce a shortlist without deleting people you want to avoid.
Separate recommendations from completed jobs
A neighbor's recommendation is not your own experience. Record the source in Referred by and leave Last job blank until you hire the contractor.
A recommendation entry might contain:
- Apex Roofing
- Roofer
- Recommended by Sarah
- Replaced Sarah's roof
- She described the team as professional
If you request a quote, add the proposed work and price to Notes. Keep each bidder on a separate row and describe comparable work consistently.
Make the sheet easy to search
Use words you expect to remember. If you think of someone as the tile guy, include tile. Write electrical panel instead of only repair.
Keep one contractor per row and one main sheet unless the list becomes difficult to scan. Freeze the first row and enable filters for trade, service area and rating. A readable header and consistent entries are enough; decorative formatting only creates maintenance.
Why contractor details disappear
The contact may remain only in a long text history. Generic names blur together, and relief at finishing the job makes saving the number easy to forget. Details also become scattered between Contacts, Notes and paper. Moving to another city can reset the useful list entirely.
What you actually need to remember is compact: the person and business, the kinds of work they handle, preferred contact method, last job and date, cost, verdict, practical notes and service area.
Update recommendations immediately
When a friend recommends someone, enter the name, trade and referral source as soon as the message arrives. Waiting until the next emergency means searching contacts, email, payment records and old conversations again.
If a contractor changes company or phone number, update the current fields and preserve the former business name in Notes. The Last confirmed column shows when contact information may need checking.
A contractor list becomes valuable through small updates. Each job leaves a useful record, so the next repair can begin with someone you know instead of another search for a stranger.