--- title: "T5018 Subcontractor Tracker (Free XLSX) | EverStone CPA" url: https://www.everstonecpa.com/t5018-subcontractor-tracker description: "A free spreadsheet for construction businesses: log subcontractor payments as you make them and get the running per-subcontractor total the T5018 needs." type: tool updated: 2026-10-02 summary: "A free Excel workbook for recording payments to subcontractors as you make them — subcontractor, job, services before tax and total paid — so the T5018 slip is assembled from a running record rather than reconstructed from a year of invoices. No sign-up." faq_count: 4 publisher: EverStone CPA Inc., a Chartered Professional Accountant firm registered with CPA British Columbia and CPA Alberta service_area: British Columbia, Alberta, Ontario and Manitoba language: en-CA contact: info@everstonecpa.com · https://www.everstonecpa.com/book-online --- [Home](https://www.everstonecpa.com/) [Resources](https://www.everstonecpa.com/resources) T5018 Subcontractor Tracker Free Excel workbook # T5018 Subcontractor Tracker Updated 2 October 2026 Track payments to subcontractors through the year so the T5018 is a filing, not a reconstruction What this covers, at a glance. [Download the XLSX — free](https://www.everstonecpa.com/downloads/everstone-t5018-subcontractor-tracker.xlsx) Live formulas, one worked example · 9KB · Version 2026-07-26 · No sign-up required **Quick answer:** A free Excel workbook for recording payments to subcontractors as you make them — subcontractor, job, services before tax and total paid — so the [T5018](https://www.everstonecpa.com/blog/t5018-subcontractor-reporting-construction) slip is assembled from a running record rather than reconstructed from a year of invoices. No sign-up. A tracker only helps if the totals match what the subcontractors themselves report. [Ask about a mismatch](https://www.everstonecpa.com/quick-question). ## What is in it - Date paid - Subcontractor - BN or SIN - Invoice # - Job / project - Services (before tax) - GST/HST - Total paid - Notes Ships with one worked example row and live formulas — the totals recalculate as you add rows, and the example is labelled so you know to delete it. Construction businesses that pay subcontractors have an information return obligation most other businesses do not: the [T5018](https://www.canada.ca/en/revenue-agency/services/forms-publications/forms/t5018.html), reporting payments made for construction services. It is due after your [reporting period](https://www.canada.ca/en/revenue-agency/services/forms-publications/publications/rc4022.html) ends, and it has to name each subcontractor and the total paid to them. If you were looking for the subcontractor tax form a construction business files, this is it, and the tracker is built around what it asks for. The figure required, total paid per subcontractor for the year, is painful to pull from a ledger organized by job. Recorded as you go, it takes seconds; rebuilt in March, it is a day’s error-prone work. The sheet keeps a payment log and a summary that totals by subcontractor automatically. It also holds what the return needs (business number or SIN, and address), gathered while they are easy to ask for. Ask for the business number at the first payment, not at year-end. A subcontractor about to be paid responds; in February, for a job that ended in August, often not. Recorded once, it turns the filing from a chase into a lookup. ## Want the updated version each year? Tax figures and filing dates move. Leave your email and we will send the refreshed copy when it changes. That is all we use it for. The download above works either way. ## Before you use it - Report payments in the period you PAID them, not the period invoiced. - The T5018 covers payments for construction services. Payments purely for materials are outside it. - You need each subcontractor’s business number or SIN. Ask at the first payment, not at year-end. ## Common questions about T5018 Subcontractor Tracker **Who has to file a T5018?** Construction businesses that pay subcontractors for construction services. It is an information return obligation most other businesses do not have, and it is due after your reporting period ends. [Ask about your case →](https://www.everstonecpa.com/quick-question) **Why does this need a spreadsheet?** Because the number required — total paid to each subcontractor across the year — is painful to assemble afterwards from a general ledger organized by job rather than by payee. Recorded as you go it takes seconds per payment; reconstructed in March it is a day’s work and error-prone. **Do I report by invoice date or payment date?** Report payments in the period you paid them, not the period invoiced. **What do I need from each subcontractor?** Their business number or SIN. Ask at the first payment rather than at year-end — and note that payments purely for materials fall outside the T5018, which covers payments for construction services. **General information, not tax advice.** This worksheet is a general aid for Canadian business owners. It does not account for your circumstances and does not create a professional relationship. Speak to a CPA before acting — [send an enquiry](https://www.everstonecpa.com/book-online?service=corporate-tax#enquiry-form). [T5018: Statement of Contract Payments](https://www.everstonecpa.com/forms/t5018) [Shareholder Loan Tracker A free spreadsheet tracking money moving between you and your corporation, with a running shareholder loan balance and which way the account is leaning.](https://www.everstonecpa.com/shareholder-loan-tracker) [Construction accounting](https://www.everstonecpa.com/construction-trades-accounting) [Contractor hub](https://www.everstonecpa.com/contractor-accounting-hub) [All guides and resources](https://www.everstonecpa.com/resources) [Send an enquiry](https://www.everstonecpa.com/book-online?service=corporate-tax#enquiry-form) ## Talk to a CPA about this One CPA, start to finish. Fixed fees in writing before work begins, and no obligation. [Get My Fixed Quote](https://www.everstonecpa.com/book-online?service=corporate-tax#enquiry-form) [Ask a Free Question](https://www.everstonecpa.com/quick-question) Email info@everstonecpa.com ★★★★★ “Personal. Professional. Responsive. Plus he saved me a bundle!” Corrin Skalbeck · Google Local Guide --- Source: https://www.everstonecpa.com/t5018-subcontractor-tracker Prices: https://www.everstonecpa.com/pricing · Contact: info@everstonecpa.com · https://www.everstonecpa.com/book-online