Subcontractor Onboarding & Resources
Welcome to The JR Thomas Group Subcontractor Guide. This page provides key information, requirements, and procedures for working with our team, from contract execution through project closeout. Our goal is to ensure clear communication, timely payment, and successful project delivery.
Key Contacts & Communication
Understanding who to contact and when helps keep projects running efficiently. Below are the primary roles you will work with throughout the project and the types of communication each supports.
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Email: Assigned Per Project
Primary point of contact for your project.
Contact for:
Scope questions or clarifications
Schedule coordination
Change orders / additional work
Project updates and approvals
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Email: accountspayable@tgmhouston.com
Handles invoicing and payment processing.
Contact for:
Invoice submission questions
Payment status
Required billing documentation
Lien waivers and pay applications
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Email: Procure@tgmhouston.com
Supports subcontracting, vendor coordination, and material sourcing.
Contact for:
Vendor onboarding status or updates
Material procurement coordination (if applicable)
Questions related to bid participation or vendor selection
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Email: awilder@tgmhouston.com
Supports project-specific reporting and requirements.
Contact for:
Certified payroll (LCP Tracker, etc.)
SBE/MBE/WBE participation tracking
Compliance documentation
Project-specific reporting requirements
Invoicing & Payment Procedures
Accurate and timely invoice submission is critical to ensure prompt payment. Please review each requirement carefully and follow the steps outlined. Submitting a complete and correct invoice the first time helps prevent delays and eliminates the need for resubmissions.
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All invoices must include:
JRT Invoice (Less that $100K)
AIA Invoice (More than $100K)
Conditional Lien Waivers
for Progress Payment
for Final Payment (notarized)
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Submit ALL invoices to: accountspayable@tgmhouston.com
Submission Guidelines:
PDF Format ONLY
Project Name Clearly Labeled
One Invoice Per Project at a time.
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Payment Terms: Net 30 days from approved invoice
Payment is contingent upon:
Receipt of a complete and accurate invoice
Approval of work performed
Submission of all required documentation
Conditional lien waiver may be required with invoice
Final payment requires unconditional lien waiver and closeout completion
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Invoices may be delayed if:
Missing project name
Incorrect Invoice Used
Work performed outside approved scope
Missing supporting documentation
Incorrect billing amount
Multiple projects submitted on one invoice
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Submit invoices promptly after work is completed
Double-check all required fields before submission
Ensure change orders are approved prior to billing
Include all required documentation upfront
Unauthorized Work: Work performed without prior written approval (including change orders) may not be eligible for payment.
Before You Can Mobilize! Pre-Construction Requirements
All required documentation must be completed, submitted, and approved prior to mobilization. Subcontractors are not authorized to begin work until all pre-construction requirements have been satisfied.
Executed Subcontract Agreement: A subcontract agreement will be issued (typically via DocuSign) and must be fully executed before any work begins.
Insurance Requirements: Insurance must remain active and up to date for the duration of the project.
Certificate of Insurance listing JR Thomas Group, Inc.
Additional insured endorsements (as required)
Client name listed (if applicable)
Project-specific coverage for larger or specialized projects
W-9 Form: A current and completed W-9 must be on file prior to contract execution and payment processing.
Client-Specific Compliance Documentation (if applicable): Certain projects may require additional compliance documentation depending on the client. Examples include: EEO Documentation, Certified Payroll, etc.
Backgrounds Check (if applicable): Some projects may require background checks for all personnel prior to site access. Requirements may include:
Client-specific background check clearance (e.g., school districts)
Submission of employee information for approval
On-site badge or credential verification
Subcontractors are responsible for ensuring all personnel meet project-specific requirements before arriving on site.
Note: Failure to complete these requirements may result in delays to project start and/or payment processing.
Frequently Asked Questions
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If you plan to pick up your check in person, a notary will be available at our office to assist you at the time of pickup.
To utilize this option:
The waiver must be fully completed prior to arrival (do not sign it)
Submit the completed waiver along with your invoice via email
Include “Requesting Notary” in the subject line or body of your email
The waiver will be notarized at the time of check pickup.
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All changes in scope must be submitted to the Project Manager for review and approval prior to performing the work.
Include:
Description of the additional work
Pricing breakdown
Any supporting documentation
Work performed without prior written approval may not be eligible for payment.
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For invoice and payment status, please contact the Accounting team at accountspayable@tgmhouston.com. We usually respond within 48 hours.
Before reaching out, ensure:
Your invoice was submitted to the correct email
All required documentation was included
The invoice aligns with the approved scope and contract
Incomplete or incorrect submissions may delay processing.
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Subcontract agreements are issued after project award and once the subcontractor has been selected and confirmed for the scope of work.
Timing may vary depending on:
Final scope alignment
Client requirements
Internal processing and approvals
Agreements are typically sent electronically via DocuSign. Please ensure your contact information is current to avoid delays.
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Project-specific compliance requirements will be communicated at the time of award and/or prior to the start of work. These requirements may vary depending on the client, contract, and project type.
Subcontractors are responsible for reviewing all project documentation and ensuring all required compliance items are submitted in a timely manner.