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How to Verify a Contractor License Before Hiring
A step-by-step guide for general contractors on checking subcontractor license status in Texas, Florida, and California — and why it matters more than most GCs realize.
In this guide
Why License Verification Matters — and What COIs Don't Tell You
Most general contractors ask for a Certificate of Insurance (COI) before a subcontractor steps on site. Fewer than half also verify the sub's contractor license. That gap is where significant liability lives.
A COI confirms that a policy existed when the document was issued. It doesn't tell you whether the subcontractor is legally permitted to perform the work. In most states, hiring an unlicensed contractor — even unknowingly — exposes the GC to serious consequences:
- Insurance claim denial. If an incident occurs and the sub was unlicensed, your insurer may deny the claim on the grounds that you failed due diligence.
- Personal liability. In Texas, Florida, and California, GCs can be held personally liable for damages caused by unlicensed subs they hired.
- Regulatory fines. State licensing boards can fine GCs for working with unlicensed contractors, even if the GC had no knowledge.
- Project delays. Work performed by an unlicensed contractor may have to be redone, and stop-work orders can be issued mid-project.
What You're Actually Checking
When you verify a contractor license, you're confirming four things against the state's official database:
- License status. Is it currently active, expired, suspended, or revoked?
- License classification. Does the license cover the type of work being performed on your project? An electrical license doesn't authorize plumbing work.
- License holder name. Does the entity name on the license match the company name on your contract and COI? DBAs and subsidiaries can create mismatches.
- Expiration date. When does the license expire? A license that expires mid-project creates compliance risk at exactly the wrong moment.
Some states also attach bonding and insurance requirements directly to the license record, letting you confirm both in one lookup.
Step-by-Step: How to Verify a Contractor License
Get the subcontractor's full legal entity name and license number
Ask your sub to provide their state contractor license number as part of onboarding. Don't accept a copy of a license document — look it up directly in the state database. Documents can be forged or outdated. The state database is the authoritative source.
Go to the correct state licensing board database
Each state maintains its own lookup. Texas uses the TDLR (Texas Department of Licensing and Regulation), Florida uses the DBPR (Department of Business and Professional Regulation), and California uses the CSLB (Contractors State License Board). Links for each are in the section below.
Search by license number, not just name
Searching by company name returns multiple results and requires manual matching. License number lookups are exact. If your sub doesn't know their license number, that's a red flag worth noting before they're on site.
Confirm all four fields
Check status (Active), classification (matches the scope of work), entity name (matches your contract), and expiration date (covers your full project timeline). Screenshot or log the result with a timestamp for your records.
Repeat at key project milestones
A license that's valid at onboarding can expire mid-project. For projects longer than 90 days, re-verify at least once. For annual contracts with recurring subs, verify at renewal.
License Verification by State
TrackMyVendor integrates directly with state licensing databases in Texas, Florida, and California — over 850,000 license records updated daily. You can also verify manually using the links below.
Texas
Licensed through TDLR (trades) and TBPE (engineers). Most construction trades require TDLR registration. Search by license number or business name.
TX License Lookup →Florida
Licensed through the DBPR. General contractors, electrical, plumbing, HVAC, and roofing all require separate state licenses. Active/Inactive/Delinquent statuses shown.
FL License Lookup →California
Licensed through CSLB — one of the most comprehensive state databases. Shows license class, bonding status, workers comp, and disciplinary history.
CA License Lookup →Common Mistakes GCs Make When Verifying Licenses
Accepting a license document instead of checking the database
A PDF of a license can be altered or expired. The state database reflects current status in real time. Always verify against the source.
Only verifying at onboarding
Licenses expire. A sub you verified in January may have an expired license by July. For long projects or recurring relationships, build periodic re-verification into your workflow.
Not checking license classification
A sub might hold a valid license that doesn't cover the specific work you've contracted them for. A roofing license doesn't authorize structural framing. Check the classification, not just the status.
Assuming insurance = licensed
These are entirely separate requirements. A sub can carry a valid COI while operating with an expired or non-existent license. Both must be verified independently.
Relying on the subcontractor to self-report
Asking "are you licensed?" is not verification. Verify directly against the state database. Most licensing boards offer free public lookups for exactly this purpose.
How to Automate License Verification Across All Your Subs
Manual verification works for a handful of subcontractors. When you're managing 20, 50, or 100+ subs across multiple projects, manual lookups become a compliance liability in themselves — things get missed.
TrackMyVendor automates this by connecting directly to the Texas, Florida, and California licensing databases. Instead of checking each sub manually, you get:
- Real-time license status for every sub in your roster, updated daily from the state database
- Automatic alerts when a license expires or is suspended — before a sub steps on site
- Per-project compliance views showing which subs are licensed for each job
- Combined COI + license tracking in one dashboard, so you're not managing two separate processes
- Magic-link vendor onboarding — subs submit their own documents without needing an account
This is the difference between document collection (what most compliance tools do) and entity verification (what TrackMyVendor does). The COI tells you the sub had insurance. The license database tells you the sub is legally permitted to do the work.
| Check | COI alone | COI + License verification |
|---|---|---|
| Confirms insurance was active at issuance | ✓ Yes | ✓ Yes |
| Confirms sub is legally licensed to work | ✗ No | ✓ Yes |
| Alerts you when license expires mid-project | ✗ No | ✓ Yes |
| Verifies license classification matches scope of work | ✗ No | ✓ Yes |
| Protects against insurance claim denial | ~ Partial | ✓ Full protection |
Verify contractor licenses automatically
TrackMyVendor checks TX, FL, and CA license databases daily — so you don't have to. Free for your first 25 contractors.
Start free →Frequently Asked Questions
How do I verify a contractor license in Texas?
Is it legal to hire an unlicensed contractor?
What's the difference between a contractor license and a COI?
How often should I re-verify a subcontractor's license?
Can a subcontractor work under the GC's license?
What if my subcontractor operates in multiple states?
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