Classic form

Contractor onboarding form for an Australian studio

A contractor onboarding form collects what a business needs before it can pay a contractor: the ABN and GST status, insurance, bank details, the services and the rate, and agreement to the contract terms. This Australian studio version will not pay an invoice until the form and the certificate of currency are on file.

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Top of the contractor onboarding form for an australian studio example
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Contractor onboarding

Studio Hale. Complete this once before your first job with the studio. Invoices are paid within 14 days of receipt, and an invoice cannot be paid until this form and your insurance certificate are on file.

Your business

PDF or a photo of the certificate showing the insurer, the policy number, the cover amount and the expiry date.

Payment

The work

Every field, and what it collects

The complete field list, in the order respondents meet it.

Your business

Business or trading nameShort textRequired
ABNShort textRequired
Registered for GST?Single choiceRequired
Options: Yes, I will charge GST · No
Certificate of currency, professional indemnity or public liabilityFile uploadRequired
PDF or a photo of the certificate showing the insurer, the policy number, the cover amount and the expiry date.

Payment

Account nameShort textRequired
BSB and account numberShort textRequired

The work

Services you will provideLong textRequired
Your rate, $ per hour excluding GSTNumberRequired
Contractor agreementMultiple choiceRequired
Options: I have read the contractor agreement, including ownership of work and confidentiality, and agree to it
Signed for the businessSignatureRequired

What each field on this form collects

The business name and ABN share the first row, followed by GST registration as a single choice. A required upload takes the certificate of currency for professional indemnity or public liability, as a PDF or photo. The payment section takes the account name and the BSB and account number. The work section asks for the services in the contractor's own words and an hourly rate excluding GST. A checkbox records agreement to the contractor agreement, and the contractor signs for their business.

ABN and GST

An Australian business paying a supplier that does not quote an ABN may have to withhold tax from the payment, so the ABN comes first and is required. The Australian Business Register lets the studio check the number and see whether the business is registered for GST, which must match the answer here. A contractor registered for GST adds it to invoices and the studio can claim it back; one who is not registered does not charge it. Getting this right at onboarding avoids reissuing invoices later.

Contractor or employee

Calling someone a contractor does not make them one. Whether a worker is an employee or a contractor depends on the real working relationship, and the ATO and the Fair Work Ombudsman both publish guidance and tools for deciding. A contractor usually runs their own business, sets their own methods, can delegate the work and carries their own insurance. This form collects the details of a genuine contractor relationship. It does not decide the question, and a studio that controls a contractor's hours and methods like an employee's should get advice.

How to adapt this form

A builder adds the trade licence number and the white card for each contractor. A healthcare business adds registration with the professional board and a working with children or vulnerable people check. A business engaging overseas contractors replaces the ABN and GST questions with the country, tax identifier and currency.

What makes this form work

Insurance is required

The certificate of currency upload cannot be skipped. A contractor without cover becomes the studio's problem the day something goes wrong, and the intro links payment to having the certificate on file.

Rate excluding GST

The rate field says excluding GST. Combined with the GST question, the studio knows exactly what each invoice should total before the first one arrives.

One agreement, one tick

The checkbox names the parts of the agreement that matter most, ownership of work and confidentiality. The contractor confirms them in their own signed record.

Questions people ask

What should a contractor onboarding form include?

The business name, ABN and GST status, proof of insurance, bank details, the services and rate, agreement to the contract terms and a signature. Some industries add licences, registrations or safety inductions. Collect only what you need to engage and pay the contractor.

Do contractors need an ABN in Australia?

A business that pays a supplier for work without an ABN quoted on the invoice may have to withhold tax at the top rate, unless an exception applies. Most contractors operating a business have an ABN. Check the ABN on the Australian Business Register before the first payment.

What insurance should a contractor have?

Commonly public liability, and professional indemnity for advice or design work. Trades may need more, such as workers compensation for their own staff. The certificate of currency shows the insurer, policy, cover amount and expiry. Ask for a new one each year.

How do you know if a worker is a contractor or an employee?

It depends on the whole relationship, including control over the work, whether they can delegate, who supplies tools and who carries the risk. The ATO and the Fair Work Ombudsman have guidance and tools. A contract label alone does not decide it.

Is it safe to collect bank details on this form?

Bank details are personal or business information to be collected only as needed and kept secure. Limit who can see the responses, and confirm details with the contractor by phone before the first payment to guard against payment redirection scams.

Can the contractor update their details later?

Submitted responses cannot be edited. A contractor whose details change submits the form again, and the studio uses the newest submission. Ask for a fresh certificate of currency each year in the same way, and check the expiry date on file before approving each invoice for payment.

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Want the steps in the builder? Read Upload and agreement fields, then Keep a contractor register. For everything this generator can do, see the form maker.

Sources

Written and checked by the OneCraft team. Last checked .