Manage subcontractors

Subcontractors is the org-wide list of subs you dispatch work to — their contact info, trade, insurance status, and the work orders they're tied to. It's separate from Fleet, which tracks equipment, not people or companies.

Add a subcontractor

Choose New subcontractor, enter its name and trade (used for dispatch-side filtering — optional but worth setting so the sub shows up when a dispatcher filters by trade). You can fill in insurance details now or later.

Track certificate of insurance (COI) status

A subcontractor's COI status is computed, not just a field you set — it checks that the record has a carrier, at least one policy number, at least one coverage limit, and that the shop is named as additional insured, loss payee, and covered by a waiver of subrogation, with effective and expiry dates that cover today. If any of that is missing or the COI has expired, the subcontractor shows as out of compliance with the specific reason on file — so you always know exactly what's missing, not just that something is wrong.

Block a subcontractor

Block a subcontractor to stop it from being assignable to new work without deleting its record or history — use this for a sub that's fallen out of compliance or you've stopped working with, while keeping past job history intact. Unblock to make it assignable again.

Invite a subcontractor to the vendor portal

From a subcontractor's record, send a vendor portal invite so it can see its own assigned work orders and upload compliance documents itself instead of emailing them to your office. Revoke access the same way if the relationship ends.

Reference

Who can reach Subcontractors — Owners and Office users. See Roles & permissions.
Compliance document status values — in Status & domain values.