Subcontractor record
What it's for
A subcontractor's record is where you keep one trade partner's contact details, certificate of insurance, and the work orders currently subbed out to them. It's the detail view behind each row on the Subcontractors list.
Reach it by opening a row on Jobs → Subcontractors, at
/subcontractors/[id].
Tabs
The record has no tabs. It is three panels — info, certificate of insurance, and assigned work orders — plus a summary rail.
Panels and controls
- The header shows the party's trade as a chip, their name, and a fact strip of trade, contact, email, COI expiry (shown in red if the COI is missing or lapsed), and how many work orders are currently assigned.
- Prev/next arrows and a position counter step through the book in the same order as the list.
- A COI valid or COI expired/missing badge sits next to the record. A Blocked badge appears if the party has been blocked.
- Block opens a dialog that requires a reason — it removes the party from every assign picker and revokes their vendor-portal access until unblocked. Unblock is a single click.
- Archive removes the party from the active book.
- The Info panel edits Name, Trade, Contact name, Email, Phone, and Notes — Save info commits it.
- The Certificate of insurance panel edits Carrier, GL policy #, Effective and Expires dates, Each occurrence limit, General aggregate limit, and three checkboxes — Additional insured, Loss payee, Waiver of subrogation. Save COI commits it.
- Assigned work orders lists every work order currently subbed to this party, with its status and the subcontractor cost recorded against it. No work orders subbed out to this party yet is the empty state.
- The right rail repeats the summary, adds the party's total subbed value, and holds vendor-portal controls — invite the party to the portal, revoke their access, or jump to their compliance and activity view there.
What it accepts
| Field | Format | Required | Rule |
|---|---|---|---|
| Name | Free text | Yes | |
| Trade | Pick a trade | No | Blank means general/unclassified |
| Contact name | Free text | No | |
| Email address | No | ||
| Phone | Free text | No | |
| Notes | Free text | No | |
| Carrier | Free text | No | |
| GL policy # | Free text | No | |
| Effective / Expires | Date | No | |
| Each occurrence limit | Dollars | No | Stored in cents |
| General aggregate limit | Dollars | No | Stored in cents |
| Block reason | Free text | Yes, to block | Required — shown to staff and to the vendor |
How to configure it
- Job costing settings decide how a subcontractor's cost lands against the job's margin.
- Compliance settings decide which COI fields a subcontractor is expected to keep current before they're flagged.
- The supplier portal setting turns on the vendor portal invite for this and every other subcontractor.
Who can see it
This screen sits behind the Subcontractors area.
Owners and office managers can open a subcontractor's record. Dispatchers and technicians cannot — assigning a sub to a job happens on the job itself. The gate is checked on the server, not just hidden in the sidebar, so a direct link does not get around it.
The full role matrix is on Roles & permissions.