Track work orders and compliance
The vendor portal shows subcontractors the jobs their contractor has dispatched to them, and their own compliance status. Use it to accept or decline work, log job progress, submit quotes and invoices, and keep a certificate of insurance on file.
Work order list
Work orders lists only the appointments assigned to your subcontractor account at the contractor organization you signed into. Each row shows the job number and summary, the service site, the scheduled date, and the appointment status. Choose a row to open the full work order.
If your contractor hasn't dispatched any work to you yet, the page shows an empty state instead of exposing other subcontractors' jobs.
Work order detail
The detail page shows the job's service site address and access notes, the current appointment status, and, if the job requires one, the quote and invoice sections.
Access is scoped to your own subcontractor record and the current contractor organization. Opening a work order that isn't assigned to you returns not found.
Accept or decline a dispatch
For a newly scheduled appointment, choose Accept or Decline. Declining requires a reason. Accepting requires your compliance status to currently permit dispatch — if it doesn't, the page points you to Compliance instead of showing the accept/decline buttons.
Log job progress
Once accepted, use the status action to move the job forward: On my way marks you en route, Check in marks you on site and starts the job, and Check out / mark done marks the job complete. Checking in is blocked until any required quote is approved.
Submit a quote
Jobs that require an office-approved quote show a Quote section. Enter line items (description, kind, quantity, unit price) and submit. Thermal recomputes the total server-side. If the office requests a revision, the form reopens with the revision reason shown so you can resubmit.
Submit an invoice
Once a job is marked done — and, if the job was quote-gated, once that quote is approved — the Invoice section lets you enter line items and submit. Thermal recomputes line totals server-side and marks the portal review status as submitted. The contractor reviews the submission before approving or rejecting it. Internal fleet work and jobs with an invoice already submitted are not offered for another one.
Compliance status and certificate of insurance
Compliance shows your current compliance status and, if you're blocked, the reason. Use Upload a certificate of insurance to add a current COI (PDF, JPEG, or PNG, up to 10 MB). Uploading moves your status to pending review and appears in the document history below, along with the office's decision on prior uploads and any rejection reason.
Your compliance status gates dispatch: while it doesn't currently permit accepting or starting work, the work order pages disable those actions and point back here.
What vendors cannot see
The vendor portal intentionally limits data to what's needed to do the job and stay compliant. It does not expose customer billing details, customer contact records, other subcontractors' jobs or compliance records, internal pricebook data, margin data, or contractor-side cost and profitability controls.
Reference
- Vendor portal access is session based and limited to the signed-in vendor account for the current contractor organization.
- Roles and permissions
- Status enums — see Subcontractor Compliance and Subcontractor Compliance Document