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Software · JobTracker · Vendors and subcontractors
JobTracker
Vendors and subcontractors
Subcontractor management software that keeps subs insured, scheduled and paid right
Subcontractor and vendor management in JobTracker is one place to vet, bid, schedule and pay the subs and suppliers you work with. Subs get their own portal, in English or Spanish, to upload insurance, submit bids and invoices, and see their schedule. An expired certificate no longer counts as on file, and every job bill goes to the PM before it's paid.
Every screen in English and Spanish · Works on phone, tablet and desktop · Plans start at $495 a month
The problem
Sound familiar?
How much of your week goes to chasing subs and suppliers?
You're texting a sub for an updated insurance certificate, calling another to see if he can start Tuesday, and digging through email for a bid you got last month. The supplier's contact is in someone's phone. When a schedule moves, you call each sub one at a time and hope they all heard.
Then a sub shows up with expired insurance, and the liability is yours. Or a bill gets paid before anyone on the job checked it. Your subs and vendors are part of your reputation. Managing them shouldn't mean being their secretary, their scheduler and their payment hotline all at once. You should be building, not chasing paperwork.
Where it costs you today:
a sub on site with an insurance certificate that expired last month
bids scattered across email, text and voicemail with no budget to compare
office hours lost calling every sub when one phase slips a day
What it does
Run the work
What does subcontractor management in JobTracker do?
Compliance that tracks expiry dates
License, insurance, W-9 and custom documents with expiry tracking and an "X of Y on file" approval gate. An expired or replaced copy no longer counts, so only vetted, insured subs get work.
A scope board for bidding
Every subcontracted scope moves on a board from Waiting on Bid to Complete. Request bids from several subs, log outside bids, compare them to your budget, and accept or decline.
A portal subs run themselves
Subs upload their own documents, see their schedule, submit bids with attachments, post job-site photos, send invoices, propose payment draws and follow a live payment tracker, in English or Spanish.
Schedules that respect availability
Set each sub's working days and hours, with a warning or a block. When a phase moves, subs, crew and customers get one combined update instead of a round of phone calls.
Sub and supplier bills, PM approved
Job bills go to the PM before payables sees them, tagged as materials or subcontractor cost. Plain "APPROVED, OK to pay" notices and a chat on every bill end the "did that get paid?" calls.
A suppliers directory with pricing
Keep contacts, tags and notes for every supplier, plus supplier pricing and price-list import. Every material order carries its supplier and purchase link, so whoever orders knows where to buy.
With JobTracker
What changes
What changes when subs and vendors handle their own paperwork?
A roofer's insurance is about to expire. The people you chose to notify get a heads-up, and the sub uploads the new certificate in the portal.
You need a bid on the electrical scope. Three subs get the request, their bids land on the board, and you accept the one that fits the budget.
Rain in the forecast pushes the siding phase two days. You move the rest of the schedule, and every sub on it gets one update.
A sub's invoice comes in through the portal, the PM approves it, and the sub watches the payment status change without calling you.
If nothing changes
Every sub you can't verify is liability riding on your name, and every bid you can't compare is margin you're guessing at. The paperwork doesn't go away when nobody owns it.
The plan
Three steps
How do you get started?
1
Book a demo.
Thirty minutes, on work like yours.
2
We set it up with you.
We bring in your jobs, people and data, and train your crew in English or Spanish.
3
Run your next job in it.
See the difference on day one.
Works with
One system
Part of JobTracker, connected to everything else.
Get paid and pay people
Bill approval and payables software →
Run the work
Materials and purchasing software →
Run the work
Scheduling and dispatch software →
See how it all fits together in JobTracker, our job management software for contractors →
FAQ
Straight answers
Questions about vendors and subcontractors.
Does it handle vendor management and subcontractor management?
Yes, in one system. Subcontractors get the directory, compliance tracking, bidding and their own portal. Suppliers and vendors get a directory with contacts, notes and pricing. Both send bills through the same PM approval queue. Your whole network of subs and suppliers is organized in one place.
How do subs log in?
Subs sign in at their own address, subs.legacybuilder.app, with self-serve password reset. You choose which of a sub's logins get scheduling emails, so the right person at their company hears about the schedule. The job's PM and foreman are looped in on sub messages automatically.
Can I keep a sub away from a certain customer?
Yes. Each customer record shows which subs have worked in that home, with an eligible or not-eligible flag. You won't send the wrong crew back to a customer who had a problem.
Can I add a new sub I found outside the system?
Yes. Log a bid you got outside JobTracker, then onboard the new sub straight from that bid with one form. You can also import subcontractors by CSV using a downloadable template.
Does the subcontractor portal work in Spanish?
Yes. The subcontractor portal is fully available in English and Spanish, and emails and texts to subs follow each person's language. Spanish-speaking subs read their schedule and payment status in their own language.
How do accepted sub bids affect my job profit?
An accepted bid counts against the job's margin right away. It stays out of cash spent until it's actually paid, so you see true margin and true cash at the same time. Compare each bid against your internal budget before you accept it.
Get started
30-minute demo
See your subs and vendors run themselves
In a demo, we'll bid out a scope, check a sub's insurance and approve their invoice, all on work like yours.