Construction subcontractor management

The subcontractor register holds every firm that works for you as one record: company name, automatic number, trade, address, phone and email, hourly rate and internal notes. Instead of a shared spreadsheet and four people keeping four versions of the same electrician, the office keeps one entry that awards, purchase orders and defect assignments all point at. Search covers name, number, trade, city and email across pages of twenty-five.

Three statuses govern the record: active, pending review and blocked. Compliance dates sit next to them, with insurance valid-until and the §48b tax-exemption certificate valid-until, plus a lien-waiver value of missing, valid, expired or not required. Payment approval for a supplier invoice checks those last two and refuses release when the certificate has lapsed. Qualifications come from the company catalog as stable keys, the same list the employee matrix uses, so renaming a skill never orphans a partner.

Everything downstream reads this record rather than a retyped address. A subcontractor appears as bidder inside a bid package, as supplier on a purchase order, and as the recipient of a signed portal link once portal access is switched on. That link runs for thirty days, stays bound to one company and one partner, and exposes only their own bid requests, assigned tasks, assigned defects, orders and subcontractor contracts. Internal budgets and margins never leave the office.