Subcontractor Management runs the vendor-to-payment record for outside-labor companies working on construction projects. Procurement Manager owns the qualified-vendor list.
Onboarding checklists in one list
Procurement Manager approves activation and reviews reinstatement clearance.
Every feature works on the same records. Pick one to see the screen your team works in.
Bring company details, trade qualifications and assigned onboarding tasks into the vendor approval decision.
Subcontractors
| Subcontractor code | Company name | Classified as | HQ state | W9On file | TIN match status | |
|---|---|---|---|---|---|---|
| SUB-ELEC-041 | Northbend Electrical Works | Corp | AL | Yes | Not checked | |
| SUB-MECH-042 | Cedar Point Mechanical | LLC | AK | No | Matched | |
| SUB-CONC-043 | Blue Quarry Concrete | Sole prop | AZ | Yes | Mismatch | |
| SUB-ROOF-044 | Willow Field Roofing | Partnership | AR | No | Pending | |
| SUB-FIRE-045 | Marshline Fire Protection | Other | CA | Yes | Not checked |
Keep required submissions, insurance and license evidence connected to each subcontractor's qualification review.
Approval conditions
| Subcontractor | Requirement | Submitted at | Effective date | Expiration date | Status | |
|---|---|---|---|---|---|---|
| Northbend Electrical Works | Signed subcontract agreement | 28 Oct | 06 Nov | 12 Nov | Submitted | |
| Northbend Electrical Works | Site safety training record | 04 Nov | 06 Nov | 15 Nov | Submitted | |
| Willow Field Roofing | General liability certificate | 20 Oct | 24 Oct | 30 Oct | Submitted | |
| Northbend Electrical Works | Performance bond evidence | 26 Oct | 28 Oct | 03 Nov | Submitted | |
| Marshline Fire Protection | Site safety training record | 11 Oct | 20 Oct | 24 Oct | Submitted |
Agree project scope, route the SOW decision and preserve the reason for each commercial amendment.
Approval conditions
| SOW number | Title | Subcontractor | Project | Amount | Non standard clauses | |
|---|---|---|---|---|---|---|
| SWS-13966 | Riverside clinic electrical rough-in | Blue Quarry Concrete | Westgate library renovation | 160 | Yes | |
| SWS-53882 | Westgate library air handling | Stonebrook Interiors | Riverside clinic expansion | 190 | No | |
| SWS-71978 | Cedar Park foundation pour | Cedar Point Mechanical | Elm Street school addition | 130 | Yes | |
| SWS-71969 | North pier roof replacement | Willow Field Roofing | Riverside clinic expansion | 810 | No | |
| SWS-59323 | Elm Street sprinkler installation | Willow Field Roofing | Harborview office buildout | 890 | Yes |
Connect authorized purchase order lines with field verification and subcontractor performance review.
Approval conditions
| Entry number | Subcontractor | Purchase order | PO line item | Work date | Hours | |
|---|---|---|---|---|---|---|
| STE-81943 | Cedar Point Mechanical | PO 88216, North pier roofing | Westgate air handler setting | 27 Oct | 5 | |
| STE-23644 | Marshline Fire Protection | PO 88217, Elm Street sprinklers | Summit plaza metal studs | 16 Oct | 10 | |
| STE-39289 | Willow Field Roofing | PO 88218, Summit plaza framing | Riverside conduit installation | 30 Oct | 15 | |
| STE-22339 | Cedar Point Mechanical | PO 88218, Summit plaza framing | Meadowbrook trench backfill | 18 Oct | 4 | |
| STE-18523 | Marshline Fire Protection | PO 88213, Riverside electrical | Meadowbrook trench backfill | 19 Oct | 16 |
Review progress claims, retain the approval decision and resolve the waiver hold before payment handoff.
Approval waits for the controller
| Pay app number | Subcontractor | Project | Purchase order | Amount this pay app | Retainage held this pay app | |
|---|---|---|---|---|---|---|
| PA-79902 | Marshline Fire Protection | Cedar Park apartment phase 2 | PO 88218, Summit plaza framing | 200 | 800 | |
| PA-85849 | Highland Site Utilities | Westgate library renovation | PO 88219, Harborview glazing | 360 | 300 | |
| PA-92260 | Highland Site Utilities | Cedar Park apartment phase 2 | PO 88213, Riverside electrical | 640 | 500 | |
| PA-57023 | Northbend Electrical Works | Summit plaza facade renewal | PO 88213, Riverside electrical | 710 | 830 | |
| PA-56766 | East Hollow Glazing | North pier warehouse refit | PO 88217, Elm Street sprinklers | 810 | 150 |
Review annual paid amounts, recipient details and generated form records before the external filing handoff.
Form 1099tracking
| Tracking number | Subcontractor | Tax year | Classified as | Total paid | Form generated | |
|---|---|---|---|---|---|---|
| FT-16577 | Blue Quarry Concrete | 820 | Corp | 700 | Yes | |
| FT-89708 | Highland Site Utilities | 880 | LLC | 50 | No | |
| FT-87042 | Willow Field Roofing | 250 | Sole prop | 380 | Yes | |
| FT-59026 | Northbend Electrical Works | 540 | Partnership | 100 | No | |
| FT-50670 | Willow Field Roofing | 550 | Other | 680 | Yes |
From vendor intake to payment readiness ships ready to use. 3 steps need a named approval before the work moves on: Qualification approval (Procurement Manager), Scope approval (Procurement Manager) and Payment approval (Project Manager).
Collect company details and create the onboarding tasks needed for qualification.
Review current required documents before approving the company for work.
Agree the project scope and record the assigned approval decisions before execution.
Follow the purchase order and verify submitted work against its lines.
Verify the claim against progress, then review its amount and deductions for final approval.
Resolve the required waiver evidence before handing the released claim to accounting.
Open any onboarding checklist to see its onboarding tasks, the roles that work on it, its process stages and its approvals on one page.
Subcontractor, Started at, Total tasks and Completed tasks.
Each line is linked to this onboarding checklist.
Subcontractor User, each with their own permissions.
Vendor intake, with the role that acts.
Qualification approval and Scope approval, with who decides.
Stonebrook Interiors · In progress
| Task name | Checklist | Due date |
|---|---|---|
| Collect signed tax form | Willow Field Roofing onboarding | 30 Oct |
| Verify electrical license | Northbend Electrical onboarding | 15 Oct |
| Review liability certificate | Cedar Point Mechanical onboarding | 13 Oct |
Procurement Manager owns qualification and the agreed SOW approval tier. Controller makes the final pay application approval decision.
Signed in as Procurement Manager
| Decision | Approver | |
|---|---|---|
| Qualification approvalReview current required documents before approving the company for work. | Procurement Manager | |
| Scope approvalAgree the project scope and record the assigned approval decisions before execution. | Procurement Manager | |
| Payment approvalVerify the claim against progress, then review its amount and deductions for final approval. | Project Manager |
Everyone opens Subcontractor Management to the work that is theirs. Pick a role to see what it starts with.
Owns the compliance shelf: manages document requirements, verifies licenses with issuing authorities, validates insurance certificates, runs the audits that suspend a vendor on lapsed documents.
This is the first screen this role sees.
Onboarding checklists · Compliance Officer
On-site supervisor who verifies subcontractor time entries for assigned projects.
This is the first screen this role sees.
Purchase orders · Field Supervisor
Initiates SOWs for own projects, verifies pay applications against site progress, rates subcontractors at project end. Record entry on SOWs, SOW line items, change orders, backcharges and rating scorecards.
This is the first screen this role sees.
Insurance certificates · Project Manager
Read-only access for executive stakeholders, internal audit and external auditors. No write privileges anywhere.
This is the first screen this role sees.
Rating scorecards · Viewer
Owns the vendor function end-to-end: approves subcontractors out of onboarding, runs scorecard reviews, approves SOWs above the project-manager threshold, owns qualified-vendor list integrity.
This is the first screen this role sees.
Onboarding checklists · Procurement Manager
Final-approves pay applications, co-signs lien waivers, owns Form1099 tracking and the year-end 1099-NEC generation.
This is the first screen this role sees.
Purchase orders · Controller
External portal user. Scoped to own subcontractor row, own documents, own SOWs, POs, pay applications and lien waivers.
This is the first screen this role sees.
Onboarding checklists · Subcontractor User
Review qualification work, purchasing exposure and payment readiness using the records behind each result.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| In progress | 30 | ||
| Completed | 17 | 57% | |
| Blocked | 8 | 47% | |
| Cancelled | 4 | 50% |
Sample totals per stage
Which checklist tasks remain blocked, and who needs to act before procurement can review the company?
Which insurance or license records need renewal follow-up?
Which amendments explain the current commercial discussion for a project?
How much of an order has been billed, and what remains recorded against it?
Which submitted work still needs verification before it supports a claim?
Which claims have reached approval but are waiting for waiver evidence?
What do criterion ratings and comments say about the next rehire decision?
Do annual tracking totals agree with the linked recipient form amounts?
See how Subcontractor Management fits your kind of team.
Coordinate trade qualification, project scopes and progress claims across subcontracted construction work.
Manage outside crews and specialty firms against clear work quantities, scope changes and verification responsibilities.
Keep state-specific document review and project waiver requirements visible across a shared subcontractor list.
Each stage, from vendor intake to payment readiness, names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Ask Proto to help organize qualification follow-up and prepare reviews using the team's accessible records.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 27 tablesStart with one team and one process, then add the rest once the basics are running.
Procurement Manager selects a subcontractor and project with an upcoming claim. Identify the people responsible for qualification, site verification and final payment approval.
Load reviewed company details, contacts and trade information. Compliance Officer agrees requirement applicability and checks current insurance and license evidence.
Project Manager brings the executed agreement and priced lines. Procurement Manager confirms the matching purchase order and its billed position.
Follow a field entry through verification, then review the pay application and any deduction with Controller. Test the waiver hold with a mismatched document before supplying the correct evidence.
Configure the accounting and document handoffs. Confirm how the team records payment and signature outcomes, then reconcile the pilot’s annual tracking where applicable.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Subcontractor Management for your business. Begin with a subcontractor and an active project, including the qualification documents, executed scope and next pay application. Rehearse the approval and waiver handoff before expanding.
Company identity, contacts and trades sit beside a checklist of assigned tasks. Applicable document requirements guide collection and review. Procurement Manager makes the qualification decision after reviewing the completed work.
Yes. Requirements can apply to all subcontractors or target a trade, state or named company. Agree applicability and the review owner before issuing requests.
The renewal check reviews every applicable active required document after an approved submission. Current evidence supports a clearance routed to Procurement Manager for the reinstatement decision.
Project Manager or Procurement Manager handles the decision according to the routing agreed during setup. Each approval step identifies an assigned person. Confirm amount tiers and clause exceptions with the team before the first agreement.
Field Supervisor verifies submitted hours or units against the order line and site work. Project Manager uses that evidence when reviewing the claim period and amount before Controller's final approval.
A required lien waiver can keep it on hold. The document needs the required type and matching jurisdiction, with Signed or Received evidence, before the release workflow makes the claim ready for payment.
A change order records the agreement amendment and its amount or schedule effect. A backcharge records the deduction reason and the claim receiving it. Resolve the decision or dispute before using the revised amount in payment review.
Set up the accounting connection for payment execution. Controller reconciles the confirmed outcome before recording the application as Paid and entering its payment date.
Annual tracking brings paid amounts and recipient information into Controller's review, with links to prepared form records. Agree the tax-year policy during setup and connect the filing provider. Record filing completion after its outcome is confirmed.
Start free, then use Proto to change fields, steps and approvals before your team goes live.