Subcontractor Management
Demand, supply planning and work orders, in one system.
Job-work, DC tracking, quality inspection
Explore the specification
YouStatusApprovedExecuted
Submitted
- SWS-28321 SBC-1847 in 10 d
- SWS-48249 SBC-1869 in 8 d
- SWS-61878 SBC-6734 in 4 d
- SWS-57556 SBC-5218 today
- SWS-16682 SBC-6500 in 1 d
SWS-28321
- Subcontractor
- SBC-1847
- Project
- PRJ-9357
- Title
- Submitted sws-812
- Amount
- 29,933.95
- InitiatedAt
- 27 Sep
Approval conditions.
SubmittedYou
- PA-24954 SBC-1487 in 5 d
- PA-82814 SBC-5377 in 9 d
- PA-59806 SBC-2742 in 6 d
- PA-17903 SBC-9456 in 11 d
- PA-93430 SBC-8851 in 7 d
PA-24954
- Subcontractor
- SBC-1487
- PurchaseOrder
- PO-37703
- PeriodStart
- 22 Sep
- PeriodEnd
- 26 Sep
- AmountThisPayApp
- 14,372.70
Validnext 60 days
| Subcontractor | Carrier | Policy Number | Coverage Type | Coverage Amount |
|---|---|---|---|---|
| SBC-2185 | CRR-500 | IC-87736 | GeneralLiability | 36,849.34 |
| SBC-2526 | CRR-262 | IC-72101 | AutoLiability | 44,886.37 |
| SBC-2829 | CRR-556 | IC-80371 | WorkersComp | 6,337.91 |
| SBC-2700 | CRR-511 | IC-94054 | Professional | 42,555.44 |
| SBC-7496 | CRR-693 | IC-66096 | Umbrella | 19,465.84 |
| SBC-3677 | CRR-619 | IC-87861 | BuildersRisk | 36,132.56 |
Validnext 60 days
| Subcontractor | License Type | Issuing Authority | State | License Number |
|---|---|---|---|---|
| SBC-6992 | GeneralContractor | IA-492 | US state code | LCN-17646 |
| SBC-8843 | Electrical | IA-833 | US state code | LCN-24247 |
| SBC-4881 | Plumbing | IA-137 | US state code | LCN-66187 |
| SBC-3624 | HVAC | IA-670 | US state code | LCN-76938 |
| SBC-9693 | Mechanical | IA-126 | US state code | LCN-38828 |
| SBC-8273 | Specialty | IA-262 | US state code | LCN-51108 |
Verified
| Pay App Number | Subcontractor | Purchase Order | Amount This Pay App | Net Amount |
|---|---|---|---|---|
| PA-83927 | SBC-8351 | PO-40418 | 7,906.59 | 28,610.02 |
| PA-71243 | SBC-9548 | PO-10785 | 33,884.08 | 12,699.78 |
| PA-75872 | SBC-8395 | PO-21093 | 3,761.30 | 42,618.65 |
| PA-95749 | SBC-7725 | PO-93391 | 2,020.77 | 3,032.33 |
| PA-57326 | SBC-3923 | PO-80184 | 34,709.22 | 33,923.82 |
| PA-18869 | SBC-4122 | PO-23933 | 7,212.86 | 20,599.46 |
PendingLienWaiver
| Pay App Number | Subcontractor | Project | Amount This Pay App | Approved At |
|---|---|---|---|---|
| PA-77040 | SBC-9935 | PRJ-8807 | 13,881.91 | |
| PA-67462 | SBC-7419 | PRJ-7552 | 17,650.21 | |
| PA-13113 | SBC-3565 | PRJ-1006 | 5,739.03 | |
| PA-78640 | SBC-5938 | PRJ-7739 | 36,781.81 | |
| PA-69046 | SBC-5483 | PRJ-2619 | 22,666.16 | |
| PA-70632 | SBC-9046 | PRJ-7349 | 3,271.86 |
You
| Pay App Number | Purchase Order | Period Start | Period End | Amount This Pay App |
|---|---|---|---|---|
| PA-19821 | PO-74203 | 24 Sep | 27 Sep | 9,372.11 |
| PA-56575 | PO-24401 | 24 Sep | 02 Oct | 6,620.49 |
| PA-27749 | PO-91381 | 06 Sep | 13 Sep | 18,064.81 |
| PA-73228 | PO-42926 | 25 Sep | 04 Oct | 5,298.75 |
| PA-22142 | PO-14598 | 21 Sep | 23 Sep | 35,408.59 |
| PA-42084 | PO-23312 | 28 Sep | 30 Sep | 25,394.54 |
TaxYear = current year − 1
| Subcontractor | Classified As | Total Paid | Required1099 | Form Generated |
|---|---|---|---|---|
| SBC-8339 | Snapshot of Subcontractors.ClassifiedAs at year-end | 17,288.54 | ✓ | ✓ |
| SBC-9557 | Snapshot of Subcontractors.ClassifiedAs at year-end | 44,409.10 | no | ✓ |
| SBC-4479 | Snapshot of Subcontractors.ClassifiedAs at year-end | 2,178.82 | no | no |
| SBC-5761 | Snapshot of Subcontractors.ClassifiedAs at year-end | 39,611.32 | ✓ | no |
| SBC-6806 | Snapshot of Subcontractors.ClassifiedAs at year-end | 12,208.25 | ✓ | ✓ |
| SBC-4837 | Snapshot of Subcontractors.ClassifiedAs at year-end | 31,813.27 | ✓ | no |
You
| Checklist Number | Started At | Percent Complete | Status | Completed At |
|---|---|---|---|---|
| OC-12400 | 25 Sep | 45,297.66 | InProgress | |
| OC-99815 | 17 Sep | 24,062.07 | Completed | 17 Sep |
| OC-52852 | 23 Sep | 7,080.87 | Blocked | |
| OC-41852 | 08 Sep | 19,270.57 | InProgress | |
| OC-92170 | 21 Sep | 28,271.04 | Completed | 17 Sep |
| OC-68252 | 29 Sep | 10,857.26 | Cancelled |
Onboarding
| Subcontractor Code | Company Name | Classified As | Onboarding Date | W9 On File |
|---|---|---|---|---|
| SC-893 | Company 955 | Corp | 26 Sep | ✓ |
| SC-237 | Company 419 | LLC | 16 Sep | ✓ |
| SC-103 | Company 520 | SoleProp | 19 Sep | no |
| SC-932 | Company 908 | Partnership | 24 Sep | ✓ |
| SC-348 | Company 862 | Other. Drives 1099-NEC eligibility. | 14 Sep | ✓ |
| SC-865 | Company 247 | Corp | 13 Sep | ✓ |
Suspended
| Subcontractor Code | Company Name | Suspended At | Suspension Reason | HQState |
|---|---|---|---|---|
| SC-410 | Company 817 | 27 Sep | Suspended sbc-530 | US state code |
| SC-274 | Company 471 | 06 Sep | Suspended sbc-685 | US state code |
| SC-281 | Company 193 | 25 Sep | Suspended sbc-144 | US state code |
| SC-983 | Company 410 | 12 Sep | Suspended sbc-466 | US state code |
| SC-809 | Company 327 | 05 Sep | Suspended sbc-630 | US state code |
| SC-661 | Company 764 | 24 Sep | Suspended sbc-887 | US state code |
Illustrative records generated from the specification. Explore the views to inspect the planned operating model.
Built for your team.
Planners and production managers who find shortages before the line stops.
- Defined tables
- 24
- Operational views
- 12
- Defined roles
- 8
- Reports
- 8
Defined in the planned system specification.
What’s inside.
Job-work, DC tracking, quality inspection
Demand
Orders, forecasts and safety stock
Supply planning
Net requirements and planned orders
Work orders
Release, issue and completion
Routing
Operations, work centres and times
Capacity
Load, attainment and bottlenecks
Shop floor
Operator tasks, logs and scrap
- 01Demand
- 02Explode BOM
- 03Net
- 04Plan
- 05Release
Built for your team
SOWNumberSubcontractorProjectTitle
Procurement Manager
Owns the vendor function end-to-end. Approves Subcontractors out of onboarding, runs scorecard reviews, approves SOWs above the project-manager threshold, owns the qualified-vendor list integrity.
Pay App NumberSubcontractorPurchase OrderPeriod Start
Project Manager
Initiates SOWs for own Projects, verifies PayApplications against site progress, rates subcontractors at project end. Scope is keyed off SOWs.Project against PM Projects.
Subcontractor CodeCompany NameClassified AsOnboarding Date
LLC
Compliance Officer
Owns the compliance shelf. Manages DocumentRequirements, verifies Licenses with issuing authorities, validates InsuranceCertificates, runs the audits that flip a vendor to Suspended on lapsed docs.
Pay App NumberSubcontractorPurchase OrderAmount This Pay App
Controller
Final-approves PayApplications, co-signs LienWaivers, owns Form1099Tracking and the year-end 1099-NEC generation.
Pay App NumberSubcontractorProjectAmount This Pay App
Subcontractor User
External portal user. Sees only own Subcontractors row, own documents, own SOWs and POs, own PayApplications, and own LienWaivers via row-level scope keyed off Subcontractors.PortalUser = self.
Field Supervisor
On-site supervisor who verifies SubcontractorTimeEntries. Scope is keyed off the Project the supervisor is assigned to in PM Projects.
Viewer
Read-only access for executive stakeholders, internal audit, or external auditors. No write privileges anywhere.
Reports and dashboards
Explore what each report measures and the records behind it.
Subcontractor Spend Summary
Per Project × Subcontractor: SOW Amount, ChangeOrder Amount, billed-to-date, paid-to-date, retainage held, backcharges applied, remaining commitment. Drills into PO and PayApplication grain. The Procurement Manager's daily landing report.
Compliance Status by Vendor
Per Subcontractor: count of required documents, count current, count expiring (60 / 30 / 7 day), count expired, days-since longest-overdue. Surfaces the at-risk vendors before auto-suspend-on-coi-expired flips them.
COI Expiration Pipeline
Every active COI with Carrier, PolicyNumber, CoverageType, CoverageAmount, ExpirationDate, days-until-expiration, AddlInsuredVerified, and the count of active SOWs on the vendor. The Compliance Officer's renewal-driving worklist.
License Verification Audit
Every active License with IssuingAuthority, State, LicenseNumber, LastVerifiedAt, days-since-verification, and Status. Flags licenses not re-verified against the issuing authority in the last 12 months (CSLB, TDLR, NY DOL, FL DBPR, etc.).
SOW Pipeline & Approval Aging
Open SOWs by Status (Draft, Submitted, Approved, Executed) with age in current state, total dollar value, and the next-pending approver in the chain. The Procurement-Manager and Project-Manager cycle-time report.
PayApp Aging by Status
PayApplications by Status bucket (Submitted, Verified, Approved, PendingLienWaiver, ReadyForPayment) with age, Subcontractor, Project, Amount, and the responsible role. The Controller's flow-control report.
Backcharge Register
Backcharges in the trailing 12 months by Subcontractor with Reason, Amount, applied-to PayApp, status, and acknowledgement. The disputes-and-quality ledger.
Form 1099-NEC Roll
Per-Subcontractor cumulative paid in the prior tax year, ClassifiedAs, Required1099, FormGenerated, FormFiledAt, and the Payroll TaxForms reference. The year-end Controller report; reconciles to Payroll's 1099-NEC issuance.
Controls and automation
System checks
vendor-intake-creates-onboarding — webhookTrigger from public vendor-intake form → creates Subcontractors + OnboardingChecklists + OnboardingTasks.
compliance-doc-request — appEventTrigger on DocumentRequirements.record.created → emails subcontractor with portal upload link.
coi-expiry-warning — scheduleTrigger daily 06:00 → emails subcontractor + Procurement at T-60, T-30, T-7 days before COI ExpirationDate.
auto-suspend-on-coi-expired — scheduleTrigger daily 07:00 → flips Subcontractors.Status: Active → Suspended past grace.
sow-approval-routing — appEventTrigger on SOWs.Status: Submitted → routes to Project Manager + Procurement + Legal + VP per SOWApprovalMatrix.
po-creation-on-sow-execution — appEventTrigger on SOWs.Status: Executed → creates PurchaseOrders + POLineItems.
subcontractor-time-import — webhookTrigger from field-time mobile app (or appEventTrigger on portal entry) → imports SubcontractorTimeEntries against PO lines.
pay-application-routing — appEventTrigger on PayApplications.Status: Submitted → routes to Project Manager (verify) then Controller (approve).
lien-waiver-required-on-payment — appEventTrigger on PayApplications.Status: Approved → blocks ReadyForPayment until matching state-jurisdiction LienWaivers is signed.
1099-year-end-job — scheduleTrigger annual on January 1 → generates Form1099Tracking rows and writes Form1099Filings entries (read directly by Payroll's FilingPartner for IRS transmission) for US subcontractors with cumulative payments at or above the IRS $600 threshold and non-Corp classification.
tin-match-on-w9-receipt — appEventTrigger on DocumentSubmissions.Status: Approved for W-9 → calls IRS TIN-match service; on Mismatch flips Subcontractors.BackupWithholdingRequired = true and TINMatchStatus = Mismatch, notifies Compliance Officer.
vendor-reinstate-on-doc-renewal — appEventTrigger on DocumentSubmissions.Status: Approved where parent Subcontractor.Status = Suspended → if all Required DocumentRequirements are current, notifies Procurement Manager to flip Subcontractors.Status: Suspended → Active. Integrations: inbound from PM Projects (Projects for SOW scoping, including the Project's state which drives lien waiver form selection), the public vendor-intake web form (webhook), the field-time mobile app (webhook for SubcontractorTimeEntries), and the e-signature provider (DocuSign / Adobe Sign callbacks for SOW execution and LienWaiver signature). Outbound to fin-accounting Bills on PayApplications.Status = Approved with payload {Vendor: <Subcontractors.SubcontractorCode mapped to Contacts.ContactCode>, BillNumber: PayAppNumber, BillDate: ApprovedAt, DueDate: per vendor terms, Amount: NetAmount, ReferencePO: PONumber, LineItems: [{POLine, Description, Amount}], Status: Open}. Payroll integrates via its FilingPartner reading Form1099Filings directly for IRS transmission and stamping FiledAt on confirmation (this app does NOT post Payroll TaxForms rows). Outbound to the document store (W-9, COI, License, SOW, PO, PayApp, LienWaiver, 1099 PDFs), the e-signature provider (SOW execution and LienWaiver signature requests), the IRS TIN-matching service (called by tin-match-on-w9-receipt), and email (intake acknowledgements, document requests, COI expiry warnings, SOW-approval routing, PayApp verification requests, and year-end 1099 notifications). All amounts in US dollars.
