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- Subcontractor Management
- Data Model
The tables behind Subcontractor Management
Subcontractor Management ships with 27 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.
- Tables
- 27
- Features
- 6, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
Vendor Onboarding
Subcontractors is the company anchor. Subcontractor contacts, subcontractor trades, onboarding checklists and onboarding tasks preserve the people and work needed for qualification.
Documents and Qualifications
Document requirements defines applicability. Document submissions connects each requirement to a company; insurance certificates and Licenses retain specialized qualification evidence.
Scopes and Changes
Projects anchors delivery. SO ws, SOW line items and SOW approval steps retain scope and decisions; change orders references the affected SO ws record.
Orders and Field Work
Purchase orders references SO ws, Subcontractors and Projects. PO line items can reference SOW line items. Subcontractor time entries points to the company, order and order line. Rating scorecards and scorecard ratings retain performance assessments.
Pay Applications and Waivers
Pay applications references the order, company and project. Pay application lines references PO line items. Lien waivers links a company and project to an optional claim; Backcharges.applied to pay app identifies the claim receiving a deduction.
Year-End Preparation
Form1099 tracking references Subcontractors and optionally form1099 filings. Users supplies operational user references; exchange rates holds read-only effective currency rates.
Every table, by feature
- Vendor Onboarding7
- Documents and Qualifications6
- Scopes and Changes7
- Orders and Field Work10
- Pay Applications and Waivers9
- Year-End Preparation7
- Shared and settings1
- Subcontractors
Vendor master - one row per outside-labor company on the qualified-vendor list.
Linked to Subcontractor contacts, Users - Subcontractor contacts
Contact people at the subcontractor - primary, billing, safety, emergency.
Linked to Subcontractors - Subcontractor trades
Trades or specialty disciplines the subcontractor offers.
Linked to Subcontractors - Onboarding checklists
The per-subcontractor onboarding journey.
Linked to Subcontractors - Onboarding tasks
Individual onboarding steps - collect W-9, collect COI, verify licenses, sign NDA.
Linked to Onboarding checklists, Users, Document requirements - Document requirements
The compliance catalog - what document types each subcontractor must keep on file.
Linked to Subcontractors, Users - Users
Users
Linked to Users
- Document requirements
The compliance catalog - what document types each subcontractor must keep on file.
Linked to Subcontractors, Users - Document submissions
Uploaded documents fulfilling a document requirement for a subcontractor.
Linked to Document requirements, Subcontractors, Users - Insurance certificates
Certificates of Insurance on file per subcontractor.
Linked to Subcontractors - Licenses
State-issued contractor licenses held by a subcontractor.
Linked to Subcontractors - Subcontractors
Vendor master - one row per outside-labor company on the qualified-vendor list.
Linked to Subcontractor contacts, Users - Users
Users
Linked to Users
- SO ws
Statement of Work - the work-scope agreement between the company and a subcontractor on a project.
Linked to Subcontractors, Projects, Users - SOW line items
Itemized scope on the SOW.
Linked to SO ws - SOW approval steps
The structured approval chain on a SOW.
Linked to SO ws, Users - Change orders
Amendments to an executed SOW.
Linked to SO ws, Users - Projects
Construction projects that subcontractor work is scoped against.
Linked to Users - Subcontractors
Vendor master - one row per outside-labor company on the qualified-vendor list.
Linked to Subcontractor contacts, Users - Users
Users
Linked to Users
- Purchase orders
The PO that authorizes spend against a SOW.
Linked to SO ws, Subcontractors, Projects - PO line items
PO line items mirroring SOW line items.
Linked to Purchase orders, SOW line items - SO ws
Statement of Work - the work-scope agreement between the company and a subcontractor on a project.
Linked to Subcontractors, Projects, Users - SOW line items
Itemized scope on the SOW.
Linked to SO ws - Subcontractor time entries
Time and units worked by the subcontractor crew against PO line items.
Linked to Subcontractors, Purchase orders, PO line items, Users - Rating scorecards
Periodic performance scorecards on a subcontractor.
Linked to Subcontractors, Users - Scorecard ratings
Per-criterion ratings on a scorecard.
Linked to Rating scorecards - Subcontractors
Vendor master - one row per outside-labor company on the qualified-vendor list.
Linked to Subcontractor contacts, Users - Projects
Construction projects that subcontractor work is scoped against.
Linked to Users - Users
Users
Linked to Users
- Pay applications
Periodic pay request from the subcontractor against a purchase order.
Linked to Purchase orders, Subcontractors, Projects, Users - Pay application lines
Per-PO-line breakdown of a pay application.
Linked to Pay applications, PO line items - Purchase orders
The PO that authorizes spend against a SOW.
Linked to SO ws, Subcontractors, Projects - PO line items
PO line items mirroring SOW line items.
Linked to Purchase orders, SOW line items - Lien waivers
Lien waiver documents collected per pay application per the state-jurisdiction form.
Linked to Subcontractors, Pay applications, Projects - Backcharges
Chargebacks against a subcontractor applied as a deduction on a pay application.
Linked to Subcontractors, Projects, Pay applications, Users - Subcontractors
Vendor master - one row per outside-labor company on the qualified-vendor list.
Linked to Subcontractor contacts, Users - Projects
Construction projects that subcontractor work is scoped against.
Linked to Users - Users
Users
Linked to Users
- Form 1099tracking
Annual cumulative-payment tracking per subcontractor for the 1099-NEC year-end roll.
Linked to Subcontractors, Form 1099filings - Form 1099filings
The actual 1099-NEC form record per subcontractor per tax year.
Linked to Subcontractors - Pay applications
Periodic pay request from the subcontractor against a purchase order.
Linked to Purchase orders, Subcontractors, Projects, Users - Backcharges
Chargebacks against a subcontractor applied as a deduction on a pay application.
Linked to Subcontractors, Projects, Pay applications, Users - Subcontractors
Vendor master - one row per outside-labor company on the qualified-vendor list.
Linked to Subcontractor contacts, Users - Document requirements
The compliance catalog - what document types each subcontractor must keep on file.
Linked to Subcontractors, Users - Document submissions
Uploaded documents fulfilling a document requirement for a subcontractor.
Linked to Document requirements, Subcontractors, Users
Keys and references
Preserve source identifiers when migrating linked records. Human-facing numbers identify agreements, orders and claims, while references retain the underlying relationship. Resolve Subcontractors.primary contact after importing subcontractor contacts, because the contact also points to its company. Resolve Users.User to the correct user identity. Do not replace these references with free-text company or person names.
Migration order
- Create Users, Subcontractors and Projects with reviewed identities.
- Load subcontractor contacts and subcontractor trades, then resolve company contact and portal-user references.
- Load document requirements and qualification evidence, followed by onboarding checklists and onboarding tasks.
- Import SO ws, SOW line items and SOW approval steps; link change orders to the correct agreement.
- Import purchase orders and PO line items, then subcontractor time entries and performance records.
- Import pay applications before pay application lines, lien waivers and applied Backcharges references.
- Reconcile form1099 filings and form1099 tracking for each company and tax year.
Set up Subcontractor Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.