These cookies are required for the website to function properly. They ensure security, enable basic features like page navigation, and store user session data. You cannot disable these cookies.
- Subcontractor Management
- Who it's for
- Multi-State Project Teams
Multi-State Project Teams
A project team working across states may use the same subcontractor in different locations. The company's headquarters address does not settle which project requirements apply. Compliance Officer reviews the requirement scope and license evidence, while Controller checks the jurisdiction attached to the waiver needed for a particular claim.
How Subcontractor Management is set up for you
Requirement applicability
Document requirements can target a state, trade or named company. Review the intended population before sending requests so procurement follows the obligations relevant to each company.
License evidence
Keep the issuing authority, state and scope with the contractor license. Verification dates help the reviewer explain when the evidence was checked and whether renewal follow-up is needed.
Project waiver review
A waiver carries its form jurisdiction and project reference. A signed document for another jurisdiction needs review before it can satisfy the current claim's requirement.
Shared company history
Keep contacts and trades attached to the company while scopes and purchase orders identify the project. This lets procurement resolve vendor information without confusing the separate commercial agreements.
A project team working across states may use the same subcontractor in different locations. The company's headquarters address does not settle which project requirements apply. Compliance Officer reviews the requirement scope and license evidence, while Controller checks the jurisdiction attached to the waiver needed for a particular claim.
Use a subcontractor working on projects in different states. Review the requirement set with Compliance Officer, then load the relevant licenses and insurance evidence. Prepare a claim for a named project and rehearse its required waiver type and jurisdiction with Controller.
Include a signed waiver from the other project in the exercise. The team should be able to explain why it does not resolve the current hold and request the correct document. Agree how location-specific forms are maintained and who reviews changes to the requirements policy. Begin with the locations the team already understands, then extend the scope after those handoffs are repeatable.
Review [document qualifications](/subcontractor-management/modules/documents-and-qualifications) and the [implementation phases](/subcontractor-management/implementation).
Features to start with
Documents and Qualifications
Keep required submissions, insurance and license evidence connected to each subcontractor's qualification review.
Orders and Field Work
Connect authorized purchase order lines with field verification and subcontractor performance review.
Pay Applications and Waivers
Review progress claims, retain the approval decision and resolve the waiver hold before payment handoff.
Roles on the team
- Compliance Officer
- 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.
- Project Manager
- Initiates SO ws for own projects, verifies pay applications against site progress, rates subcontractors at project end. Record entry on SO ws, SOW line items, change orders, backcharges and rating scorecards.
- Procurement Manager
- Owns the vendor function end-to-end: approves subcontractors out of onboarding, runs scorecard reviews, approves SO ws above the project-manager threshold, owns qualified-vendor list integrity.
- Controller
- Final-approves pay applications, co-signs lien waivers, owns Form1099 tracking and the year-end 1099-NEC generation.
- Subcontractor User
- External portal user. Scoped to own subcontractor row, own documents, own SO ws, POs, pay applications and lien waivers.
Set up Subcontractor Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.