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- Subcontractor Management
- Who it's for
- Specialty Trade Contractors
Specialty Trade Contractors
An electrical, mechanical or plumbing contractor may subcontract part of a project while retaining responsibility for the delivered work. The team needs an agreed scope for the outside company and a reliable field review before accepting its claim. Project Manager keeps the agreement connected to the project; Field Supervisor checks the reported work against the order line.
How Subcontractor Management is set up for you
Work quantities
Use the agreed unit on the scope and purchasing line, whether the work is measured in hours, linear feet or a lump sum. Keep the field entry's quantity meaningful for that line before using it in a payment review.
Crew verification
Submitted entries retain the worker name and work date with the purchasing reference. Verified and Rejected make the review outcome clear for the next claim cycle.
Scope changes
Record why a field condition or additional request changes the amount or schedule. Route the amendment to the agreed approver before the project team relies on the revised terms.
Quality discussion
Performance ratings and comments preserve the reason for a rehire decision. A documentation or cleanup problem can be discussed separately from the physical quality of the work.
An electrical, mechanical or plumbing contractor may subcontract part of a project while retaining responsibility for the delivered work. The team needs an agreed scope for the outside company and a reliable field review before accepting its claim. Project Manager keeps the agreement connected to the project; Field Supervisor checks the reported work against the order line.
Choose a live subcontracted work package with familiar units and an identified Field Supervisor. Bring in the company and qualification documents, then review the executed scope and matching purchase order. Follow a submitted entry through verification into the next claim period.
Add a deliberate mismatch during rehearsal: link a field entry to the wrong order line and check that the reviewer catches it. Then test a small scope amendment with a clear amount and schedule effect. Use the resulting claim to agree the retainage and waiver handoff with Controller before expanding to other crews.
Continue through [scope and field work](/subcontractor-management/processes/scope-to-field-work).
Features to start with
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.
Scopes and Changes
Agree project scope, route the SOW decision and preserve the reason for each commercial amendment.
Roles on the team
- Field Supervisor
- On-site supervisor who verifies subcontractor time entries for assigned projects.
- 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.