Subcontractor Management

Features

Industries

Reference

More

Start now
  1. Subcontractor Management
  2. Process
  3. Intake and Qualification
Process · Intake and Qualification

Intake and Qualification

Take a subcontractor from intake through document review to Procurement Manager's qualification decision.

Start now Download Proto

Step by step

  1. Capture the company Procurement Manager

    Subcontractor User supplies company identity, EIN and W-9 information, with the contacts and trades needed for the proposed work. The intake path creates an Onboarding company and its checklist. Procurement Manager follows the incoming company and resolves incomplete intake details.

    • Intake creates the company and its onboarding work
    • Updates Subcontractors, Subcontractor contacts, Subcontractor trades, Onboarding checklists, Onboarding tasks

  2. Request the evidence Compliance Officer

    Compliance Officer owns the requirements policy. Applicable requirements generate Requested submissions for the company, while assigned checklist tasks show who collects and verifies each item. Agree trade and state applicability before sending requests.

    • Matching requirements produce document requests
    • Updates Document requirements, Document submissions, Onboarding tasks

  3. Review submissions Procurement Manager

    Compliance Officer coordinates the qualification review. A submitted document becomes Approved or Rejected after review, with a rejection reason when correction is needed. Approved W-9 submissions trigger the stored-data TIN check; Procurement Manager follows up on a mismatch.

    • Review records approval or rejection and W-9 check outcomes
    • Updates Document submissions, Subcontractors

  4. Approve qualification Procurement Manager

    Procurement Manager reviews the completed onboarding work and current required documents before approving the company's move from Onboarding to Active. Record the approving person and approval date with the company.

    • Qualification decision records activation
    • Updates Subcontractors, Onboarding checklists
    ApprovalA person approves before the work moves on.

  5. Review a renewal Procurement Manager

    Compliance Officer checks replacement evidence for a suspended company. When every applicable active required document is current, the renewal check routes clearance to Procurement Manager. Procurement Manager makes the reinstatement decision after reviewing that clearance.

    • Current evidence supports a reinstatement decision
    • Updates Document requirements, Document submissions, Subcontractors
    ApprovalA person approves before the work moves on.

Where it usually breaks

And how to keep it from happening.

  • Wrong requirement scope. A trade-specific requirement sent to every company creates avoidable follow-up. Check applicability against an actual vendor before sending requests.
  • Incomplete renewal. A replacement insurance document can be current while another required submission remains expired. Review the full applicable set before reinstatement.
  • Unclear task ownership. A Blocked task needs an owner and a reason that explains what must happen next.

Who does what

Roles and permissions
Procurement Manager
, Compliance Officer, Subcontractor User

Set up Subcontractor Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started