Subcontractor Management

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  1. Subcontractor Management
  2. Roles and Responsibilities
Reference

Who can do what in Subcontractor Management

Agree who qualifies vendors, checks field work and approves claims before giving the team access.

How permissions work

Company access

Link each Subcontractor User to the correct company and rehearse access to its documents, agreements and claims.

Project responsibility

Project Manager prepares scope and verifies progress; Field Supervisor reviews submitted work against the relevant order line.

Decision ownership

Procurement Manager owns qualification and the agreed SOW approval tier. Controller makes the final pay application approval decision.

Sensitive information

Restrict company tax identifiers, recipient details and document files to the people who need them for their work.

Who can do what

Permissions by role
RoleVendor OnboardingDocuments and QualificationsScopes and ChangesOrders and Field WorkPay Applications and WaiversYear-End Preparation
Compliance OfficerViewView————
Field SupervisorView——View——
Project ManagerViewViewEditEditEditEdit
ViewerView——ViewView—
Procurement ManagerViewView—ViewViewView
ControllerView——ViewViewView
Subcontractor UserViewView—ViewViewView

Each role in detail

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.

Can

  • View document requirements, Subcontractors

Starts on: Onboarding Checklists

Field Supervisor

On-site supervisor who verifies subcontractor time entries for assigned projects.

Can

  • View PO line items, purchase orders, subcontractor time entries, Subcontractors

Starts on: Purchase Order Board

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.

Can

  • Manage Backcharges, change orders, rating scorecards, SOW line items, SO ws
  • View document requirements, insurance certificates, Licenses, lien waivers, PO line items, pay application lines, pay applications, purchase orders, subcontractor time entries, Subcontractors

Starts on: Insurance Review

Viewer

Read-only access for executive stakeholders, internal audit and external auditors. No write privileges anywhere.

Can

  • View form1099 tracking, pay applications, purchase orders, rating scorecards, SO ws, Subcontractors

Starts on: Performance Review

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.

Can

  • View Backcharges, document requirements, document submissions, form1099 tracking, insurance certificates, Licenses, lien waivers, pay applications, purchase orders, SO ws, Subcontractors

Starts on: Onboarding Checklists

Controller

Final-approves pay applications, co-signs lien waivers, owns Form1099 tracking and the year-end 1099-NEC generation.

Can

  • View Backcharges, form1099 tracking, lien waivers, pay application lines, pay applications, purchase orders, SO ws, Subcontractors

Starts on: Purchase Order Board

Subcontractor User

External portal user. Scoped to own subcontractor row, own documents, own SO ws, POs, pay applications and lien waivers.

Can

  • View Backcharges, document submissions, insurance certificates, Licenses, lien waivers, onboarding checklists, onboarding tasks, PO line items, pay application lines, pay applications, purchase orders, SO ws, subcontractor contacts, subcontractor time entries, subcontractor trades, Subcontractors

Starts on: Onboarding Checklists

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