Subcontractors

Subcontractors is an optional module, and some trade setups start with it switched off. Turning a module off later only hides it: your subs, their documents, and their history stay exactly where they are.

1. 1Open Settings → Modules (Owner and Operations only).
2. 2Switch Subcontractors on.
3. 3It appears in the sidebar under Field.

Owners and Operations only. Estimators and Crew cannot open the roster at all, and every action here (adding a sub, recording a document, assigning, rating, deleting) is limited to Owner and Operations too.

Adding a sub does not send them anything. Their email and phone become click-to-contact links on their page, and Managolio never emails your subs.

1. 1Go to Subcontractors and click Add subcontractor.
2. 2Enter the Company name. That is the only required field.
3. 3Pick the Trade: Framing, Carpentry, Electrical, Concrete, Roofing, Excavation, Plumbing, HVAC, Painting, Landscaping, or Other.
4. 4Set the Status: Pending Approval, Active, or Inactive. New subs start as Active.
5. 5Add Contact name, Email, Phone, License #, and Notes if you have them.
6. 6Click Add. They land on the roster right away.

Every sub carries one of three levels. Compliant means everything required is on file and nothing is near expiry. Expiring soon means a document has lapsed or expires within 30 days. Action needed means a required document is missing, or a required one has expired.

1. 1Insurance (COI) and W-9 are the two required documents.
2. 2A License is deliberately not required. Plenty of trades and states need none, and requiring one would hold those subs red forever.
3. 3A document that is not required still flags Expiring soon when it lapses, because you chose to track it.
4. 4Hover or tap the info icon beside the badge to see exactly what is missing, expired, or expiring.

Recording the latest version replaces any prior document of the same type, so a sub only ever has one current COI on file.

1. 1Open the subcontractor and click Record document under Compliance documents.
2. 2Pick the Type: Insurance (COI), License, W-9, Agreement, or Other.
3. 3Choose the file. A PDF, image, CSV, Word, or Excel file up to 4 MB.
4. 4Set Expires. It is required for an Insurance (COI) and optional for everything else.
5. 5Click Record.

Because a certificate saved with the date blank would count as valid forever: permanently green, with no date for a warning to fire on, while the sub keeps working uninsured. Insurance (COI) is the one type that must carry a date. Leave the date blank on anything that genuinely never expires, like a W-9.

Action needed is a hard block, not a nudge. Assign to project is disabled on their page, and the assignment is refused even if it is attempted another way. Work they are already on keeps running. Only new assignments are blocked.

1. 1Open the subcontractor and read the Compliance documents list.
2. 2Record whichever required document is missing, or upload the replacement for the expired one.
3. 3The badge clears and Assign to project becomes available again.

Assignments are managed from the subcontractor, not from the project.

1. 1Open the subcontractor and click Assign to project.
2. 2Choose the Project.
3. 3Describe the Scope in a line, for example "Frame second floor".
4. 4Add the Amount you agreed if you want it on the record. It is optional.
5. 5Click Assign. The assignment starts as Planned.

An assignment is Planned, In Progress, Completed, or Cancelled. The buttons on the page move it Planned → In Progress → Completed. There is no button for Cancelled, so use Remove for work that is not going ahead.

1. 1Click Start when the sub gets going. The badge moves to In Progress.
2. 2When the work is done, click Complete & rate.
3. 3Give one to five stars each for Quality, Reliability, and Communication.
4. 4Add Review notes for anything you want to remember next time.
5. 5Click Complete. The assignment is marked Completed and the ratings save against it.

The score on a sub's card is the average of all three ratings across every job you have completed and rated for them, with the job count beside it. Before their first rated job the card reads Not yet rated. Ratings are internal notes for your team. Subs never see them.

The roster header tells you how many subs are on the books and how many need compliance attention.

1. 1Search by company name or contact name.
2. 2Filter by trade.
3. 3Filter by status: Pending Approval, Active, or Inactive.
4. 4Filter by compliance: Compliant, Expiring soon, or Non-compliant.
5. 5Each card shows the trade, the rating, the compliance badge, and how many active jobs they are on.

You do not have to go looking. Owners and Operations get a red alert counting non-compliant subs and a warning counting subs with expiring documents, both on the dashboard and under the Needs attention bell in the top bar. There is no email reminder, so keep an eye on the bell.

Every file you record here becomes a real document in Documents. An Insurance (COI) is filed under Insurance, an Agreement under Contract, and a License, W-9, or Other under Other. Deleting the file from Documents also unlinks it from the sub, which can turn their compliance red.

Removing an assignment takes it off the record along with its rating. Deleting a subcontractor is permanent: it removes them, their compliance documents and the underlying files, and their whole assignment history. Both ask you to confirm first.

1. 1To remove one assignment, click Remove on that assignment.
2. 2To delete a sub, open them and click Delete, or use the menu on their roster card.