Subcontractor Management Software

Scope documents, drawings, and specifications issued to each subcontractor through a controlled portal. Every sub sees only the documents relevant to their package -- not your full project documentation. Revision tracking so superseded drawings are clearly marked and field teams always access the current issue. Distribution records showing who received which document and when -- the same information that Procore tracks in its document management module, but tied directly to your subcontract package structure rather than a generic project folder hierarchy.

The prequalification workflow preceding document access captures the information a GC needs before issuing scope: insurance certificate verification with coverage type, policy number, and expiry date, safety record check against incident frequency and lost-time injury rates, and financial solvency screening using D&B or equivalent credit data to confirm the sub can carry the financial risk the contract requires. Subcontractors who do not meet prequalification thresholds are flagged for review before they receive bid documents or are issued scope. The version control that prevents a subcontractor building to a drawing you superseded two weeks ago -- and the prequalification record that demonstrates due diligence if a compliance or financial failure occurs on site.

RFI and technical query workflows where subcontractors submit requests through the portal and responses route through your team to the relevant consultant. Response deadlines set per RFI with automatic reminders on overdue items. Markup attachments, revised drawings, and written responses attached directly to the RFI record. All parties notified when a response is issued.

Bid solicitation is handled through the same portal: the GC issues an invitation to tender to qualified subcontractors for each package, sets the bid due date, and receives bids through a structured submission form rather than email attachments. Bid levelling tools allow line-item comparison across bids received -- each bidder's price for each scope item is displayed in a side-by-side matrix, making it straightforward to identify price outliers, scope exclusions, and items where one sub has misread the specification. The levelled bid comparison is the document that supports the award decision and is retained in the project record. Closed RFIs searchable by trade, package, and date range -- the technical correspondence record that exists automatically, not because someone compiled it. The daily work log by trade captures each trade's on-site crew count, plant, and progress notes per day, giving the GC a contemporaneous record of site activity that supports both programme management and dispute resolution.

Standard progress claim submission through the portal -- claim amount, work completed, supporting documentation, and variation references all captured in a consistent format following the AIA G702 Application and Certificate for Payment structure used in US commercial construction. The claim form captures schedule of values line items, percentage completion per item, amount previously certified, and current period claim, producing a claim in the format your QS expects rather than a freeform PDF from each sub. Subcontract agreement generation is integrated at award: the portal produces the subcontract document with scope of work, contract sum, retention percentage, and payment terms populated from the awarded bid data, reducing the manual effort of drafting subcontracts from template for each package.

Lien waiver management handles both conditional and unconditional waivers: a conditional lien waiver is generated with each payment application and becomes unconditional when payment is confirmed, maintaining the waiver chain required for the GC's own AIA G702 payment application to the owner. Retention terms are tracked per subcontract -- the portal calculates the retention deduction on each certified payment and tracks the total retention held per sub, releasing it on practical completion per the contract terms. Certified payroll report generation for Davis-Bacon Act compliance on federally funded projects captures employee name, trade classification, hours worked, wages paid, and fringe benefits per pay period in the WH-347 format required by the Department of Labor. The claim process that takes three days instead of three weeks, with the documentation trail that makes payment disputes straightforward to resolve.

Variation and site instruction workflows where scope changes are issued, priced by the sub, and approved or negotiated through a tracked process. Site instructions are issued through the portal with scope description and a request for the sub's pricing within a defined response period. The sub submits a variation quotation with labour, materials, and preliminary breakdown. The GC reviews, negotiates if required, and approves or rejects with documented reasons. Approved variations are added to the subcontract sum and the variation register in real time.

Subcontractor performance scoring is updated on each variation cycle: schedule adherence (days between site instruction issue and quotation submission), negotiation outcome (approved amount vs. original quotation), and punch list completion speed (days between practical completion notice and punch list item clearance) are the three metrics that build the sub's performance score. The score is visible to the procurement team at the next project bid stage. Variation register showing all open, approved, and rejected variations per package, with the approved contract sum and total approved variations displayed against the original subcontract value. Autodesk Construction Cloud and Sage 300 Construction both track variation registers in a similar structure -- the custom portal replicates this workflow while connecting it directly to the payment certification and lien waiver chain. The variation record that exists without someone maintaining a spreadsheet -- and that you can produce in full if the contract goes to dispute.

Compliance portals where subcontractors upload required documents -- public liability and workers compensation insurance certificates with coverage amounts and policy numbers, contractor licences by trade, Safe Work Method Statements for each high-risk task, site induction records per worker, and any project-specific compliance requirements set by the owner or principal contractor. Expiry dates are parsed from uploaded documents using OCR and stored as structured fields, not as free-text notes someone has to read and re-enter. Automatic reminders are sent to the subcontractor at 60 days, 30 days, and 7 days before expiry, and to the GC compliance team when a certificate lapses without renewal.

Work access flags prevent a subcontractor's team from being granted site access if their compliance documents are out of date -- the compliance status check is embedded in the site access approval workflow rather than maintained as a separate spreadsheet. Insurance certificate verification includes minimum coverage threshold checks: the system flags a certificate where the policy limit is below the contractual minimum rather than requiring a QS or administrator to read each certificate and compare it to the subcontract schedule. The compliance record that protects you in a safety audit, not the one you're assembling the night before. For projects where the Procore compliance tracking module is already in use, the custom portal can push compliance status updates via the Procore API, keeping both systems consistent without double entry.

Payment status visible to each subcontractor through their portal -- claim submitted, under review, certified for payment, and expected payment date. Reduces the payment enquiry calls that occupy your accounts and project management team in the week after claim cut-off. The payment status timeline shows the date the claim was received, the date the assessment was completed, the certified amount, the retention deduction, and the net amount scheduled for payment -- the information a sub's accounts team needs to manage their own cash flow without calling your office.

Broadcast communication to all subcontractors on a project, or targeted messages to specific trades. Site instruction acknowledgement tracking records the date and time each sub opened and confirmed an instruction, giving the GC a documented notification record in the format required to demonstrate that instructions were properly issued and received. The communication record that demonstrates you notified everyone you needed to notify -- particularly important for safety notices, programme changes, and site access restrictions where the consequences of a sub claiming they were not informed are significant. For GCs also running Procore or Autodesk Construction Cloud, the communication records can be synchronised via API so the custom portal and the project management platform share the same correspondence history.