Subcontractor Onboarding in Buildertrend

This guide provides a detailed process for adding new subcontractors into the Buildertrend system, which is essential for project management, communication, and vendor relationship management.

Prerequisites

Before beginning the subcontractor onboarding process, ensure you have:

• Active Buildertrend administrator access
• Complete subcontractor contact information
• Vendor classification details (if applicable)

Adding a New Subcontractor

Follow these steps to add a new subcontractor to the Buildertrend system:

1. Login to Buildertrend

   Access the Buildertrend platform with your credentials and locate the user menu in the top right corner.

   

Navigation Shortcut

You can also use the sidebar navigation menu to access the Subs/Vendors section directly if visible.

2. Access Subs/Vendors Section

   Click the "Subs/Vendors" option from the dropdown menu to access the vendor management area.

   

3. Create New Subcontractor Entry

   Click the "New Sub/Vendor" button to initiate the subcontractor creation process.

   

4. Enter Subcontractor Information

   Complete all required fields with the subcontractor's details including company name, contact person, address, and phone number.

   

Required Information

At minimum, you should include the company name, primary contact person, phone number, and email address for effective communication.

5. Add Contact Email

   Click "Add Email" to include the subcontractor's email address for digital communications and document sharing.

   

Email Verification

Ensure the email address is correct as it will be used for automated notifications and document sharing.

6. Confirm Email Addition

   After entering the email address, click "done" to confirm and add it to the subcontractor's profile.

   

7. Save and Finalize

   Click "save & close" to complete the subcontractor onboarding process and add them to the Buildertrend system.

   

Post-Onboarding Steps

After successfully adding a new subcontractor to Buildertrend, consider these follow-up actions:

1. Verify Vendor Classification

   • Ensure the subcontractor is assigned to the correct service category
   • Add any trade-specific classifications for easier filtering

2. Initialize Communication

   • Send a welcome email through Buildertrend
   • Confirm the subcontractor received their login credentials (if applicable)

3. Document Management

   • Upload any relevant contracts or agreements
   • Request and store insurance certificates and licensing information

Subcontractor Onboarding Checklist

Use this checklist to ensure all steps are completed during the onboarding process:

• Create subcontractor profile in Buildertrend
• Add complete contact information
• Verify email address functionality
• Associate with relevant projects
• Upload supporting documentation
• Confirm subcontractor can access the platform (if applicable)

Successful Onboarding

When all steps are completed successfully, the subcontractor is ready to be assigned to projects and included in project communications.

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This document is controlled and maintained by OVI General Contracting's compliance department.

Document ID	Document Name	Version	Author	Date Created	Reviewer	Status
	Subcontractor Onboarding	1.0	Kelsey Cannon	2025-03-11		APPROVED

The current version is as of the date issued above. Any amendments to this policy will be distributed promptly and will supersede any previous versions.