Buildertrend enables seamless collaboration with your subcontractors, trades, and vendors through the Sub/Vendor profile feature. You can invite them to join you on Buildertrend with tailored access to features and job details, or simply store their contact information for easy internal reference.
Whether you choose to invite all, some, or none of your subs and trades, Buildertrend simplifies communication, document sharing, plan distribution, and quote requests, ensuring a smooth and efficient process.
Subcontractor Overview Help Video
Watch the video below to learn about Subcontractor permissions and collaboration.
Adding Subcontractors and Vendors
Navigate to Subs/Vendors from the Users dropdown.
Add your Subs/Vendors with Import option, or individually with New Sub/Vendor. Click here to access our data entry templates for Import.
After the import is complete, select any Sub/Vendor name to open their profile, as shown below. Information from the Excel Import will populate for each sub.
If you have selected to add each sub individually, add Contact Information now.
You may Save and Close, or continue the workflow for in-flight projects.
Next, select Job Access and select which Jobs you wish for them to be visible on, or access if they are active. Both active and inactive Sub/Vendor profiles must have Jobs Access to properly be assigning on any feature.
Granting Job Access does not automatically send an invitation. This action is separate and still required if you wish to activate your Subs/Vendor.
Granting Job Access is necessary for their profile to be available when assigning or allocating tasks, regardless of activation status.
If you're unable to find a sub/vendor while assigning tasks, it’s likely because they haven’t been granted Job Access and will see the message below.
You may also add multiple Subs/Vendors to a single Job in another workflow.
Navigate to the Job Info, and select the Subs/Vendors tab.
Use the dropdown to select the Subs/Vendors you wish to add to this Job.
Again, this action does not invite them, it simply allows for you to assign them to items within the Job, which is beneficial for internal documentation.
Click inside of the drop-down menu provided to search and add any Sub or Vendor who does not currently have access top this Job. Then, click Add.
After a sub/vendor has been added to a job, you may set feature access permissions via Permission Wizard.
Select the new features you wish them to have access to, or be discoverable by, and select Update Permissions.
Select Do Not Update Permissions if you do not wish to grant them additional features access.
Inviting your Subs/Vendors
When ready to collaborate with your subs and vendors in-program, you may invite them to create their own credentials and profile. This is free to them and you.
You have full control over which jobs they can access, ensuring that confidential information stays protected and internal. By managing permissions effectively, you can maintain a secure and efficient workflow while keeping everyone on the same page.
Collaborating with your subs and vendors is key to streamlining communication, assigning tasks, and boosting productivity with your external partners.
Navigate to Subs/Vendors from the Users dropdown.
You may invite multiple Subs/Vendors at once using the check boxes to the left of the Company Name column.
Invite subs individually by opening a Sub/Vendor profile, and selecting Invite Sub/Vendor. An email address is required.
You may edit your defaulted invitation text, as well as preview what your SubVendor will receive, by selecting Invitation Preview.
Default invitation text can be edited by Admins within Company Settings.
Next, click Send on Save.
Your Sub/Vendor will receive the invitation as shown in the preview to their email on file. They will be able to create a new account, or login using their existing credentials with another builder.
If they are using Buildertrend with another contractor, they can seamlessly toggle between builders for the best experience.
Once active, we recommend all Sub/Vendor communication be completed through Buildertrend, allowing for a central location for documentation and updates.
Sub/Vendor Permissions
Unlike internal users, subs and vendors have default permissions that cannot be customized. Buildertrend has established a standard set of permissions, ensuring they can only view information relevant to their role as external partners.
In general, they do not have access to internal costs, pricing, private conversations, customer details, or any internal communications.
You may adjust some of these permissions within the Subs/Vendor profile, or within the Permission Wizard, as shown above, when adding a Sub/Vendor to a Job.
Feature Permission Guidelines
Job Info: Subs/Vendors can access necessary details like job location, notes, project manager contact info. Customer contact information may be shared, if allowed.
Daily Logs: Active Subs/Vendors can view Daily Logs that are shared with Subs/Vendors, and can create their own.
To-Do's: Active Subs/Vendors can be assigned, mark complete, and create new To-Dos for themselves.
Schedule: Active Subs and Vendors can access only their assigned Schedule Items, or all Schedule Items, if allowed on the Permission Wizard. They can see all item detail and Confirm scheduling.
Files: Active Subs/Vendors can view documents, photos and videos within File Folders they are granted access to. They also have a personal folder, “Subcontractor Uploaded Files,” for uploading documents, which is only visible to the builder and the Sub/Vendor. If permitted in the Permission Wizard, they also may share Documents with customers.
Messages: Active Subs/Vendors may send a Message to Internal Users on Jobs they have access to.
Comments: Active Subs/Vendors may add Comments to permitted features, directed towards other Subs/Vendors and Internal Users. If permitted, they may also direct a Comment towards a customer.
RFIs (Request for Information): Active Subs/Vendors can create, be assigned to and respond to RFIs they are tagged on.
Bids: Active and Inactive Subs/Vendors can receive and respond to Bid Requests via email (inactive) or Sub Portal (active).
Change Orders: Active Subs/Vendors can view approved Change Orders, if permitted via Permission Wizard. They can see details and attachments but do not have access to pricing information.
Bills/Purchase Orders: Active and Inactive Subs/Vendors can receive and approve PO's they are assigned to. Active Subs/Vendors can approve POs, request payment, and view Bill details.
Selections: Active Vendors can view, and provide pricing details to Selections on Jobs they are assigned to. Installers can view approved Selections. Subs may be set up as Vendors or Installers for specific selection choices.
Warranty: Active Subs/Vendors can be assigned to Warranty service appointments. Once assigned, they can confirm or request a reschedule and provide availability for service work.
Advanced Sub/Vendor Settings
The following instructions may not be necessary if you're just starting with Buildertrend. You can always return later to add this information and set your preferences as needed.
Select Additional Information to access Preferences. This will apply to all Jobs this Sub/Vendor has access to.
View Owner Information
When checked, this will allow the sub/vendor to view the customer's name, home phone number, cell phone number and e-mail address.
Share comments and documents with owner
When checked, this allows subs and vendors to share Comments with Owners on Daily Logs, Schedule Items, Documents, Photos, Videos, Change Orders, Selections and Warranties. This allows the sub/vendor to share documents with Owners on Change Orders & Selections as well.
Assign RFIs to other subs/vendors
When checked, this allows the sub/vendor the ability to assign an RFI that they create to any other sub/vendor that has access to the job.
Scrolling down, add Certifications complete with Expiration Dates and Reminder options.
Custom Fields, added from the Company Settings menu, will also appear.
If you choose to invite your Sub/Vendor, select Notifications to adjust alerts. Active Sub/Vendors are also able to adjust Notifications within their profile settings.
Pro Tip: Excessive notifications can discourage subs/vendors from engaging. Review which features and notification types—email, text, or mobile app push—work best for them to ensure effective communication without becoming overwhelming.
When you've integrated with your preferred Accounting software, click Accounting to review linking status.
Finally, select Trade Agreement to add contract documents. Subs/Vendors will need to be active to receive and approve this document electronically.
Once uploaded, you may send the Trade Agreement to Sub/Vendor for electronic approval. Subs/Vendors will access this document within their Sub Portal.
Approval Status will display Pending until completed.
Once signed, the Approval Status will update to Approved.
If you have an updated version of your Trade Agreement, you may select Replace Trade Agreement. The same steps as above will apply.
A record of past and current Trade Agreements will now live within the Trade Agreement tab.
Click Save or Save & Close to complete, or Save & New to create next profile.
Interested in Learning More? 📚
The Buildertrend Learning Academy is your one-stop-shop for your online education, whether you're new to Buildertrend or an experienced user looking to learn more.
If you have any questions or require additional support, feel free to chat with us, send an email: support@buildertrend.com, or give us a call at 1-888-415-7149. We’re always happy to help.