ChecklistGuro Subcontractor Onboarding and Management Process
Streamline your construction projects with our comprehensive Subcontractor Onboarding and Management Process. Master every stage of the subcontractor lifecycle-from seamless vetting and compliance verification to efficient contract management and performance tracking. Reduce overhead, mitigate risk, and ensure seamless site coordination with a structured workflow designed to keep your trades organized and your job sites running on schedule.
Start
Start of the Workflow/Process.
1. Initialize Subcontractor Profile
Create a new entry in the 'Subcontractors' data model to begin the onboarding record.
2. Collect Compliance Documents
Assign a task to the Onboarding Coordinator to verify insurance, licenses, and tax documentation.
3. Update Compliance Status
Update the 'Compliance Status' field in the Subcontractor entry to 'Verified' once documents are checked.
4. Fetch Vendor Tax ID
Retrieve the Tax ID and company details from the submitted onboarding form.
5. Send Welcome Email
Send a standardized welcome email to the Subcontractor containing the portal login instructions.
6. Background & Reference Check
Create a task for the Risk Management team to perform necessary background and reference checks.
7. Calculate Risk Score
Execute a formula based on compliance gaps, years in business, and reference ratings to generate a Risk Score.
8. Set Risk Rating
Update the 'Risk Rating' field in the Subcontractor data model based on the calculated score.
9. Retrieve Contract Templates
Fetch the relevant Master Service Agreement (MSA) template from the Data Model based on the service type.
10. Create Contract Record
Create a new entry in the 'Contracts' data model linked to the Subcontractor entry.
11. Final Contract Signature
Assign a task to the Subcontractor to sign the digital contract.
12. Activate Subcontractor
Update the 'Status' field to 'Active' once the signed contract is received.
13. Calculate Total Onboarded Cost
Sum the 'Onboarding Fees' or 'Setup Costs' from all active Subcontractor entries for budget tracking.
14. Notify Field Manager
Send an SMS to the Field Manager notifying them that a new subcontractor is ready for assignment.
15. Generate Onboarding Monthly Report
Create a report summarizing the number of new subcontractors onboarded and their average risk scores.
End
End of the Workflow/Process.
Start of the Workflow/Process.
Create a new entry in the 'Subcontractors' data model to begin the onboarding record.
Assign a task to the Onboarding Coordinator to verify insurance, licenses, and tax documentation.
Update the 'Compliance Status' field in the Subcontractor entry to 'Verified' once documents are checked.
Retrieve the Tax ID and company details from the submitted onboarding form.
Send a standardized welcome email to the Subcontractor containing the portal login instructions.
Create a task for the Risk Management team to perform necessary background and reference checks.
Execute a formula based on compliance gaps, years in business, and reference ratings to generate a Risk Score.
Update the 'Risk Rating' field in the Subcontractor data model based on the calculated score.
Fetch the relevant Master Service Agreement (MSA) template from the Data Model based on the service type.
Create a new entry in the 'Contracts' data model linked to the Subcontractor entry.
Assign a task to the Subcontractor to sign the digital contract.
Update the 'Status' field to 'Active' once the signed contract is received.
Sum the 'Onboarding Fees' or 'Setup Costs' from all active Subcontractor entries for budget tracking.
Send an SMS to the Field Manager notifying them that a new subcontractor is ready for assignment.
Create a report summarizing the number of new subcontractors onboarded and their average risk scores.
End of the Workflow/Process.
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