Learn how subcontractors are managed in OneCrew, how subcontractor proposals are handled, and how to verify subcontractor costs.
When Projects require specialized work or additional capacity, subcontractors may need to be used. In OneCrew, subcontractors should be managed as vendors and handled separately from customer-facing proposal workflows.
Subcontractor data should not be synced to HubSpot. Keep subcontractor records in OneCrew only as vendors.
Watch this video to see how to identify and update subcontractor status while working with an Estimate in OneCrew.
Subcontractors are tracked in OneCrew's vendor system. Open the Vendors section, add the subcontractor as a vendor, and enter the relevant contact information, rates, specialties, and other important details.
Vendor records are BU-specific. If a subcontractor works across multiple business units, they must be added separately in each tenant.
Currently, subcontractor scope of work requests are sent by email outside of OneCrew. Email the scope details to potential subcontractors and request their estimates.
Once subcontractor estimates are received, you can create proposal documents in OneCrew for the subcontractor work.
Create a new Project or open the existing Project where the subcontractor work applies.
Create a new Estimate for the subcontractor work.
Zero out all pricing fields because the subcontractor provides their own pricing.
Remove sections like About Us that are not relevant to subcontractors.
Update the acceptance language so it is appropriate for a vendor agreement.
Keep useful sections such as Project Map and Project Documents.
Save the subcontractor Estimate when the information is correct.
Subcontractor proposals must be sent as PDF attachments. Do not send subcontractors the live OneCrew e-signature link.
Navigate to the Project and open the Proposal editor.
Click Send in the upper-right corner.
Manually enter the subcontractor’s email address in the To field.
Customize the email message and click Send Email.
When the subcontractor returns the signed PDF, upload it to the Project's Documents tab.
Also save the signed document to SharePoint when required by your business unit.
After receiving accepted subcontractor proposals, create the customer-facing proposal using one of the approaches below.
Open the same Estimate, update all pricing to reflect customer pricing including markup, restore customer-facing language and sections, then send to the customer using the live e-signature link.
Create a new Estimate with customer-facing information and pricing from the start. This keeps the subcontractor Estimate separate from the customer-facing Estimate.
If the scope changes and a new proposal is needed from the subcontractor, follow the same PDF-based process.
Subcontractor costs should be verified before the Project moves forward in the costing process.
Sales may verify the subcontractor cost directly in OneCrew or initial the invoice according to the business unit's process. The Costing person then completes the final costing step and marks the phase as Costed.