How to Invite Subcontractors to Your Built Simple Projects: Complete Step-by-Step Guide

Inviting subcontractors to your Built Simple projects simplifies communication, enhances accountability, and ensures every team member has access to the latest project information. Using digital subcontractor management, you can streamline workflows, keep everyone aligned, and maintain clear documentation.

This guide walks you through the full process of inviting subcontractors, setting permissions, managing access, and optimising collaboration for construction projects.

Why Manage Subcontractors Digitally?

Using Built Simple for subcontractor management offers many advantages:

• Real-time Updates: Subbies see schedule changes instantly.
• Document Access: Securely share plans, drawings, and specifications.
• Progress Tracking: Monitor task completion and project milestones.
• Centralised Communication: Keep all project messages in one place.
• Accountability: Assign clear tasks and deadlines to every subcontractor.

Managing subcontractors digitally reduces errors, miscommunication, and delays, giving your project a professional edge.

Prerequisites

Before inviting subcontractors, ensure you have:

• An active project created in Built Simple.
• Subcontractor contact details, including email and mobile number.
• Understanding of required access levels and permissions.
• Project schedule and scope of work outlined.

Having this information ready saves time and ensures a smooth onboarding process.

If you haven’t set up a job yet, follow our How to Create Your First Construction Project in Built Simple: Step-by-Step Guide.

Invite Subcontractors

Step 1: Access Subcontractor Management

1. Open your project in Built Simple.
2. Navigate to the Team or Subvendors tab.
3. Click Invite Subcontractor or Add Subvendor.

This opens the interface to add new or existing subcontractors.

Step 2: Choose How to Add Subcontractors

Built Simple allows three ways to invite subcontractors:

Option A: Invite New Subcontractor

For subcontractors who don’t have a Built Simple account yet:

1. Select Invite New.
2. Enter their company and contact details.
3. They receive an email invitation to join your project.

Option B: Add Existing Built Simple User

For subcontractors already using Built Simple:

1. Select Add Existing User.
2. Search by company name or email.
3. Send project invitations directly.

Option C: Import Multiple Subcontractors

For bulk invitations:

1. Select Import Subcontractors.
2. Download the CSV template.
3. Fill in subcontractor details and upload the file.

This method is ideal for larger projects with many trades involved.

Step 3: Enter Subcontractor Details

For each subcontractor, include the following:

Company Information

• Company Name (official name)
• Trading Name (if different)
• ABN / License Number (verification)
• Trade Type: Electrical, Plumbing, Carpentry, Concrete, Roofing, Other

Contact Information

• Primary Contact Name
  
• Email Address
  
• Mobile Number (for SMS notifications)
• Office Phone (optional)

Business Information

• Insurance Details: Public Liability, Workers Comp, expiry dates
• Certifications: Trade licenses or qualifications
• Preferred Payment Terms
  

Accurate details help manage compliance and financial tracking efficiently.

Step 4: Set Project-Specific Details

Scope of Work

• Work Description: Brief summary of tasks
• Project Areas / Stages: Specify locations or phases
• Dependencies: Any prerequisites before starting

Schedule Assignment

• Start Date and estimated duration
  
• Specific Tasks: Assign from your schedule
• Milestones: Key completion points

For more on managing schedules effectively, see [How to Use Schedule Management in Built Simple: Complete Guide for Web and Mobile].

Budget Information (Optional)

• Contract Value and Payment Schedule
  
• Retention details if applicable

Providing this information upfront keeps everyone on the same page.

Step 5: Configure Access Permissions

Built Simple gives granular control over subcontractor permissions:

Document Access

• View plans (trade-specific)
• View specifications
• Upload documents (if required)
• View other trades’ docs (usually restricted)

Schedule Permissions

• View full project schedule
• Update own tasks
• View other trades’ schedules (optional)
• Edit overall schedule (restricted)

Communication Access

• Project messages
• Task comments
• RFIs
• Client communication (limited)

Financial Access

• Full project budget (hidden)
• Other trade costs (hidden)
• Own payment schedule
• Variation submissions (if enabled)

Setting permissions correctly ensures security and prevents accidental changes.

Step 6: Customise the Invitation Message

1. Use the template or write a custom message.
2. Include project name, address, start date, key contact, and instructions.
3. Preview before sending.

A clear invitation improves acceptance rates and reduces confusion.

Step 7: Send the Invitation

1. Review all details.
2. Click Send Invitation.
3. The subcontractor receives an email with project access and login instructions.

After Sending the Invitation

For New Users

1. Subcontractor receives a welcome email.
2. Creates a Built Simple account.
3. Gains automatic project access.
4. Prompted to download the mobile app.

For Existing Users

1. Project appears on their dashboard.
2. Notification sent via app.
3. Immediate access to assigned tasks and documents.

Next Steps: Monitor invitation status, follow up after 48 hours if needed, provide orientation, and assign tasks once joined.

Managing Multiple Subcontractors

Organise Subcontractor Groups

• By Trade: Electrical, Plumbing, Carpentry
• By Phase: Foundation crew, framing crew
• By Location: Site A, Site B

Bulk Actions

• Send announcements to groups
• Update permissions simultaneously
• Assign multiple tasks

Communication Protocols

• Daily updates via logs
• Schedule changes via notifications
• RFIs handled through Built Simple
• Urgent issues via SMS + app

Set clear expectations for response times, updates, photo documentation, and quality standards.

To keep messages clear and professional, check out [How to Handle Client Communication in Built Simple: Professional Client Management].

Best Practices

1. Onboard Thoroughly: Provide training, videos, and point-of-contact.
2. Limit Access Appropriately: Protect sensitive data and review permissions regularly.
3. Keep Information Current: Update contact info, insurance, and licenses.
4. Use Features Effectively: Track progress with photo updates, location check-ins, and task checklists.

Common Issues and Solutions

• Invitation Not Received: Check spelling, spam folder, resend, or SMS link.
• Cannot Find Subcontractor: Verify email, company name, registration, or contact support.
• Access Issues: Review permissions, project-specific settings, acceptance status.
• Mobile App Problems: Update app, check device compatibility, verify login, reset password.

Advanced Features

• Subcontractor Performance Tracking: Completion rates, response times, quality scores, reports.
• Integration Options: Accounting software, supplier systems, safety compliance tools, payroll.
• Automated Workflows: Auto-invite, milestone-based access changes, completion-triggered payments.

Removing Subcontractor Access

When no longer required:

1. Go to Team settings.
2. Find the subcontractor.
3. Select Remove from Project.
4. Choose to maintain historical data or block future access.

FAQs

How many subcontractors can I invite? Unlimited.

Can subcontractors see each other’s info? Only if permissions allow.

Do subcontractors need to pay? No, access is free.

Can I invite them before the project starts? Yes, to review plans and prepare.

What if they don’t use smartphones? Access via any web browser is available.

Related Guides

• Managing Subcontractor Schedules
  
• Setting Up Approval Workflows
  
• Tracking Subcontractor Compliance
  
• Payment Management for Subbies
  

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