Subcontracting Jobs

Derek Torres
Derek Torres
  • Updated

ServiceTrade makes it easy for you to send Jobs to your Subcontractors so they can use the ServiceTrade Mobile App to Clock in and out, report Deficiencies, and give you overall better reporting on the work they're doing for you. This article walks users through how to work with Subcontractors and Jobs in ServiceTrade.

 

Prerequisites

 

How to Create a Subcontractor

  1.  Your Subcontractor must sign up for a ServiceTrade account here. If they already have a ServiceTrade Account they can skip this step.
    Note: They will be able to complete any entitled Job you assign them for free, but if they want to use ServiceTrade for their own work, they'll have to pay for licenses.
  2. Create your Subcontractor as a Vendor inside of your ServiceTrade account, then invite them to receive Jobs from you. This process is covered in full here.

 

How to Subcontract a Job

To subcontract a Job, you must create the Job from a Location page.

You cannot create subcontracted Jobs from the Service Opportunities report or the Dispatch Board. 

Note: You can subcontract a Job after it has already been created but all open appointments will be canceled.

  1. Go to a Location page where you want to Subcontract a Job.
  2. Click Add a Job.
  3. Select your Subcontractor from the Choose a Vendor drop-down box.
  4. Fill in all the other Job details.
  5. Click Create Job and the Job will appear in the Subcontractor's account as an unscheduled, unassigned Job. They can then assign Technicians, schedule the Appointments, and complete the Job.

 

How to Find Jobs Subcontracted to a Vendor

Search the Job list using the Vendor field, plus any other fields you wish (such as date range.) 

 

How to Find Jobs Subcontracted to my Company

Subcontracted Jobs appear as unscheduled Jobs, just like any other Job in ServiceTrade.

  • You can search the Jobs list by the Vendor to find all Jobs subcontracted to you by the primary contractor.
  • You get an email when Jobs are subcontracted to you (check your profile for notifications preferences.) 

 

How to Deactivate a Subcontractor

  1. On the Navigation Bar, click the My Account.
  2. Then click Vendors.
  3. Use the search filters to locate the desired Subcontractor.
  4. Click on the Subcontractor's name.
  5. Click the red Deactivate button.

 

Primary Contractor's Responsibilities and Capabilities

 

Subcontractor's Responsibilities and Capabilities

 

Information Shared Between Primary and Subcontractor

  • Due date (only on initial sync.)
  • Clock-in and Clock-out events.
  • Deficiencies.
    Note: All deficiencies identified on jobs subcontracted from another ServiceTrade customer have a 'shared deficiency' notification banner (similar to the existing 'shared job' notification banner on jobs).
  • Attachments (Job Paperwork, Documentation and Audio Memos, and attached Job Invoices.)
    Note:
    Attached Job Invoices refers to manually attached PDF files, not to Invoices that were generated by ServiceTrade.
  • Public comments - for both the Location and the Job.
  • Job Items.
  • Services and their status (estimated price is not visible to the Subcontractor.)
  • Location name, address, phone number.
  • Company name, address, phone number.
  • Asset information.
    Note: ServiceTrade only shares Assets that have a Service line that matches the Service line of a Service on the Job.  To see the relationship between Assets and their Service lines, check your Asset list.
    In ServiceTrade Web App, Assets are displayed on the Job only if there is a directly associated Service on that Job. You may wish to check the Location page to see all Assets on a Location.  Techs have the option to see "all Assets for this Location" or just "Assets for this Job" when working in the field.

 

Information That is NOT Shared with the Subcontractor

  • Invoices that are generated by ServiceTrade.
  • Contacts (for Company or Location.)
  • Private comments.
  • Assets that do not have a Service line match with Services on the Job.
  • Estimated Prices on Services.

 

FAQs

I don't see a Job that was shared with me.

It typically can take several minutes to share or to receive a Job. If you are still having issues reach out to Customer Support.

 

If I am the primary contractor, can I schedule a subcontracted Job?  

No. Scheduling and assigning the work is left up to the Subcontractor.  However, the Job will have a due date that you control.

 

Am I able to put one of my Techs and a Subcontractor on the same Job appointment?

No.  A ServiceTrade Job is either delivered in full by the Subcontractor or by you.  In these cases, you would need to make two Jobs, keeping one for the work that you would do, and subcontracting the other.

 

Why do some Vendors have a checkmark beside the Vendor name?

The checkmark indicates that the Vendor has all of the Service lines that are on the Job being subbed active in their account.

ST-Office-Subcontractor_Vendor_Checkmark.png

What happens if I remove or switch a Subcontractor on a Job?

You are able to remove and/or switch a subcontractor on a ServiceTrade Job. Note: When changing or removing a subcontractor, ALL open appointments assigned to the current subcontractor will be canceled.

To remove a subcontractor from a job, do the following:

  1. Click the Manage Job button on the Job you want to remove the subcontractor from.
  2. At the bottom of the Manage Job menu, select "Do not use a subcontractor."
  3. Click the Save button.

To switch to a different subcontractor, follow the steps above, but instead of selecting "Do not use a subcontractor" you will just select a different subcontractor from the drop-down list of service vendors instead. (see below)

Once a subcontractor is removed from a job, all appointments assigned to the current subcontractor will be cancelled, and the job status for the Subcontractor will be set to Revoked. The removed subcontractor will still see the Job in their account but they will not be able to make any changes to the job or add any data to the job.

 

 

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