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
- Have a Premium or Enterprise ServiceTrade Subscription.
- Your Subcontractor has a ServiceTrade Account. Your subcontractor can create a Free Trial Account via the email invitation you send to them by following the steps in our Inviting a Subcontractor (Service Vendors) to ServiceTrade support article.
- A Free Trial Account includes unlimited quotes, unlimited technicians, unlimited storage for photos and work documents, and unlimited location records. Your account will include the ability to create 20 jobs per month. Creating more than 20 per month will require a paid account.
- Accounts without a ServiceTrade License Subscription (Trial Accounts) will not be provided support.
How to Create a Subcontractor
- 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. - 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.
- Go to a Location page where you want to Subcontract a Job.
- Click Add a Job.
- Select your Subcontractor from the Choose a Vendor drop-down box.
- Fill in all the other Job details.
- 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
- On the Navigation Bar, click the My Account.
- Then click Vendors.
- Use the search filters to locate the desired Subcontractor.
- Click on the Subcontractor's name.
- Click the red Deactivate button.
Primary Contractor's Responsibilities and Capabilities
-
Set a due date for Job.
Note: You cannot adjust the due date after Job is created or change Services on scheduled or completed Jobs. The Service cannot be scheduled by the contractor. If there is a time/date scheduled, it will revert to unscheduled. However, the contractor can set the due date. - Report Deficiencies.
- Add paperwork and attachments.
- Add comments.
- Add Job Items.
- Add new Services.
- Mark Job as complete.
- Invoice Job.
- Cancel Job.
Subcontractor's Responsibilities and Capabilities
- Schedule Appointments and assign Jobs to Technicians
- Use mobile and tablet applications.
- Clock-in and Clock-out.
- Report Deficiencies.
- Add paperwork and attachments.
- Add comments.
- Add Job Items.
- Edit the subcontracted Service.
-
Add new Services.
Note: Services edited or added by Subcontractor are not shared back to the contractor. - Mark Job as complete.
- Invoice Job after marked complete.
- Edit existing Services.
- Add Appointments.
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 Description.
- 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.
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:
- Click the Manage Job button on the Job you want to remove the subcontractor from.
- At the bottom of the Manage Job menu, select "Do not use a subcontractor."
- 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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