Manage subcontractors

Subcontractors is the org-wide list of subs you dispatch work to — their contact info, trade, insurance status, and the jobs they're tied to. It's separate from Fleet, which tracks equipment, not people or companies.

Add a subcontractor

Choose New subcontractor, enter its name and trade (used for dispatch-side filtering — optional but worth setting so the sub shows up when a dispatcher filters by trade). You can fill in insurance details now or later.

Track certificate of insurance (COI) status

A subcontractor's COI status is computed, not just a field you set — it checks that the record has a carrier, at least one policy number, at least one coverage limit, and that the company is named as additional insured, loss payee, and covered by a waiver of subrogation, with effective and expiry dates that cover today. If any of that is missing or the COI has expired, the subcontractor shows as out of compliance with the specific reason on file — so you always know exactly what's missing, not just that something is wrong.

Assign a subcontractor to a job

On the job, pick Subcontractor, enter Cost if you have it, and choose Assign. On a visit that already has one, the button is Reassign.

The latest certificate of insurance has to be approved, and the insurance on the record has to be current: a carrier, a policy number, a coverage limit, additional insured, loss payee, waiver of subrogation, and effective and expiry dates that cover today. If it does not, the job states the reason. An owner or an office user can then fill in Reason for overriding the insurance gate and assign anyway. A dispatcher cannot use that override.

Block a subcontractor

Block a subcontractor to stop it from being assignable to new work without deleting its record or history — use this for a sub that's fallen out of compliance or you've stopped working with, while keeping past job history intact. Unblock to make it assignable again.

Invite a subcontractor to the vendor portal

From a subcontractor's record, send a vendor portal invite so it can see its own assigned jobs and upload compliance documents itself instead of emailing them to your office. Revoke access the same way if the relationship ends.

Archive

Archive a subcontractor you no longer use. Archived subcontractors keep their history but drop out of the assignable list, the same as archiving elsewhere in Thermal.

Reference

• Who can reach Subcontractors — Owners and Office users. See Roles & permissions.
• Compliance document status values — in Status & domain values.