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Managing Subcontractors

Add subcontractors to your roster, invite new vendors not yet on BlueClerk, resend invite emails, and dispatch work to them

On this page

OverviewAdding Existing SubcontractorsInviting New VendorsUnclaimed VendorsViewing Your RosterRemoving SubcontractorsDispatching WorkSubcontractor NotificationsTipsQuestions

Overview

Subcontractors are external workers or companies you hire to perform specialized work. BlueClerk lets you maintain a roster of subcontractors, dispatch tickets directly to them, and track their work - while keeping billing and customer relationships under your company account. You can now invite new vendors who aren't on BlueClerk yet, creating their account and adding them to your roster in one step.

Adding Existing Subcontractors

Searching for Subcontractors

  1. Go to Operations > Subcontractors in the sidebar
  2. Click "Add Subcontractor"
  3. Search by name, business name, or email
  4. Select from search results
  5. Click "Add to Roster"

When you add a subcontractor who's already on BlueClerk:

  • They see you in their network immediately
  • You can assign tickets to them right away
  • No invitation needed - the relationship is active instantly

What Shows in Search Results

The search shows:

  • Business name or individual name
  • Email and phone contact information
  • Services offered (trades they perform)
  • Already Added badge if they're on your roster
  • Previously Removed badge if you removed them before

Inviting New Vendors

When to Invite

Use the invite flow when:

  • The vendor isn't on BlueClerk yet
  • You have their email address
  • You want to add them to your roster and notify them

How to Invite

  1. Go to Operations > Subcontractors
  2. Click "Invite Vendor"
  3. Enter vendor information:
    • Email (required) - where the invite will be sent
    • Business name (optional) - company name
    • Contact name (optional) - individual's name
    • Phone (optional) - contact number
    • Trades (optional) - comma-separated list of services (e.g., "plumbing, HVAC")
  4. Click "Send Invite"

What Happens When You Invite

  1. BlueClerk creates a placeholder user for the vendor with the email you provided
  2. A SubcontractorInvite token is generated (expires in 30 days)
  3. Invite email is sent to the vendor with a claim link
  4. CompanySubcontractor relationship is created linking them to your roster
  5. They appear in your subcontractors list with an "Unclaimed" badge

The Vendor's Experience

When a vendor receives your invite:

  • They get an email from BlueClerk with a claim link
  • They click the link to view the invite preview
  • Two paths:
    • If they already have a BlueClerk account: They sign in and confirm the relationship
    • If they don't have an account: They set a password and complete their profile in one step
  • After claiming, they can accept work from you and see dispatched tickets

Unclaimed Vendors

What "Unclaimed" Means

When you invite a vendor, they appear in your roster immediately with an "Unclaimed" badge:

  • You can assign tickets to them right away
  • They won't see the tickets until they claim their account
  • The relationship is pending until they accept

Resending Invites

If a vendor doesn't claim their account:

  1. Find the vendor in your subcontractors list
  2. Look for the "Unclaimed" badge next to their name
  3. Click the "Resend" button (paper airplane icon) on their row
  4. A fresh invite email is sent with a new claim link

When you resend:

  • New SubcontractorInvite token is created (resets the 30-day expiration)
  • Vendor receives another email with the claim link
  • Old invite tokens are NOT invalidated - both links work until claimed

Why Resend?

Common reasons to resend:

  • Email went to spam - vendor didn't see the original
  • Invite expired - 30 days passed without claiming
  • Vendor lost the email - they need a fresh link
  • Gentle reminder - nudge them to set up their account

Viewing Your Roster

Active Subcontractors Tab

Shows subcontractors currently on your roster:

  • Name and business name
  • Email and phone for contact
  • Services/trades they offer
  • When they were added
  • Who added them to your roster
  • Unclaimed badge if they haven't claimed their account yet

Removed Subcontractors Tab

Shows historical relationships:

  • View vendors you removed previously
  • See when they were removed
  • Restore them with one click if needed

Removing Subcontractors

How to Remove

  1. Open the subcontractor's detail page
  2. Click "Remove from Roster"
  3. Confirm the action

When you remove a subcontractor:

  • They disappear from your active roster
  • Past work history is preserved
  • They can't see new tickets you create
  • You can restore them later from the Removed tab

Dispatching Work

Once a subcontractor is on your roster (claimed or unclaimed):

  1. Create or open a ticket
  2. Click "Assign to sub"
  3. Select the subcontractor from the dropdown
  4. Add dispatch notes (optional)
  5. Click "Save"

What Happens When You Dispatch

  • Subcontractor receives email notification (if claimed)
  • Ticket appears in their Pending Tickets (if claimed)
  • They can schedule and accept the work
  • You're notified when they schedule it

Unclaimed Vendor Dispatch

If you dispatch to an unclaimed vendor:

  • The ticket is created and linked to them
  • They won't see it yet in their app
  • After they claim their account, all dispatched tickets appear immediately
  • You can resend their invite to remind them to claim

Subcontractor Notifications

When You Add or Invite Them

  • Email notification sent to the vendor
  • Shows your company name
  • Includes claim link (for new invites) or confirmation (for existing vendors)

When You Dispatch Work

  • Email notification sent immediately
  • Includes customer name, property address, and scope
  • Direct link to view the ticket

When They Schedule

  • You receive email notification
  • Shows customer, job type, and scheduled date

Tips

  • Invite vendors early - Get them on your roster before you need them, so dispatching is instant
  • Resend if needed - Don't hesitate to resend invites for unclaimed vendors
  • Fill out trades when inviting - Helps you filter and find the right sub later
  • Use descriptive dispatch notes - Include special instructions or customer preferences
  • Check the Unclaimed badge - If you don't hear back, they might not have claimed their account yet

Questions

Q: Can I assign work to a vendor before they claim their account?
A: Yes! You can dispatch tickets to unclaimed vendors immediately after inviting them. They'll see all assigned work as soon as they claim their account.

Q: What if a vendor doesn't claim their account after 30 days?
A: The invite link expires after 30 days, but you can click "Resend" on their roster row to send a fresh invite with a new claim link.

Q: How many times can I resend an invite?
A: Unlimited. Each resend creates a new invite token and sends another email - useful for following up with busy vendors.

Q: Do I get charged for inviting vendors?
A: No. Inviting vendors and adding them to your roster is free. AI credits are only used for chat, takeoffs, and other AI features.

**Q: What's the difference between "Add

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