This takes about 15 minutes, plus a few minutes per subcontractor. Everything here works on the website (buildsuitehq.com) and in the BuildSuite HQ app. Your subcontractors never pay: BuildSuiteCrew is free for them.
1. Set up your business
- Sign in at buildsuitehq.com or in the BuildSuite HQ app (App Store · Google Play).
- Upload your logo. On the website: Profile → Business Logo. A PNG or JPG at least 300 pixels wide works best.
- Check your name, phone and email under Profile. Your subs see your name on the invite.
- Add your office team (optional). In the app: Profile → Invite Team Member. Everyone on your team sees the same subcontractors and documents.
2. Invite your subcontractors
Inviting is the best option: the sub uploads their own documents, keeps them current, and gets the expiration reminders directly.
- Open the invite form. On the website: the Crew tab → + Invite a Contractor. In the app: Profile → Invite a Contractor.
- Enter the sub's email address and tap Send Invite. Use the email they actually check.
- They get an email titled "Your name invited you to BuildSuiteCrew" with an Accept Invite button. The link works for 7 days.
- Send them the setup guide so they know what to expect (copy the message below).
- Once they accept, you're connected and can see every document they upload. Nothing else for you to do.
Text this to your subs:
"I've switched to BuildSuite to keep track of insurance and W-9s. You'll get an email invite from me. It's free for you. Here's how to set it up (takes about 10 minutes): buildsuitehq.com/guides/subcontractor-setup"
If something comes up
- The sub already has a BuildSuite account. They get a connection request instead of an invite, and approve it in the app under Crew → Requests.
- The invite expired (after 7 days). Find them under Crew → Requests and choose Resend invite.
- Wrong email. Invite them again with the right address.
3. Subs who won't use the app: add them yourself
Some subs will only ever email you a PDF. You can still track them.
- Go to Crew → Documents → Offline Contractors and choose + Add Offline Contractor.
- Enter their name and email (and company, if you like). The email is how they get reminders when a document is about to expire.
- Upload their documents for them: COI, workers' comp, W-9, licenses. BuildSuite reads the expiration date from the document; check it before you save.
- When they're ready, choose Invite to BuildSuite on their profile. When they join, they're offered the documents you uploaded, so they don't have to upload them again.
4. Keep everyone current
- See who's covered under Crew → Documents → Contractor Docs. Each document shows whether it's current, expiring soon, or expired.
- Reminders are automatic. 30 days and 7 days before a document expires, and again when it does, both you and the sub get a reminder. Most subs upload the renewal without you asking.
- What to collect from each sub: certificate of insurance (general liability), workers' comp or proof of exemption, W-9, and a trade license where your state requires one. See our subcontractor compliance checklist for the details.
Checklist
- Logo uploaded and profile checked
- Office team invited (optional)
- Every active sub invited by email
- Setup guide link texted to each sub
- Subs who won't use the app added as offline contractors, with their documents uploaded
- Each sub has a current COI, workers' comp (or exemption), W-9 and license on file
Questions? Use Feedback & Requests in the app or on the website, or email support@buildsuitecrew.com.