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Guide · Updated October 13, 2026

Subcontractor Setup: Join BuildSuiteCrew and Share Your Documents

Got an invite from a contractor you work for? Here's how to set up your free account, upload your insurance and W-9 once, and stop emailing them every year.

BuildSuiteCrew is free for subcontractors. You upload your certificate of insurance, workers' comp, W-9 and licenses once. Every contractor you work with who uses BuildSuite can see them, and you get a reminder before anything expires. Setup takes about 10 minutes.

If you open the invite on your phone and the BuildSuite HQ app is already installed, it opens in the app. The steps are the same.

Have these handy: your certificate of insurance (COI), workers' comp certificate or exemption, a signed W-9, and any trade licenses, as PDFs or photos. You'll also need your business's EIN, or your Social Security number if you're a sole proprietor.

1. Accept the invite

  1. Open the email titled "Contractor's name invited you to BuildSuiteCrew" and tap Accept Invite. The link works for 7 days. If it's expired, ask them to resend it.
  2. New to BuildSuite? Choose Create a free account. Already have one? Choose I already have an account, sign in, and accept.

2. Create your free account

  1. Your account: first and last name, and a password (at least 8 characters, with an uppercase letter, a lowercase letter and a number). Your email is the one the invite was sent to.
  2. Your business: legal business name, business type, the state your business was formed in, and your city, state and ZIP. No separate business name? Just use your own full name.
  3. EIN, or SSN if you're a sole proprietor. It's used only to make sure each business signs up once. It's never stored in plain text and never shown to anyone.
  4. Tap Create Account & Accept (in the app: Accept Invite & Join). You're now connected to the contractor who invited you.

3. Get the app

  1. Download BuildSuite HQ from the App Store or Google Play, and sign in with the email and password you just created.
  2. Allow notifications when it asks, so you get expiration reminders on your phone.

Prefer a computer? Everything below also works at buildsuitehq.com.

4. Upload your documents

  1. In the app, go to Crew → Documents and tap + Upload Document.
  2. Choose how: Take Photo of a paper copy, Choose from Library, or Choose File for a PDF from your email or files.
  3. Pick the document type: Certificate of Insurance (COI), Workers' Comp, W-9, or your license (HVAC, plumbing, electrical, general contractor).
  4. Check the expiration date. BuildSuite reads it from the document for you. Make sure it matches what's printed.
  5. Repeat for each document. The contractor who invited you can see them right away.

5. What happens next

  • Reminders: 30 days and 7 days before a document expires, and again when it does, you get a reminder. Upload the renewal and you're done. No more chasing emails.
  • Other contractors: when someone else you work for asks to see your documents, you get a request. Approve it under Crew → Requests, and they see the same documents. You can revoke anyone's access there anytime.
  • You decide who sees them. Only contractors you're connected with can view your documents, and you can revoke access anytime.

Checklist

  • Invite accepted and free account created
  • BuildSuite HQ app installed and signed in
  • Certificate of insurance uploaded
  • Workers' comp certificate (or exemption) uploaded
  • W-9 uploaded
  • Trade license uploaded, if you have one
  • Expiration dates checked

Stuck? Email support@buildsuitecrew.com and tell us which step. Or use Feedback & Requests in the app's Profile.