Subcontractor onboarding and prequalification without re-keying
One intake for new subcontractors that collects documents, routes prequalification for review, and sets the vendor up in Procore and accounting once approved.
The problem
Onboarding a new subcontractor means emailing for a W-9, a certificate of insurance, safety records and a prequalification questionnaire, then typing the same details into the project system and the accounting system. Steps get skipped when a job needs the sub next week, and the two systems end up with different vendor names and IDs.
What we build
We build one intake that collects the vendor's details and documents, checks for an existing vendor before creating anything, routes the prequalification package to your reviewers, and creates the approved vendor in Procore and your accounting system with matching identifiers. Each step and decision is logged.
How it works
- 1
Single intake
The subcontractor completes one form with company details, trades, contacts and uploads for the W-9, insurance certificate and any safety or financial documents you require.
- 2
Check before create
The workflow searches Procore and the accounting system for the vendor by tax ID, name and email domain, so an existing vendor is updated rather than duplicated.
- 3
Prequalification review
A checklist shows what is complete and what is missing, and the package is routed to your reviewers for an approve, reject or request-more decision.
- 4
Set up the vendor
Approved vendors are created in Procore's directory and in your accounting system with a shared identifier, and the documents are filed in SharePoint.
- 5
Hand off
The project team is told the vendor is ready, and the certificate's expiry date feeds your insurance tracking.
- Procore
- Sage 100 Contractor
- QuickBooks Online
- Microsoft Forms
- SharePoint
- Power Automate
- n8n
The value it creates
Standardization
Every new subcontractor goes through the same checklist and review, whichever project needs them first.
Cost saved
Vendor details entered once remove a common source of mismatched records between the project and accounting systems; we count mismatches before and after.
Time saved
Document chasing and double entry move to the workflow; we compare intake-to-approved time before and after go-live.
Collective intelligence
Operations, accounting and risk see the same vendor record and prequalification status instead of separate copies.
Proof
Related use cases
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AP invoice approval routing by job, cost code and amount
Vendor invoices routed to the right project manager by job and amount, checked against the commitment, and passed to accounting once approved.
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Certificate of insurance expiry tracking and vendor reminders
Expired and expiring certificates of insurance flagged by vendor and project, with renewal requests sent before coverage lapses.
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Change order approval workflow with routing and escalation
Change orders routed to the right approver by amount and project, with reminders, escalation and a logged decision on every one.
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Daily log reminders that chase only the jobs that are missing one
A scheduled check that finds active projects with no daily log for the last workday and reminds the person responsible, not the whole company.
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RFI and submittal aging alerts before they hold up the work
RFIs and submittals approaching or past their due dates flagged to whoever has the ball in court, with a weekly aging summary for the project team.
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Weekly owner update reports assembled from live project data
A weekly owner update built from live project data, with an optional AI-drafted narrative that a project manager reviews before it is sent.
Frequently asked questions
Does this replace a dedicated prequalification service?
Not necessarily. If you already use a prequalification provider, we can connect to it and carry its result into your onboarding. If you run prequalification yourselves with a questionnaire and a review, we build that process directly.
How do you stop duplicate vendors?
The workflow looks up the vendor in each system before creating anything, by tax ID where available and by name and email domain otherwise. Possible matches go to a person to confirm instead of being merged automatically.
Can vendors upload documents without a login to our systems?
Yes. The intake can be a form that accepts uploads and files them in a SharePoint library you control, so subcontractors never need access to Procore or accounting to onboard.
Next step
Which report or workflow would you like to improve?
Tell us what your team does today, which systems are involved, and what you want to change. We'll discuss whether there is a practical fit.
Prefer email? charley@buildflows.ai