Vendor & Subcontractor Management
How to manage the vendors and subcontractors you work with — records, bills, compliance documents, and payment history.
Most service businesses depend on a network of vendors and subcontractors. Keeping their records organized avoids scrambling at tax time or when a compliance document expires.
What you can track per vendor
- Contact and payment details.
- Bills and payment history.
- Insurance certificates and licenses, with expiration dates.
- W-9s needed for 1099 filing.
Staying ahead of expiring documents
An expired subcontractor insurance certificate can create real liability exposure on a job site. Track expiration dates so you know before it becomes a problem, not after.
Paying subcontractors
Vendor bills flow through the same accounts-payable workflow as any other bill, including approval thresholds where enabled, so subcontractor payments get the same oversight as any other spending.
Frequently asked questions
Can I require a subcontractor to upload their own insurance certificate?
Yes, where supported — collecting documents directly from the vendor reduces the back-and-forth of chasing paperwork by email.
Does vendor management include 1099 tracking?
Vendor records support collecting W-9 information you’ll need for 1099 filing at year-end, though the filing itself is your responsibility.
How do I know when a vendor’s insurance is about to expire?
Set an expiration date when you add the certificate, and it surfaces as an upcoming expiration so you can request an updated document before the gap opens up.
Can I rate or leave notes about a vendor’s performance?
Where supported, internal notes on a vendor record help your team remember which subcontractors are reliable for which kind of work.
Related guides
Related features and guides
- Bills & Accounts Payable — Documentation. How to record vendor bills, route them through approvals, and automate accounts-payable steps.
- Contracts Beyond the Lease — Documentation. How to create and e-sign other agreements on Seayora — vendor contracts, service agreements, and addenda — outside the standard lease flow.
- The Contractor Network — Documentation. How the trusted contractor network connects property managers and landlords with vetted service professionals for dispatched work.
- Vendor & Subcontractor Management — Feature. Manage subcontractors and vendors, track their compliance, and keep customer and vendor portals connected to the jobs they are working on.
- Inventory, Tools & Vendor Supply — Feature. Track parts inventory and tool check-out, reorder from vendors, transfer stock between locations, and get ahead of supply delays and bulk-discount thresholds.
- Bills & Accounts Payable — Feature. Enter and track bills, manage vendor payables, and tie each cost back to the property, unit, or job that generated it.