Contractor Record

Under Contractors & suppliers in the menu.

The full record for a contractor, supplier or professional: profile, portal permissions, allocated jobs, actions, people, emails, quotes, invoices, payments, documents, insurance, H&S, resources, meetings and projects.

Methodology: Keep the whole supplier relationship in one place so email threads, files and costs do not become disconnected. The firm is what you display and pay; the people at it are who you email.

Steps:

  1. Press Invite to portal and choose a project (or All live projects); re-inviting resends the email. Heed the duplicate-email warning — portal sign-in and Gmail matching both key on email.
  2. On Contacts add the people at the firm with a role, email and phone; merge duplicates when suggested.
  3. On Permissions click the chips to grant Schedule, Job quotes and Tasks per project, and narrow to specific phases or jobs if needed.
  4. Use Emails, Quotes, Invoices and Payments to see the account with this firm; Insurances and H&S & Competency hold their certificates.
  5. Press Message to write to them, or Meetings to arrange a visit.
  6. For someone you pay by the hour, tick Let them check in and out on site under Site check-in (mobile) on Profile and enter their Hourly rate. Their clocked days then appear on the Site time tab, where you Approve them or Edit times. For a day they could not clock, press Add a day there: pick the project, the date, start, finish and break, and say why — it is recorded as added by you, when, and with your note.
  7. Under Weekly timesheets each week is added up, Monday to Sunday. Approve the days, then press Create invoice: the approved hours become an invoice (one per project, so each job carries its own cost) that goes to Money ready to pay on their payment terms, like any other. Days still awaiting approval are left off for a later invoice. Billed days are locked — void or delete the invoice to change them.