Contractors & Compliance

Managing subcontractors, their access, insurance, and CRM activity

Overview

This guide covers three related CRM areas that manage your outside partners and the record of your relationships with them: Contractors (the subcontractors who perform work on your behalf), Contractor Compliance (their insurance and documentation), and Activities (the log of calls, emails, and meetings across your CRM).

Contractors

Contractors are the external subcontractors you assign to sites and pay through contractor pricing contracts and Bills. The Contractors list is the counterpart to Employees, but for people outside your company.

1. In the left navigation menu, expand CRM and click Contractors.

2. The list opens with every contractor record.

Tabs filter the list to All, Active, or Inactive, plus saved + Views. Use + New Contractor to add one, the upload icon to import many, and the QuickBooks icon to sync a contractor as a vendor.

Building Your Library

Three ways to build your library.

• Adding contractors one at a time with + New Contractor lets you be the most thorough and link the record to QuickBooks right there in the API Integration section.

• The upload icon imports many at once from the template — quicker for volume, though if you use QuickBooks you’ll need to make each QB link manually afterward (not a concern if you don’t integrate with QB).

• Syncing from QuickBooks is the best starting point when you’re building from scratch with a QB integration, but you’ll still create each Sitefotos account line by line.

A contractor record works much like an employee record for the details you manage directly — the profile and pay rates. Routes, website logins, and permissions aren't set here; those stay with the contractor and are handled from their own account. From a contractor's detail view you can also add Sites and create Pricing Contracts on the spot, without switching over to the Sites or Pricing Contracts pages.

Contractor Compliance

This module tracks the insurance and documentation each subcontractor must keep current — most importantly the W-9 and Certificate of Insurance (COI) — and flags anyone who is out of compliance or whose documents have expired.

3. In the left navigation menu, expand CRM and click Contractor Compliance.

4. The list opens with every contractor and their compliance state. You can also Activate or Deactivate contractors as your seasons change, so the list shows not just who is compliant but who you are currently working with.

Tabs let you focus the list: All, Active & Compliant, Active & Not Compliant, Inactive, and Map View. Use + New Document to define a required document, and + New Contractor to add a subcontractor here.

Helpful Tools

• AI Document Analyzer. When you upload a document, our AI reads it and auto-populates the required fields — or flags any conflicting information — so compliance review goes much faster.

• Map View. Contractor Compliance also gives you a map view of your contractors and sites. It’s a helpful visual of the areas your compliant contractors cover, letting you assign open locations without digging through endless tables.

Activities

Activities is the CRM touchpoint log — a running record of the calls, emails, and meetings behind your leads, clients, and contractors. It gives the whole team a shared history of every relationship.

5. In the left navigation menu, expand CRM and click Activities.

6. Click + New Activity to log a touchpoint.

How These Connect

• Contractors are assigned to Sites and paid via contractor Pricing Contracts and Bills.

• Contractor Compliance gates which contractors are safe to assign work.

• Activities tie back to Site Leads, Clients, and Companies across the CRM.