Table of Contents

Purpose Subcontractors Module List View Button Bar Search & Filter Options Generate Reports Import / Export Records Record Options Selected Subcontractor Overview Mode Details Mode Contacts Mode Additional Features Common Workflow Questions

Purpose

The Subcontractors module allows you to organize and track all subcontractor accounts, generate reports, and quickly add new accounts. Users can easily filter, sort, and view subcontractor accounts by payables and past due at a glance. This module provides centralized management of subcontractor relationships, contact information, billing details, and account status tracking. Whether you need to monitor outstanding payables, place accounts on hold, or maintain comprehensive contact records, the Subcontractors module streamlines vendor management throughout your organization.

Navigation: Directory workflow → Subcontractors

Account Management
Create and maintain subcontractor accounts with complete contact and billing information
Payables Tracking
Monitor unpaid bills, past due amounts, and account holds at a glance
Report Generation
Generate basic, detailed, and balance reports for subcontractor accounts
Contact Organization
Manage multiple contacts, roles, and communication channels for each subcontractor
Import/Export Tools
Bulk import subcontractor lists and export data for external analysis
Account Status Control
Archive inactive accounts, place holds, and manage subcontractor availability

List View

View and manage all active subcontractor accounts with powerful filtering and search tools

  • Create new subcontractor accounts and import bulk records
  • Filter by payables, past due, and account hold status
  • Generate comprehensive reports for accounting and management
  • Track multiple contacts per subcontractor account
  • Export data for external analysis and record keeping

Button Bar

Filter options for subcontractor account status and financial tracking

Located at the top of the screen, the button bar displays filter options for viewing subcontractor accounts by status and financial conditions.

Subcontractors Shows total number of active subcontractor account records
Favorites Filters records marked as favorites by the logged-in user
Payables Filters subcontractors with unpaid bills across all contracts
Past Due Filters subcontractor accounts with past due bills
Account Hold Filters subcontractor accounts marked on hold

Quick search and filtering tools to locate subcontractor accounts by various criteria.

Quick Search Quickly search for a particular subcontractor account name, billing name, role, or total payables amount
Archive Filters all archived subcontractor records
Column Sorting Sort by column headers (Name, Role, Total Payables, etc.)

Select the PDF icon to generate the following reports for subcontractor accounts:

Basic List of subcontractors with their contact information
Detailed Comprehensive information for each subcontractor on a separate page
Balances Simple report showing the current balance for each subcontractor

Import bulk subcontractor data or export existing records for external use.

Import Use the gear icon to download the import template and upload completed documents
Export Select the export icon to download a CSV file of subcontractor records

Select the ≡ icon on a record to access these options:

Add as a favorite Mark this subcontractor as a favorite for quick access
Obtain an Email Capture code Get a unique email address to automatically capture emails for this subcontractor
Omit from the current filtered list Temporarily remove this record from the current view
Permanently delete the record Remove this subcontractor account from the system

Record Modes

The Overview Mode displays essential subcontractor account information, contact details, and address fields for billing and shipping.

Account Information

Account Name Displays the subcontractor's account name
Date Shows the date the account was created or last modified

Contact Details

Email Primary email address for the subcontractor
Phone Primary phone number for the subcontractor
Keywords Manually enter important keywords associated with the subcontractor

Address Information

Billing Address Subcontractor's billing address
Shipping Address Subcontractor's shipping address

The Details Mode provides account management options including archival and cross-module display settings.

Archive Checkbox to archive a subcontractor account
Client/Vendor Display Indicate if the subcontractor should also display in the Clients or Vendors module

Add and manage contacts associated with the subcontractor account. This mode allows you to maintain multiple contact persons with their individual roles, phone numbers, and email addresses.

Frequently Asked Questions

Common questions and step-by-step guidance for working with subcontractors

Account Management

Creating a subcontractor account allows you to track vendor relationships, manage contacts, and monitor payables.

  1. Navigate to Directory → Subcontractors
  2. Click the New button
  3. Select New Subcontractor from the dropdown menu
  4. Enter the Account Name and primary contact information
  5. Add Billing Address and Shipping Address if different
  6. Add relevant Keywords for easy searching
  7. Click Save to create the account

Keep subcontractor contact details current by updating information in the Overview Mode.

  1. Navigate to Directory → Subcontractors
  2. Click the subcontractor account you want to update
  3. Ensure you're in Overview Mode
  4. Update the Email, Phone, or address fields as needed
  5. Changes save automatically

Track multiple contact persons for each subcontractor account with their individual roles and contact information.

  1. Navigate to Directory → Subcontractors
  2. Click the subcontractor account
  3. Switch to Contacts Mode
  4. Click New to add a contact person
  5. Enter the contact's name, role, phone, and email
  6. Click Save to add the contact to this account

Payables & Holds

Use the Payables filter to quickly view all subcontractors with outstanding bills across all contracts.

  1. Navigate to Directory → Subcontractors
  2. Click the Payables button in the button bar
  3. The list filters to show only subcontractors with unpaid bills

Note: The Total Payables column shows the amount owed to each subcontractor. This total includes all unpaid bills across all contracts.

Identify accounts with overdue payments to prioritize your accounts payable workflow.

  1. Navigate to Directory → Subcontractors
  2. Click the Past Due button in the button bar
  3. The list displays only subcontractors with bills that have passed their due date

Mark subcontractor accounts as on hold to prevent new work assignments or alert team members of issues.

  1. Navigate to Directory → Subcontractors
  2. Click the subcontractor account you want to place on hold
  3. Switch to Details Mode
  4. Check the Account Hold checkbox
  5. The account is now marked on hold and appears in the Account Hold filter

Reporting

Create PDF reports showing subcontractor information, contact details, or account balances.

  1. Navigate to Directory → Subcontractors
  2. Apply any filters to narrow the list (optional)
  3. Click the PDF icon in the toolbar
  4. Select the report type:
  • Basic - List of subcontractors with contact information
  • Detailed - Comprehensive information for each subcontractor on separate pages
  • Balances - Current balance for each subcontractor
  1. The PDF report generates and downloads automatically

Export subcontractor records to CSV format for analysis in Excel or other applications.

  1. Navigate to Directory → Subcontractors
  2. Apply any filters to include only desired records (optional)
  3. Click the Export icon in the toolbar
  4. A CSV file downloads containing all visible subcontractor records

Import & Data Management

TRUE supports bulk importing subcontractor accounts using CSV files. Excel files (.xlsx) are not directly supported - you must use the CSV template provided by the system.

  1. Navigate to Directory → Subcontractors
  2. Click the Gear icon (⚙️) in the toolbar
  3. Select CSV Template to download the required format
  4. Open the template and add your subcontractor data, ensuring column headers remain unchanged
  5. Save your file as CSV format (not Excel .xlsx)
  6. Return to the Subcontractors module
  7. Click the Gear icon (⚙️) and select Import Records
  8. Upload your completed CSV file
  9. Review the import preview and confirm to add the records

Important: The Import feature only accepts CSV files that match the exact column structure of the CSV Template. Always download a fresh template before importing to ensure you have the correct format for your TRUE system version.

Archive inactive subcontractor accounts to keep your active list organized while preserving historical records.

  1. Navigate to Directory → Subcontractors
  2. Click the subcontractor account you want to archive
  3. Switch to Details Mode
  4. Check the Archive checkbox
  5. The account is archived and no longer appears in the active list

Note: To view archived subcontractors, use the Archive filter in the search options. You can unarchive an account by unchecking the Archive checkbox in Details Mode.

Permanently remove subcontractor accounts from your system when they are no longer needed.

  1. Navigate to Directory → Subcontractors
  2. Locate the subcontractor account you want to delete
  3. Click the ≡ icon on the record
  4. Select Permanently delete the record
  5. Confirm the deletion when prompted

Warning: Deleting a subcontractor account is permanent and cannot be undone. Consider using the Archive feature instead to preserve historical records.

Mark frequently used subcontractor accounts as favorites for quick access.

  1. Navigate to Directory → Subcontractors
  2. Locate the subcontractor account
  3. Click the ≡ icon on the record
  4. Select Add as a favorite
  5. Use the Favorites button in the button bar to view all your favorited subcontractors

Configuration & Administration

Access to the Subcontractors module is controlled by user permissions. If you cannot see or access this module:

  1. Contact your system administrator
  2. Request the User can access the Subcontractors module in the Directory workflow permission (ID #1545)
  3. Once granted, you'll find the module in the Directory workflow

Note: Administrators can manage permissions in Settings → Users / Access → select user → Access tab.

The ability to delete subcontractor accounts requires a specific security permission. If you cannot delete records:

  1. Contact your system administrator
  2. Request the Delete (Clients / Vendors / Subcontractors) permission (ID #612)
  3. This permission is found in the General section of user access settings

Viewing financial information like payables and past due amounts requires specific permissions. If you cannot see this data:

  1. Contact your system administrator
  2. Request the View Financial Information (Clients / Vendors / Subcontractors) permission (ID #445)
  3. This permission is found in the General section of user access settings

Merge duplicate subcontractor records to consolidate history and maintain clean data. This feature requires special permissions.

  1. Ensure you have the Merge Clients / Vendors / Subcontractors permission (ID #1647)
  2. Navigate to Directory → Subcontractors
  3. Identify the duplicate accounts to merge
  4. Contact your system administrator if you need assistance with the merge process
  5. After merging, all history consolidates into the primary account

Yes, you can set a subcontractor to display in multiple modules if they serve different roles in your organization.

  1. Navigate to Directory → Subcontractors
  2. Click the subcontractor account
  3. Switch to Details Mode
  4. Use the Client/Vendor Display field to indicate where else this account should appear
  5. The account will now be accessible in the selected module(s) while maintaining a single unified record

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