Assign trades to jobs, track COI / W-9 compliance, sub portal, 1099 watchlist.
The Subs hub is for the trades you hire — gutter, HVAC, framing, electrical, painting, whoever you sub work to. It tracks who's assigned to what, whether they're insured, whether you have a W-9 on file, and how much you've paid them this year (the IRS cares about that one). The Subs dashboard From the sidebar → Subs . Four sections at a glance: Open assignments — every active sub-on-job, status (assigned / confirmed / complete), and date range. Compliance — COIs expiring soon (yellow) or already expired (red). Click a sub to upload a new certificate. 1099 watchlist — any sub who's been paid $600+ this calendar year without a W-9 on file. These are the ones you must issue a 1099-NEC to in January. We surface them now so you can collect the W-9 before year-end. YTD payments by sub — running totals per trade. Adding a sub Subs page → + New sub . Name, phone, email, trade. COI fields: carrier, policy #, expiration date, and an Upload certificate button (stored in your account's R2 bucket). W-9 fields: business legal name, last 4 of tax ID, and an Upload W-9 button. We store only the last 4 — the full SSN/EIN stays on the PDF. Quick-assign a sub to a job On the Subs dashboard, use the Quick assign form: pick a sub + job, enter scope, agreed pay, start/end dates, attach drawings or SOW PDFs, hit Send. We'll: Create the assignment with all the coordination data attached. Email + SMS the sub (with an ICS calendar attachment). Generate a magic-link sub portal URL — no login needed — where they can confirm, decline, upload site photos, and mark complete. Show you a COI warning banner at assign time if their certificate is expired or expires before the job's end date. You can still proceed; it just makes sure you know. Inline messages per sub on a job Open a job → the assigned subs list shows below the team. Under each sub row is an inline thread of email/SMS exchanges scoped to that sub + job. Send a question, log a call, share a photo without leaving the job. Replies thread back in automatically. Sub detail page Click a sub from the dashboard to land on their profile: Header with the basics + edit modal. Compliance card — COI status with upload/replace button, W-9 status with upload/replace, tax-ID-last-4. Payments YTD — total + table of every payment you've made to them (with method, date, memo, job link). Messages — full email/SMS/call timeline across every job they've worked. Composer at the top. Job history — every assignment ever, with status + agreed pay + dates. Notes — your private notes about working with them (slow on tear-offs, good on mornings, whatever). Sub payments + 1099 prep Log payments from the sub detail page or from a job's "Sub coordination" section. We total per-sub by calendar year. Subs over $600 with no W-9 land on the watchlist. In January, export the payments table and hand it to your accountant — every sub on the list is a 1099-NEC you owe. Sub portal — what they see The magic link opens a stripped-down page with: the job's address, your contact info, scope of work, agreed pay, dates, attachments (SOW PDFs, drawings), and three buttons: Confirm , Decline , Mark complete . They can also upload site photos from their phone. No account needed — the token in the URL is the auth. Team members vs subs Team members log into FieldKrew with their own account, get a calendar feed, and can clock in/out — see Team members & permissions .