How to Invite and Collaborate with Subcontractors

Add a Subcontractor

There are three ways to add a subcontractor – you can add them to your subcontractor list, add them to an individual project, or add within tasks and/or schedule.

From Subcontractor List

The easiest way to add a subcontractor is through your subcontractor list within your Company Settings.

When adding a subcontractor this way, you can choose to invite them to a specific project, or you can just add in their information without adding them to a project. This is a great option if you would like to document subcontractors you've worked with in the past and/or want to work with in the future.

When you add a subcontractor this way, the subcontractor will not receive an email unless they are invited to collaborate on a specific project.

To start:

1. Select the Company icon in the left navigation.

2. Select Subcontractors from the left menu. This screen will list all your existing subcontractors. To add a new subcontractor, click the Add Subcontractor button at the top.

3. A screen will appear where you can fill out the subcontractor's contact information (name, email, phone number, company name, and website) and general details (address, notes and trades). You can also add any relevant certification documents your subcontractor may have under the Add Certificates section.

If you don't want to invite the subcontractor to a project, skip the Invite to Project section and just click the Add button at the bottom. The subcontractor will now be added to your subcontractor list, but no invitation will be sent.

4. If you would like to invite them to a project, click the Invite to Project section. You can then select the relevant project(s) from the dropdown. You will see all the permissions automatically granted to subcontractors under the Subcontractor Access section, and you can select whether to send an invite through email, text message, or both.

5. Click Invite to send. The subcontractor will now be added to your subcontractor list and will also receive an invitation to collaborate on that specific project.

If you don't invite your subcontractor to a specific project, you will notice an Invite option in the Projects column of the subcontractor list. Click here to collaborate with them on a project and send an invitation.

If you have already invited them to a specific project, the Projects column will show the number of projects they have been added to. You can click Edit to view the specific projects and make changes as needed.

From a Project

1. If you want to share a specific project with a subcontractor, open up the relevant project from the left navigation. On the right-hand side of your screen, click the Subcontractors tab.

2. Within the Subcontractors tab, you can either click Add next to an existing subcontractor, or click Invite Subcontractor to create and invite a new subcontractor.

For a new subcontractor, fill out all the contact information. Under Invite to Project, your relevant project should already be selected in the dropdown, but you can adjust if needed. You can also specify whether you would like to invite via email, text message, or both.

3. Click Invite to send. The subcontractor will now be added to your subcontractor list and will also receive an invitation to collaborate on that specific project.

From Tasks and Schedule

To invite a subcontractor to a specific task or schedule item, open up the relevant schedule and select the item or task you wish to assign them to.

On a Schedule Item: Click the team dropdown and select the Client & Subcontractors tab. From here, you can click Invite Subcontractor and fill in their information to invite them to the project and assign them to the item.

On a Task: Click the team icon and select the Client & Subcontractors tab. From here, you can click Invite Subcontractor and fill in their information to invite them to the project and assign them to the task.

Note: If you only share specific tasks or schedule items with a subcontractor, they will only have access to those items, not the entire schedule. To learn how to share the full schedule, see Subcontractor Permissions below.

Pro Tip: To quickly give an existing subcontractor access to a project and assign them a schedule item or task in one step, click Grant Access next to their name in the Client & Subcontractors section of the team dropdown.

Edit Subcontractor Information

Once you add a subcontractor, you can easily view and edit information in the subcontractor list. To view your subcontractors, select the Company icon in the left navigation, then select Subcontractors from the left menu. This screen will list all your existing subcontractors. To edit a sub's details, click Edit on the far right.

Within Edit mode, you'll see relevant tabs at the top: Subcontractor Details, Projects, Contracts and Purchase Orders. Select the tab according to the information you want to access.

Subcontractor Details

In this tab, you can adjust the subcontractor's contact info (name, company, website) and general details (address, internal notes, and trades, including add custom trades and manage existing ones).

Note: Once you have invited a subcontractor to a project, you cannot add or edit their email or phone number.

Within the Subcontractor Details tab, you can also upload important certificates or insurance documentation and give or revoke access to certain projects by checking the project check box. At the bottom of the edit screen, you can completely remove the subcontractor if needed.

Projects

In this tab you can easily see which projects a specific subcontractor has access to, including relevant project info like location, status, and when the sub last viewed the project. Click on any project to be taken to the project overview page.

Contracts

In this tab you can see any contracts sent the specific subcontractor, including the status of the contract and any signed copies. Click on any contract to open the document, or click the signed copy to open in your project files.

Purchase Orders

In this tab you can see any purchase orders associated with the specific subcontractor, including their Total, Paid and Balance. Click on any purchase order to open the document.

Upload Subcontractor Certificates

For every subcontractor you work with, you are able to upload important certificates or key documentation directly to their subcontractor file. This ensures you have everything you need all in one place for quick reference.

To upload documentation, go to your subcontractor list, then click Add Certificate (if there are currently none uploaded) or Edit to the right of the relevant subcontractor. Within Edit mode, you will notice a certificates section where you can either upload a file or drag and drop from your desktop.

Once you upload a file, you can select the documentation type from the Select Certificate Type dropdown. If you don't see a relevant type listed, you can add your own at the bottom of the dropdown.

You can also add in a certificate expiration date, or you can select Remove to delete the file. You can easily add multiple files under the Certificates section if needed.

If you enter an expiration date for a subcontractor's certificate, you will receive multiple notifications in Houzz Pro, as well as an email 7 days and 1 day prior to that date, letting you know that specific certificate needs to be updated soon. Both the Super Admin and any team members with relevant subcontractor permissions will be notified.

Subcontractor Permissions

Even if you share a project with a subcontractor, they do not automatically have access to files, schedule or daily logs. You will need to manually change share settings for each feature you would like a subcontractor to view – access is set on an individual basis.

Share Files

To share files, go to your project and select Files & Photos from the left-hand menu. For the file or folder you want to share, click the three dots on the right side, and select Manage Permissions from the menu. Select Access next to the individual subcontractor(s) you want to give permission(s) to view the file or folder. You can also multi-select files by clicking the check boxes to update settings all at once. Learn more

Share Daily Logs

To share daily logs, go to your project and select Daily Logs from the left-hand menu. In the Shared With column, click the Team icon – you can then select Access next to each individual subcontractor you want permissions to view the daily log. Note: Only signed in subcontractors will be able to view daily logs. Learn more

Share Schedule

To share your schedule, go to your project and select Schedule from the left-hand menu. Click on the Share icon – you can then specify Access/No Access next to each individual subcontractor. If a subcontractor is set to Access, they can view the full schedule. If a subcontractor is set to No Access, they can only view schedule items assigned to them. Learn more

Subcontractor Dashboard

When you invite a subcontractor to collaborate on a specific project, they will receive an email inviting them to the project. From here, they can click to access their subcontractor dashboard – no login required. (Subcontractors can also sign up for a free Houzz account or sign in using their paid Houzz Pro account.)

Once they access their subcontractor dashboard, which contains details of the shared project, they will be able to contribute where needed. For more information on what exactly your subcontractors can see and do in their dashboards, check out How to Use the Subcontractor Dashboard, a guide created to help your subcontractors navigate projects shared with them.

Previewing Subcontractor Dashboards

To preview exactly what your subcontractor will see in their individual project dashboard, navigate to the project overview page, then click the Subcontractors tab on the right side. From here you can click Preview Subcontractor Dashboard.

In the preview, you can use the dropdown at the top to see exactly what individual subcontractors will see in their subcontractor dashboard when they access it via the link in their email. If they have a free or paid Houzz Pro account, they will have a slightly different view, but with all the same information (plus Daily Logs if you have shared any for that project).

To see what their dashboard will look like on different devices, you can use the Desktop / Mobile toggle at the top.

Last Viewed Date

To see when a subcontractor last viewed their dashboard, choose the relevant sub from the dropdown. You will see "Last Viewed dd/mm/yyyy" in the top left. If they have yet to view their dashboard, you will see "Not Viewed by [Subcontractor]".

Switching Between Dashboards (For Subcontractors)

Subcontractors often work with multiple businesses and need to be able to switch between teams to access each dashboard. If they choose not to sign up or sign in to Houzz Pro, they will have to access each project's subcontractor dashboard individually, via the link in the respective email invitations. If they do decide to create a free account or log in, they can easily switch between teams by using one of two methods.

One option is clicking the business icon in the bottom left corner of their account, then clicking the team they want to open.

The other option is to click the team name at the top of their homepage and select the team they want to switch to from the dropdown. From there they can access any project that pro has invited them to.

Subcontractor FAQ

Here are some common questions about inviting and collaborating with subcontractors.

1. Who counts as a subcontractor?

A subcontractor is an external stakeholder in your project. They aren't on your team, but they also work on your project and need to stay informed. For example, you could invite an electrician or an interior designer as a subcontractor. 

2. Who can invite a subcontractor?

The account Admin can invite a subcontractor to join, as well as any team member who has the "Manage Subcontractors and Suppliers" permission enabled within Administrative Permissions.

3. Does the subcontractor need a Houzz Pro account before I invite them?

No, subcontractors do not need to sign up for a Houzz Pro account. They will be able to view and update their subcontractor dashboard for any project(s) they have been invited to without logging in. However, once they receive your invitation, they can easily sign up for Houzz Pro (using the free subcontractor version at no cost), to access extra features on their dashboard, such as creating Daily Logs.

If the subcontractor is already on Houzz Pro, they can use that account to accept your invitation and easily switch between teams/projects in their account.

4. How can I resend an invite to a subcontractor?

In the event that a subcontractor can't find the original invite you sent, you have the option to resend it. To resend an invitation, go to the project overview page. From there, click Subcontractors tab in the right side, then Preview Subcontractor Dashboard. In the preview, use the dropdown in the top right to select the relevant subcontractor, then click the Resend Invite button that appears next to the dropdown. A new invite will be sent.

5. Does adding a subcontractor add them to join just a specific project or all my projects?

Even when you add a subcontractor within your general settings, you will still need to give them access to each individual project. You can give access to specific projects when you edit the subcontractor's information (more details above).

6. Can subcontractors edit anything in the account, or they can only view?

In addition to viewing what you give them access to, subcontractors can take various actions depending on their sign-in status, such as upload/download photos, mark tasks as done, and add notes. Here are the actions subcontractors can take when signed out versus signed in:

Signed out:

• Photos: view, download, and upload photos
• Tasks: view, add notes, add photos, mark as done
• Schedule: view assigned schedule items and mark as done, view full schedule
• Daily logs: view daily logs
• Contracts: view contracts
• Purchase Orders: view purchase orders

Signed in:

• Photos: view, download, and upload photos
• Tasks: view, add notes, add photos, mark as done, and create tasks
• Schedule: view assigned schedule items and mark as done, view full schedule
• Daily logs: view and create daily logs
• Contracts: view contracts
• Purchase Orders: view purchase orders

7. Can I set different permissions for different subcontractors?

Yes! Access to certain features can be set individually for each subcontractor, including Files, Daily Logs and Schedule. See the Subcontractor Permissions section above for more details.

8. Is there a limit to the number of subcontractors I can invite?

There is no limit to the number of subcontractors you can invite.

9. How do I revoke a subcontractor's access to a specific project but keep them invited to other projects?

To remove a subcontractor from a specific project, go to the project overview page. From there, click the Subcontractors tab in the right side. Find the relevant subcontractor, click the three dots next to their name and select Remove. You can also remove them from a project in your Subcontractors section, found under the Company menu. Click to edit the relevant subcontractor, scroll down to the Projects section, and uncheck the box to the left of the project you would like to revoke access to. Access to other projects will stay the same unless adjusted.

10. How do I completely remove a subcontractor I previously invited?

To completely remove a subcontractor you previously invited, go to the Company icon in your left navigation. From there, click Subcontractors in the left menu. Find the relevant subcontractor, and click Edit. In edit mode, scroll down to the bottom and select Remove Subcontractor.

11. How can I tell if a subcontractor has opened/viewed a project?

If a subcontractor has opened and viewed a project that you invited them to, you will see a green checkmark next to their name under the Subcontractors tab in the right panel on the project overview page. You can see the date they last viewed a project dashboard in the Preview Subcontractor Dashboard page.