Subcontractor Portal
The subcontractor portal is a lightweight, mobile-friendly web app that allows subcontractors to upload and manage their compliance documents without creating a TrueGrade account.
How Subcontractors Access the Portal
Each subcontractor receives a unique magic link via email when you add them to a project. The link is valid for 30 days and can be resent from Compliance → Subcontractors → [Subcontractor] → Resend Invite.
Magic links are tied to the subcontractor’s email address. If they need to change the contact email, an admin must update it in TrueGrade — a new link is issued automatically.
What Subcontractors See
When a subcontractor opens their portal link, they see:
- A list of required and optional documents for the project
- Status badges (Submitted, Verified, Rejected, Expired, Missing) for each document
- Upload buttons for each document type
- Rejection reasons when a document was returned
Uploading Documents
Select the document type
The portal displays each required document type (COI, W-9, license, etc.) as a labeled upload card.
Upload the file
Accepted formats: PDF, JPEG, PNG. Maximum file size: 25 MB per document.
Enter expiration date (if applicable)
For insurance certificates and licenses, the portal prompts for the expiration date. This is cross-referenced against any AI-extracted date if document parsing is enabled.
Submit
Documents are immediately visible to your team for review. The subcontractor sees a “Submitted — Pending Review” status.
Portal Branding
The portal displays your organization name and logo (configured under Administration → Organization Settings → Logo). This reassures subcontractors they’re submitting to the correct general contractor.
Notification Emails to Subcontractors
TrueGrade sends automated emails to subcontractors in the following situations:
| Trigger | Email Sent |
|---|---|
| Added to project | Initial magic-link invitation |
| Document rejected | Rejection with reason and re-upload link |
| Document expiring | 30-day, 7-day, and day-of expiration warnings |
| Document expired | Expiration notice with re-upload link |
Email delivery requires a configured email provider in Administration → Integrations → Email Providers. See Email Providers.