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Manage Subcontractor Documents

Manage subcontractor compliance with confidence. This guide walks Company Hosts through requesting, reviewing, and approving documents in Breadcrumb, as well as how approved documents are shared with Procore when integrated.

 

What this means

  • Subcontractor documents are typically managed as Supplier Documents / Company Docs workflows.

  • Subcontractors upload via a link (no Procore login required), and your team reviews in Breadcrumb.

  • Once approved, documents can sync into Procore Documents automatically (depending on setup).

When you’ll use this

  • Before a subcontractor mobilizes, collect required safety and compliance docs

  • During preconstruction/project setup to standardize document collection and review

  • When you need to see what’s missing, pending review, rejected, or approved across a project



Key Considerations

Make sure the right subcontractors are in Breadcrumb for the project

If you’re using Procore:

  • Add the subcontractor in Procore Company Directory (ensure required identifier fields are populated)
  • Add the subcontractor to the Procore Project Directory (so they appear on the project)
  • Wait for sync to bring the subcontractor into Breadcrumb (or run a manual refresh if needed)

Invite subcontractors to upload their documents

In Breadcrumb (project/site level):

  1. Open the site/project
  2. Go to the Companies tab (this is where you manage subcontractors on that site)
  3. Select the subcontractor and send an invite
  4. Confirm recipient email(s) for that specific project before sending

What the subcontractor experiences:

  • They receive an email with a link
  • They open the link and upload files to the required document tiles
  • They submit without needing a Breadcrumb or Procore account

Track submission and status at a glance

In Companies:

  • Use the status icons/colors to see:
  • Not submitted
  • Submitted and pending review
  • Approved
  • Rejected / revision requested

Review, approve, or reject submitted documents

In the Approvals area (site/project level):

  1. Open the pending document
  2. Review the PDF and any configured checklist
  3. Add comments (especially if rejecting or requesting revisions)
  4. Approve or reject

What happens next:

  • If rejected, the subcontractor receives an email with a link to re-upload (and may receive your comments depending on configuration)
  • If approved, the subcontractor receives an approval confirmation email

Confirm Procore sync behavior (if the customer uses Procore)

Once approved:

  • Documents can sync into Procore Documents automatically
  • Files are typically organized under a Breadcrumb parent folder, then subcontractor-specific folders, then document type

Keep documents clean over time (expiry, replacement, revisions)

  • If a document kind uses expiry dates, expired documents will be inactivated automatically.
  • If a document needs updates, the subcontractor can re-upload, and it will re-enter the review/approval workflow based on your configuration.

 

Common Issues

A subcontractor is missing from the Companies list

What to check:

  • They exist in Procore Company Directory and Project Directory (if using Procore)
  • Required identifier fields are populated (commonly license/EIN-style identifiers, depending on region and setup)

What to do:

  • Fix required fields in Procore, confirm they’re added to the project directory, then wait for sync or run a manual refresh

A subcontractor says they can’t upload

What to check:

  • Invite email went to the right recipient(s)
  • The link hasn’t been blocked/forwarded incorrectly

What to do:

  • Re-send the invite and confirm the correct email(s) are set at the project level

Approvals are backing up

What to check:

  • Correct approver roles are assigned in the workflow configuration
  • The right hosts have those roles and have email notifications enabled

What to do:

  • Fix role assignment and notification settings so approvers are notified immediately when items are pending

Docs are approved in Breadcrumb, but not showing in Procore

What to check:

  • Procore integration is active and authorized
  • Export/sync settings include documents
  • The customer is comfortable with the default Procore folder structure used by Breadcrumb

What to do:

  • Confirm integration configuration and allow time for sync, then re-check in Procore Documents

 

Why this matters

  • Prevents day-one site delays by collecting and reviewing documents earlier
  • Creates a consistent, auditable approval process (instead of scattered email chains)
  • Reduces admin time by automatically filing approved documents into Procore (depending on setup)

 

Need help?

Contact your foreman or GC site team to confirm which document types are required on this project and who should approve them, then ensure those approvers have the right roles and notification settings enabled.