Onboard a Subcontractor Company
Onboard a subcontractor company so they can upload required documents for your project. If your project is connected to Procore, approved documents may also sync automatically. In most US setups, onboarding involves adding the subcontractor company to your company directory, adding them to the relevant project, and sending a Company Docs invitation so they can upload their documents.
What this means
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If you use Procore, the subcontractor company should be created/maintained in Procore, then synced into Breadcrumb.
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Once the company exists on the site in Breadcrumb, you send an invite so the subcontractor can upload documents through a link (no Procore login required).
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Your team reviews and accepts/rejects submissions in Breadcrumb (and approved docs can sync into Procore depending on configuration).
When you’ll use this
- When awarding a subcontractor and collecting pre-mobilization documents
- When a new subcontractor appears mid-project and needs to be added quickly
- When a subcontractor can’t see the upload link or is missing from the project
Step-by-step
Step 1: Confirm you’re onboarding via Procore sync or manually
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Most US customers use Procore sync. Start there if the integration is active.
Step 2: Add the subcontractor company in Procore (recommended path)
Step 3: Add the company to the Procore Project Directory (so it’s project-specific)
Step 4: Wait for the company to sync into Breadcrumb (or force a refresh if needed)
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The company should appear in Breadcrumb’s supplier/company directory after sync.
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If it’s urgent and you have access, use the manual Procore refresh process your team uses.
Step 5: Check if the subcontractor has been added to the site/project in Breadcrumb
Subcontractor experience:
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They receive an email with a link
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They open the link and upload the required documents (no Breadcrumb or Procore login needed)
Review and accept/reject documents
Common Issues
Company exists in Procore but not in Breadcrumb
What to check:
- License Number is filled out and unique
- Company is added to the Procore Project Directory
What to do:
- Fix required fields in Procore, add to project directory, then wait for sync or run a manual refresh
Invite button works but subcontractor says they didn’t get the email
What to check:
- Recipient email is correct at the project level (may need to be updated from what Procore shows)
What to do:
- Re-send the invite and confirm the correct email(s)
Documents submitted but no one is reviewing them
What to check:
- Approval workflow roles are set
- Approvers have the required role and have email notifications enabled
What to do:
- Assign approver roles correctly and confirm notification settings
Why this matters
- Getting the subcontractor into Procore correctly prevents duplicate data and missing companies later.
- Sending the invite early (at award, not right before mobilization) reduces site delays.
- A structured approval workflow creates a clear audit trail and reduces manual admin.
Need help?
Contact your foreman or GC site team to confirm the correct subcontractor contact for invites and who on your team owns approvals, then make sure those roles and notification settings are configured before sending the first invite.