Onboard a Subcontractor Company

Here is an overview of how the entire process process works for collecting subcontractor safety documents with Breadcrumb:

How It Works

• Once the company exists on the site in Breadcrumb, you send an invite so the subcontractor can upload documents through a link (no login required).

• Your team reviews and accepts/rejects submissions in Breadcrumb (documents sync Procore or Autodesk Forma depending on configuration).
  
  

When you’ll use this

• When awarding a subcontractor and collecting pre-mobilization documents
  
  

Step-by-step

Step 1: Confirm you’re onboarding via Procore sync or manually

• 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)

• The company should appear in Breadcrumb’s supplier/company directory after sync.

• 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

• Navigate to the Site > Companies > Send Invite Link

• Confirm the email address is correct and revise as needed

Subcontractor experience:

• They receive an email with a link

• They open the link and upload the required documents (no 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 

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?

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.