Vendors · Bids & compliance
Bid it out. Stay covered the whole way.
Build a vendor list, push bids straight from a project to the subs you trust, and keep insurance and workers' comp expirations on a leash. No more chasing PDFs the day before a job.
14-day trial · No credit card · Onboard your subs in under an hoursorted by compliance status
Acme Ductworks
Sheet metal
Aug 14, 2026
Mar 02, 2027
Palmetto Electric Co.
Electrical sub
Jun 02, 2026
Nov 18, 2026
Ridge Roofing LLC
Roofing
Apr 28, 2026
Jan 10, 2026
1 vendor expires in 23 days · 1 already lapsed
Project · Duct refresh — Palmetto Park Rd
Acme Ductworks
COI active
submitted 2 days ago
Bid amount
$4,820.00
"Includes labor, sheet metal, and disposal. 3-day turnaround once we're on site."
sorted by compliance status
Acme Ductworks
Sheet metal
Aug 14, 2026
Mar 02, 2027
Palmetto Electric Co.
Electrical sub
Jun 02, 2026
Nov 18, 2026
Ridge Roofing LLC
Roofing
Apr 28, 2026
Jan 10, 2026
1 vendor expires in 23 days · 1 already lapsed
Project · Duct refresh — Palmetto Park Rd
Acme Ductworks
COI active
submitted 2 days ago
Bid amount
$4,820.00
"Includes labor, sheet metal, and disposal. 3-day turnaround once we're on site."
The four building blocks
Run subs like they're part of the team
Same level of structure you give your in-house crew — applied to the contractors who show up next to them.
A real vendor list
Every sub, supplier, and 1099 you work with — phone, email, trade, and notes — in one searchable list instead of a contacts app and three group chats.
Insurance & WC tracking
Upload each vendor's COI and workers' comp PDFs. ServTrackr reads the expiration date and flags it before the job runs.
Bids inside the project
Spin up a bid right from the project. Pick the scope, invite the vendors, send. Responses land back in the same place.
Award in one tap
Compare submitted prices side-by-side. Award the winner and the bid converts into a vendor line on the project.
Compliance docs
Insurance and workers' comp, tracked to the day
Every vendor profile holds their certificate of insurance and workers' comp filings. Set the expiration once. ServTrackr does the chasing.
Acme Ductworks · Documents
Certificate of Insurance
acme-coi-2026.pdf · expires Aug 14, 2026
Workers' Comp
acme-wc-2027.pdf · expires Mar 02, 2027
W-9
acme-w9.pdf · expires —
What you stop worrying about
60 / 30 / 7 day reminders
Auto-emails to the vendor and a notification to your office before the COI runs out.
Block the work, not the day
Lapsed vendors get flagged before they're added to a job — not after they've already shown up.
One source of truth
Every PDF, every expiration, every renewal lives on the vendor profile. No hunting through email threads.
Pull it for a customer in seconds
Property manager wants proof of insurance? Send the active COI from the vendor profile in one tap.
Bidding · extra feature
Send a bid out without leaving the project
Bids are an add-on built directly into Projects. Define the scope, pick the vendors, send. Responses come back in the same place — no email ping-pong, no missed numbers.
Bid pipeline · this month
1. Drafted
2
2. Sent
5
3. Submitted
3
4. Awarded
7
5. Declined
1
01
Scope the bid
Inside the project, hit New Bid. Drop in the line items or upload a spec PDF — whatever the subs need to price the work.
02
Invite vendors
Pick from your vendor list. Filter by trade, by zip, by who's actually compliant. ServTrackr emails them a private link.
03
Compare & award
Submitted prices line up next to each other. Award the winner — that price flows back into the project as a vendor cost.
Awarded bids become project line items automatically. The vendor cost lands on the project's financials and shows up on the invoice as a sub cost — no double-entry, no spreadsheet reconciliation.
The full workflow
From sub onboarding to job-day verification
Step 01
Add the vendor
Name, trade, contact, payment terms. Upload their W-9, COI, and WC right on the profile.
Step 02
Set expirations
Type the COI and WC expiration dates once. ServTrackr handles the reminders from there.
Step 03
Open a project
Hit New Bid inside the project, drop in the scope, and pick which vendors get invited.
Step 04
Vendors respond
Each invited sub gets a private link. They submit their price, notes, and timeline.
Step 05
Award the work
Compare the bids side-by-side. One tap awards it and turns the bid into a project cost.
Step 06
Stay covered
Job day, ServTrackr verifies the awarded vendor's COI is still active before the work goes live.
And then some
More than a contact list
Filter by trade & territory
Pull up every electrical sub within 25 miles of the job in two clicks.
Vendor performance log
Every awarded bid, every completed job, every COI lapse — kept on the vendor's record.
Office-wide alerts
Compliance reminders go to whoever runs your sub program — not just one inbox.
Branded vendor invites
Bid invitations go out under your company name, not a generic third-party portal.
Unlimited document slots
COI, WC, W-9, business license, drug test — store whatever your customers ask you to prove.
Multi-round bidding
Re-open a bid for round two if the first prices come in too high.
“We almost let a roofer on a property manager job with an expired COI last spring. Would have killed the relationship. Now ServTrackr won't even let me assign him until the new certificate is uploaded.”
Marcus T. · GC, Coastal Build Group · 11 active subs
Pairs with
Vendors plug into everything else
Subs aren't a side system. They live in the same tool your projects, dispatch, and invoices already run on.
Projects
Bids open from inside a project — awarded prices flow into project costs.
Estimates
Use a vendor bid to back-fill a sub line on the customer estimate.
Dispatch
Vendors get scheduled to events the same way in-house techs do.
Invoices
Awarded vendor amounts show up on the customer invoice as a sub cost.
Reports
See win rate and average bid spread per vendor over time.
Team
Decide which roles can invite vendors, award bids, or upload documents.
Mobile app
Pull up a vendor's COI from the truck if a customer asks for proof.
Notifications
Compliance reminders go to vendors and the office on the same schedule.
Vendor questions
Bids, compliance documents, permissions, and how vendor data flows through ServTrackr.
Bidding is an extra feature on top of the core Projects module. Vendor list and compliance tracking are included; the bid-out workflow is a paid add-on you can flip on per-account.
Yes. Add an email on the fly and they'll be invited as a guest vendor. If they submit a bid you can promote them to a full vendor record with one click.
COI (general liability), workers' comp, and any custom document type you add — business license, drug test, OSHA cert, whatever. Each gets its own expiration field and reminder cadence.
60, 30, and 7 days before expiration by default. The vendor gets an email; your office gets a notification. You can edit the cadence per document type.
Yes. The reminder email links them to a private upload page so the new PDF lands directly on their profile — no email forwarding.
Yes. The awarded amount becomes a sub-cost line on the project. It rolls into project totals and shows on the customer invoice as a vendor charge.
Yes. Permissions on the vendor and bid features are role-based — admins, project managers, and dispatchers can each get a different scope.
Re-open the bid for round two with a note to the invited vendors. Or award none and leave it as a draft to revisit later.
Get every sub on a leash. (The good kind.)
Onboard your vendors, send your first bid, and let ServTrackr watch the expiration dates so you don't have to.
ServTrackr
Your business, in your pocket.
Download the ServTrackr mobile app to manage jobs, track teams, and get more done on the move.
