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Sub & Vendor Portal: Invite Subs, Collect Bids, and Coordinate Projects

The Sub & Vendor Portal gives you one place to invite your subcontractors and vendors, share project files, collect bids, coordinate schedules, and track invoices, without adding paid seats for each sub.

Written by Handoff Support

📌 The Sub & Vendor Portal is available on the Scale plan only.

Setting Up Your Portal

  1. Open a project and navigate to Sub & Vendor Portal

  2. Prepare the portal: add documents, drawings, bid requests, or any files you want to share

  3. Invite subs or vendors by email or SMS

  4. They receive a magic link and see exactly what you have shared

What You Can Do

Invite Subs & Vendors

Send a magic link via email or SMS. Guests can access the portal instantly: no account creation or paid seat required.

Bid Management

  • Generate a scoped bid request directly from your estimate

  • Send it to one or more subs

  • Collect structured responses and compare them side-by-side

  • Get an AI recommendation, award the winner, and push the rates back to your estimate

Document Sharing

Share drawings, specs, schedules, or any project files with your subs or vendors. Files are securely accessible via the portal and can be downloaded by guests.

Daily Logs

Subs can post job site updates directly from their portal. All entries appear in your existing project log.

Invoices

Subs can upload invoice files to the portal. You kick off the budget import in one click from your end.

Time Tracking (optional)

Enable time tracking for your subs so they can clock in and out of jobs directly from the portal.

How Bids Work

  1. Open the portal → go to Bids

  2. Select estimate line items to generate a scoped bid request (AI drafts the scope based on your estimate)

  3. Review and send to your subs or vendors

  1. Subs submit their response through the portal

  2. You compare responses side-by-side, get an AI recommendation, and award the work

  3. The winning rates are applied back to your estimate

Frequently Asked Questions

  • Do my subs need to create a Handoff account?

    • No. They receive a magic link and access the portal directly.

  • Does adding subs cost extra?

    • Yes. You choose which documents, bids, and files to share with each sub or vendor.

  • Can I control what my subs or vendors see?

    • Yes. You choose which documents, bids, schedules, and files to share with each sub or vendor.

  • Can vendors message me through the portal?

    • Yes. There is in-portal messaging, either a general thread or per-object (per document, per bid, etc.).

Need help getting started? Reach out to our support team.

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