--- title: How to Add a New Subcontractor or Vendor in Buildern description: Buildern allows you to easily manage your subcontractors and vendors (subs/vendors) directly within your account. In this article, you will learn how to add a new subcontractor or vendor and what information you can manage. --- [Skip to content](https://help.buildern.com/en/articles/13773894-how-to-add-a-new-subcontractor-or-vendor-in-buildern#main-content) ![logo\_icon\_text](https://help.buildern.com/hubfs/Buildern%20logo.svg) - [My Account](https://app.buildern.com/signin) Open main navigation Close main navigation - [My Account](https://app.buildern.com/signin) - [Get Started Free](https://app.buildern.com/signup) [Get Started Free](https://app.buildern.com/signup) Welcome to Buildern Help Center! - There are no suggestions because the search field is empty. 1. [Buildern Help Center](https://help.buildern.com/en/articles?hsLang=en-gb) 2. [Subcontractors & Vendors](https://help.buildern.com/en/articles/subcontractors-vendors?hsLang=en-gb) # How to Add a New Subcontractor or Vendor in Buildern ### How to Add a New Subcontractor or Vendor in Buildern Buildern allows you to easily manage your subcontractors and vendors (subs/vendors) directly within your account. In this article, you will learn how to add a new subcontractor or vendor and what information you can manage. June 24, 2026 ### **Access the Subcontractors/Vendors Section** To add or manage your subcontractors/vendors: 1. Open Buildern 2. Click the **People icon** in the top-right corner 3. Select **Sub/Vendors** from the dropdown [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/caccef7c-6542-4267-a9a6-610628c1995f.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2422504887/7a8c431d0c8c1bd3df5b66efa429/caccef7c-6542-4267-a9a6-610628c1995f?expires=1792671300&signature=ab12a3bf546aa4a9ecc52df17df837fa36878ad673d90c15a4a5392c92df4822&req=diQlFMx%2BmYlXXvMW1HO4zTayi3hPoXUKDGV7HJz8iQzgPS5xTR80Kc1yn57G%0AhSReVIuWpmDA95gIiz4%3D%0A) ### **Create a New Sub/Vendor** Once you navigate to the Sub/Vendors section, Buildern provides several ways to add subcontractors and vendors to your workflow. In this section, we’ll focus on how to add sub/vendors manually. Click **Add sub/vendor** [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/f85503b8-f04e-4938-8845-5c33c18b91a4.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2422504884/3d8aee2f3c50ad3203c015d9767f/f85503b8-f04e-4938-8845-5c33c18b91a4?expires=1792671300&signature=a8732f8feb900a22059835b7a71b523b11fa2235543158d82a67d04a43e037c1&req=diQlFMx%2BmYlXXfMW1HO4zcHB6XPPtywOAWguCL0WIFnMWN7AyT4uXj%2BZVKqQ%0AaC2i%2BVup7PQ3ltzGIEs%3D%0A) The page opens a detailed form where you can define not only basic contact information, but also financial, communication, and workflow-related settings. [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/Screenshot+2026-06-15+at+21_06_08.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2478392203/2ef2d0958efee3b1ec78c9af648e/Screenshot+2026-06-15+at+21_06_08.png?expires=1792671300&signature=16e92bbf110f19544c5a295e071ad088fb32741c17e9eb117bd828b7fd462ee9&req=diQgHsp3n4NfWvMW1HO4zbRBL0DKGTpA7Rw0FdxJE3yJ%2BgRTWG6HFQY%2B5yPg%0AqNIzZsGf35VuAa2aKpM%3D%0A) When creating a new subcontractor/vendor, complete the following sections: **1. General Information -** Start with the core details: - **Company name**\* – Required - **Business number** – Company registration number - **Address** – Business or job site location [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/49f24c22-450a-4e47-bce3-cf431ef13b19.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2422504888/30542c97e84f1bf053e0db00c072/49f24c22-450a-4e47-bce3-cf431ef13b19?expires=1792671300&signature=e2f3423df514238565cd279379a9a3e464120f119d7023121b15213647355cbe&req=diQlFMx%2BmYlXUfMW1HO4zbT2kojR%2Fo5MRKimTxKge6HdAQaSM8sIgIb6Zmvt%0ANgZeHWESeUvYDs44FIg%3D%0A) **2. Financial & Project Defaults -** These fields help standardize how the sub/vendor is used across your projects: - **Default cost code** – Automatically applies when using this vendor in estimates or costs - **Payment term** – Defines payment conditions - **BIN** – Business Identification Number (if applicable) [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/99b070c9-09a2-4af2-b68b-1d2e3f43298f.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2422504886/f5a9acc86a735ddd58eff2daba95/99b070c9-09a2-4af2-b68b-1d2e3f43298f?expires=1792671300&signature=4c67dfcc44e14bd1967db426c46a39fc04331aaf29299960ff820c16a8ef437e&req=diQlFMx%2BmYlXX%2FMW1HO4zX6v86XEpULBESIQam7zU7e9KPlIIYl4ntMlXQE8%0ATC5Nsu%2BMTWV85e23U4w%3D%0A) **3. Tax Configuration** - Before adding contact information, you can define how taxes should be applied to transactions associated with this subcontractor/vendor. [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/Screenshot+2026-06-15+at+21_22_24.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2478433296/d68b90073f6ba551f40cef49bca8/Screenshot+2026-06-15+at+21_22_24.png?expires=1792671300&signature=a5606363ceab751df077897b2c4654069346553cd6cdc625ab52f9c7d04d0d4a&req=diQgHs19noNWX%2FMW1HO4zSljMMHOrfLdCuWZAMWYMZnzMQEqIi7zASDmZLH9%0AH9H7dqFe5tWab0SiQ0E%3D%0A) Available options include: - **Inclusive** – Tax is included in the entered amount. Buildern will calculate and separate the tax portion automatically. - **Exclusive** – Tax is added on top of the entered amount and calculated separately. - **No Tax** – No tax will be applied to transactions for this subcontractor/vendor. If you select **Inclusive** or **Exclusive**, you can also choose the applicable **Tax Rate** from the Tax dropdown field. **4. Contact Information -** Each sub/vendor can have one or multiple contacts. For the main contact, enter: - **Person name**\* – Required - **Email** – Used for communication and notifications - **Mobile number** – Optional   [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/30c5754e-0969-49c3-b568-af655bab8ca7.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2422504883/eef54f186909e0d6454a78dc7d1b/30c5754e-0969-49c3-b568-af655bab8ca7?expires=1792671300&signature=b585d4489d20fbe937e2fa7967377b15121658344c7ff4315e3edf26397ccb41&req=diQlFMx%2BmYlXWvMW1HO4ze4cNl9UDbzhlU4SChdW8DJyMSHV86VA1WmhMlhD%0AH6MmhMf5rkv4VM%2FhLaA%3D%0A) ***ℹ️ Note*** *- You can also click **+ Add Contact** to include more contacts, or remove them by clicking the **Remove Contact** button.* [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/7030baf6-774f-41e3-bd0e-9ce2574dfb38.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2422504896/2ec3d99ee7f0de8fb72cecf312e0/7030baf6-774f-41e3-bd0e-9ce2574dfb38?expires=1792671300&signature=173a601e18f3b6b4b4e27efaf990c1c60e983f551a0e15ec38153c3c15a5ea49&req=diQlFMx%2BmYlWX%2FMW1HO4zdM3%2BQWnqxr1NiEhHTnwGEhx12ZP8E5EyDZVbC8X%0A6qW4QayIBAUCXvxjCr8%3D%0A) **5. Notifications & Communication -** The **Notify for** section allows you to control what this subcontractor/vendor will be notified about. You can select specific workflows such as: - Purchase Orders - Bills - Bid Requests - Schedule - To-Dos - RFIs - Submittals - Proposals - Change Orders - Timesheets - Client Invoices - Daily Logs - Files [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/59feb5ac-ab30-4fbf-818a-bf5b3bc4e08e.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2422504898/b63f1883f3900b47bc0ae14964aa/59feb5ac-ab30-4fbf-818a-bf5b3bc4e08e?expires=1792671300&signature=921845ee94d1c31eed5dae058c1beeff5feb9314d5ef677484fc27965921cdf3&req=diQlFMx%2BmYlWUfMW1HO4zQ9TzrMEBMWNwhoS9kuV6oQ7SgAqohFHZyihWj5%2F%0AzR79Oyhxgk3Pt9oH7l0%3D%0A) **6. Grant access to portal** – Enable this option to allow the subcontractor/vendor to access Buildern and collaborate directly. Once enabled, additional fields will appear: - **Role**\* – Defines the user’s permissions (default: *Sub/Vendor*) - **Add to the project** – Select one or multiple projects the sub/vendor should have access to ***ℹ️ Note*** *- Adding a subcontractor/vendor to Buildern does not require them to log in. Subs/vendors can review, approve, reject, sign, and comment on items such as Bid Requests, Purchase Orders, Subcontracts, and other documents directly through email links and secure pop-up web views.* *If full collaboration access is needed, you can enable **Grant access to portal** and invite them to Buildern. Inviting subcontractors/vendors is free up to your plan’s included user limit. Additional charges may apply if the limit is exceeded.* [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/84bb5a8a-ad01-432b-957c-5a8c875a7a80.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2422504900/b539d0c17edb0a381b28e5a836c4/84bb5a8a-ad01-432b-957c-5a8c875a7a80?expires=1792671300&signature=071fb3f4de68fc8d3582bc918ce1f74bb6ef0e0221c667ec0e785d7c7745f611&req=diQlFMx%2BmYhfWfMW1HO4zefzEKxfyspmRRXOq%2BvzFZyx3JGvxEnXvG%2Bln8EF%0AT%2BM9rukmPQ7sPN%2FcFAQ%3D%0A) After completing this section: - Click **Send Invitation** to invite the sub/vendor to the platform - They will receive an email with instructions to access Buildern [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/58c5715c-af15-4b55-8158-474ce71ab03c.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2422504901/aeb1c3fd85b11a6ecd096444981e/58c5715c-af15-4b55-8158-474ce71ab03c?expires=1792671300&signature=6f333d479fa0791f1c77a2e7278a976c5b210c6eef357fc6c44e8742833a9324&req=diQlFMx%2BmYhfWPMW1HO4zbK5qigtlZ74dMjEpzvIfXKmd3udMQu3OS0VlpfS%0AcW9EX4OM3WNLQot9C7Y%3D%0A) *ℹ️ **Note -** Inviting subcontractors/vendors is free up to your plan’s included user limit. If the number of invited users exceeds the free limit, additional charges may apply.* **7. Labels** – Categorize subcontractors/vendors for easier filtering and organization [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/ec0777b1-0321-42f8-80e8-c9fd3d4b22e5.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2422504899/a3a3ad6b5e633d88a7102b860741/ec0777b1-0321-42f8-80e8-c9fd3d4b22e5?expires=1792671300&signature=16aef80e2b8aa6ec2c63492002ad8b2c2bce512bffc6dce3b9ca0b3c869df05a&req=diQlFMx%2BmYlWUPMW1HO4zcRR5VLSaThTwVSF9bg420gr6DNyKhIv6%2Fxn%2FDfd%0A6208bt50SwNVMk8r2Oc%3D%0A) ***💡 Tip -*** *Use labels to group subcontractors/vendors by trade, location, or project type for easier filtering later.* **8. Notes -** Use the **Notes** section to store internal information such as: - Agreements - Special conditions - Communication history [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/594cafc9-d476-431f-b222-fff3afeed3b6.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2422504895/3e571d7e151eb63b3d715ab15f71/594cafc9-d476-431f-b222-fff3afeed3b6?expires=1792671300&signature=5cf2c730a1748ded1ea965b8bf7a83b6f1956418659a4be3c14d3c3cbca8d00e&req=diQlFMx%2BmYlWXPMW1HO4zcX1yjco1XzgCqiRupPQhk%2BaD99ppsXZ%2Btr3Scrk%0AtrPInSxSAPIK%2BZvz%2B%2FQ%3D%0A) ***ℹ️ Note*** *- Notes are internal only and are not visible to the subcontractor/vendor.* Buildern also supports importing subcontractors/vendors in bulk, which is useful when migrating from another system or adding multiple contacts at once. *👉 Learn more about [How to Import Subcontractors & Vendors From Excel Files in Buildern](https://help.buildern.com/en/articles/15223374-how-to-import-subcontractors-vendors-from-excel-files-in-buildern?hsLang=en-gb)* ### **Save the Sub/Vendor** Once you’ve filled in all the necessary details and configured how the subcontractor/vendor will be used, you’re ready to complete the process. Click **Save** That’s it - your subcontractor/vendor is now added to your account and ready to be used across your workflow. 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