Adding and editing subcontractors

In this article

• Adding a subcontractors  in Chalkstring

• Editing a subcontractor
• Archiving a subcontractor
• Deleting a subcontractor
• Exporting subcontractors

Adding subcontractors in Chalkstring

You will need to add your subcontracted labourers records into Chalkstring for both quotes and payment.

To set up a subcontractor you will need to have the necessary permissions. If you don't see the options in the steps below but believe you should have these permissions, please speak to your system administrator or contact our support team.

Steps to add a new subcontractor

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Subcontractor' button in the menu bar at the top of the screen.
3. Click the '+ New subcontractor' button in the top right of the screen.
4. This will open a form with the following fields:

1. 1. Full name (required) - enter the full name of the subcontractor.
   2. Subcontractor type - select the type of subcontractor; Limited company, Partnership, Sole trader.
   3. Regions - select the region(s) the subcontractor covers.
   4. UTR (required) - enter the unique tax reference number for the subcontractor.
   5. Company registration number  (required) - enter the company registration number for the subcontractor.
   6. Trades - select the trades this subcontractor covers.
   7. CIS Status - select the CIS tax status applicable for this subcontractor
   8. VAT rate on applications - select the vat rate applicable for this subcontractor to apply to their applications for payment.
   9. Account reference - enter the reference number for the subcontractor which corresponds with your 3rd party accounts software.
   10. Retention percentage - If a retention is applicable t this subcontractor against their applications for payment, enter the percentage value.

Insurance

1. Insurance number - enter the insurance number for the subcontractor.
2. Insurance expiry - enter the expiry date for this subcontractors insurance.

VAT

1. VAT number - enter the VAT number or this subcontractor

Documents

Registered address

1. Address - enter the registered address details for this subcontractor

Correspondence address

1. Address - if the subcontractor has a different address for correspondence, enter the details

Email  address

1. Email address - enter the email address for the subcontractor
2. Description - enter a description for the email address e.g. 'Business address'

Telephone numbers

1. Telephone numbers - enter the telephone number for the subcontractor
2. Description - enter the description for the telephone number e.g. 'Home number'

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Editing subcontractors

If a subcontractor record needs to be updated you can use the edit option.

Steps to edit a subcontractor

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Subcontractor' button in the menu bar at the top of the screen.
3.  Use the filters to search for  the subcontractor that needs to be updated. Once you have found it, click on it to open it.
4. Click the 'Edit' icon in the top right of the screen. If you aren't sure which icon, hover over them to see a tooltip.
5. Make the changes you wish to make then click 'Save subcontractor'.

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Archiving subcontractors

If you have records for subcontractors that you no longer use but have been used in the past, you can them. 

Steps to archive a subcontractor

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Subcontractor' button in the menu bar at the top of the screen.
3.  Use the filters to search for  the subcontractor that needs to be archived. Once you have found it, click on it to open it.
4. Click the 'Archive' icon in the top right of the screen and then click the 'Confirm archive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
5. This will leave the user record in the system so that you can see any records they were linked to but they will no longer appear in the main subcontractor list.

Steps to unarchive a subcontractor

If for some reason you need to reinstate an archived subcontractor you can do so with the following steps:

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Subcontractor' button in the menu bar at the top of the screen.
3. At the bottom of the screen tick the box for 'Include archived'.
4.  Use the filters to search for  the subcontractor that needs to be unarchived. Once you have found it, click on it to open it.
5. Click the 'Unarchive' icon in the top right of the screen and then click the 'Confirm unarchive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
6. This will reinstate the subcontractor record in the system. 

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Deleting subcontractors

If you have subcontractor records that were created in error then you can delete them using the following steps:

Steps to delete a subcontractor

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Subcontractor' button in the menu bar at the top of the screen.
3.  Use the filters to search for the subcontractor that needs to be deleted. Once you have found it, click on it to open it.
4. Click the 'Delete' icon in the top right of the screen and then if you are sure you want to delete the record permanently, click the 'Confirm' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
5. This will permanently remove the subcontractor record from the system.

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Exporting subcontractors

1. From the black menu click the 'Contacts' icon.
2. Click on the 'Subcontractor' button in the menu bar at the top of the screen.

3.  Click the ‘Export subcontractors’ button in the top right of the screen.

4. A document which contains the subcontractor information will download in your internet browser.

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