How to sub out a project with ScopeMark
Describe the job and ScopeMark drafts the scope. Show it only to subcontractors you invite, compare their bids like for like, award the work and track it by milestones with photo proof until the invoice.
The short version
Subbing out usually means emails, spreadsheets and photos in text messages. ScopeMark puts the whole thing in one thread: a clear scope, only the subcontractors you trust, bids you can compare fairly, proof for every milestone and an invoice at the end.
How it works, step by step
- 1
Describe the job
Type a sentence or answer a few guided questions. ScopeMark drafts the scope: deliverables, exclusions (so nothing is assumed), milestones and acceptance criteria. You edit every line. If the job came from an RFP, the trade package is already written.
- 2
Choose who can see it
Your subcontractor roster is made of companies you invited and that accepted. You can put a job to the whole roster or only to the ones you pick, and star favourites. Nobody outside your invited list can see it, and there is no public job board.
- 3
Check the paperwork
Each service you hire for has its own document rules (insurance everywhere, WSIB in Ontario, CNESST in Quebec). ScopeMark checks that documents are authentic and current. You decide whether each one meets your bar for your sites.
- 4
Share answers and chase bids
Share clarifications (answered questions and addenda) with the subcontractors invited to the job. You can see who opened the job and who has bid, and send a reminder only when you press send. Reminders are limited to one a day and three in total per subcontractor.
- 5
Compare the bids like for like
Bid leveling puts every bid on one checklist (included, excluded, not stated). AI can suggest a status, but only with a quote from the bid's own notes. You add an allowance for each gap, and the leveled price and ranking update.
- 6
Award the work
Award the winning bid, or award directly to one subcontractor. The subcontractor assigns their own crew to the job.
- 7
Track the work by milestones
Milestones are progress checkpoints. The crew submits each one with photos and a GPS check-in. You confirm it, or open a quality dispute. Change orders add the cost and the days together. Risk level comes from rules, and AI explains it.
- 8
Confirm and invoice
Confirming a milestone automatically raises one invoice for it. You pay the subcontractor directly, outside ScopeMark, and record the payment. Your ERP can pull the invoices and report payment back through the API.
For subcontractors
- You are invited by a company you work with and you choose to accept. Until you accept, nothing is shared in either direction.
- You see only the companies that invited you, and only the jobs they put to you.
- You upload your insurance and WSIB or CNESST documents once. Companies decide whether they are acceptable for their sites.
- You bid, submit milestones with photos and see your invoices from the mobile app.
- You store your payout details so the buyer can pay you directly. ScopeMark does not move the money.
Why companies sub out with ScopeMark
- Clear scope first. Most disputes start with a vague scope. ScopeMark makes inclusions, exclusions and acceptance criteria explicit before anyone bids.
- Trusted network only. Invite-only visibility, with documents checked and your own approval on top.
- Fair bid comparison. Bids are leveled on one checklist, with gaps shown instead of hidden.
- Proof, not promises. Photos and GPS on each milestone, and a record of every clarification.
- Invoices without re-typing. One automatic invoice per confirmed milestone, ready for your ERP.
Questions people ask about subbing out
How do I sub out a project with ScopeMark?
Describe the job, or start from an RFP trade package. ScopeMark drafts the scope, you choose which of your invited subcontractors can see it, you collect bids and compare them like for like, you award the work, and you track it by milestones with photo proof until the final invoice.
How does ScopeMark verify subcontractors?
It checks that uploaded documents, such as insurance, WSIB or WCB clearance, CNESST and trade licences, are authentic and current. That is called ScopeMark Verified. Each company then decides whether a document meets its own bar for its own sites, which is called Company Approved. The two are kept separate on purpose.
Can I compare bids from different subcontractors fairly?
Yes. Bid leveling lays the bids side by side on one checklist (included, excluded, not stated) and lets the estimator add an allowance for each gap. AI can suggest a status, but only with a quote from the bid's own notes, and the estimator decides every cell.
What do subcontractors need to do?
Accept the invitation, upload their documents, bid, and submit milestones with photos from the mobile app. They see only the companies that invited them.
Does ScopeMark hold or move our money?
No. ScopeMark does not process payments between companies and subcontractors. The buyer pays directly, outside ScopeMark, and records the payment. ScopeMark's only revenue is its subscription.
Is ScopeMark a marketplace or a directory?
No. There is no open job board and no lead selling. A subcontractor sees a company's work only after that company invites them and they accept. ScopeMark sits inside the workflow instead of beside it.