GuideTeam and contractors

Keep your contractors and contacts

One list for contractors, suppliers, agents, and lenders, with trades, insurance dates, and W-9s.

Where it is: Contacts (in the sidebar, or the bottom tab on a phone)
Who can use it: Owners and admins

Contacts are the people you hire and buy from. A contact can be assigned tasks, picked as the vendor on an expense, asked for a price, and, if they're a contractor, given a login.

Add a contact

Step 1: Open Contacts and choose Add contact.
Step 2: Fill in the name (only Last Name is required), Phone, and Email.
Step 3: Pick the Type: Contractor, Supplier, Agent, Lender, or Other.
Step 4: Tick their Trades, and add Company, License number, and License state if you have them.
Step 5: Set General liability expires and Workers' comp expires from their certificate, or tick Exempt from workers' comp.
Step 6: Set W-9 received to the day you got it, and choose Save.

Example

Name	Trades	Insurance
Tom SayersPreferredSayers Electric · Contractor	Electrical	Mar 4, 2027
Priya NairNair Flooring · Contractor	Flooring, Tile	Expiring · Oct 22 · 12d
Lowe’sSupplier	—	—

Three contacts. One contractor's insurance runs out in 12 days.

TipSet Status to Preferred for the people you call first, and Do not use for the ones you won't hire again. Both show as a tag beside the name.

Insurance dates

The Insurance column shows whichever policy runs out first. It turns to Expiring when fewer than 30 days are left and Expired after the date.

Expiring insurance at the top of the list filters to everyone who is expiring or expired.
Assigning a task to someone whose insurance is expired or expiring asks “Assign anyway?” first.
The house home page warns when someone scheduled on site today has a problem.

Heads upThe app doesn't email you when a policy is about to run out. Check Expiring insurance when you plan the week.

W-9s

W-9 received stores the date only. Keep the form itself with your records; the app never stores a taxpayer ID. The date shows as On file on the 1099 worksheet. You'll find it under Edit on the contact.

Import your contacts

Step 1: Export your contacts from your phone, Google, or Outlook as a CSV, or save a spreadsheet as CSV.
Step 2: On Contacts, choose Import contacts and pick the CSV file.
Step 3: Check the preview. Each row says Will add or why it's skipped.
Step 4: Choose the Add contacts button.

The import reads the name, company, email, phone, and trade columns by their headings, so the column order doesn't matter. “Plumber” is matched to Plumbing and “Electrician” to Electrical. Anyone you already have is skipped. A file can hold up to 500 contacts.

Licenses, insurance dates, and W-9s aren't imported. Add those by editing the contact.

Find someone

Search looks at names, companies, and emails. Filter narrows by Trade, Status, and Type. On a phone, tap a phone number to call.

Can’t find it, or something here is wrong? Email [email protected]. A founder reads every message.