Your jobs and paperwork as a subcontractor

A business that hires you can give you a Crewtavo sign-in. With it, you see the visits they put you on, accept or decline their job offers, see what you’re owed, and send your W-9 and insurance from your phone. There’s no password and nothing to download.

Running the office? See Work with subcontractors to set a sub up.

Sign in the first time

The office texts or emails you a link. The text reads something like “here’s your link to sign in and see your jobs with us. It works once, within a day”.

1. Tap the link on your phone. It opens in your phone’s browser.
2. You’re in, on My day. You stay signed in on that phone until you sign out.

The link works once, within a day. If you see “That link has expired or was already used.”, ask the office for a new one, or sign in with a code (below). Whoever opens your link is signed in as you, so don’t pass it on.

Already have your own Crewtavo sign-in? Then you sign in the way you always do, and the business shows up there.

Sign in on a new phone

You don’t need a new link. Get a code instead:

1. Open Crewtavo at the same web address your link went to.
2. Tap Subcontractor? Get a sign-in code by text.
3. Type your Mobile phone with the area code and tap Text me a code.
4. On Enter your code, type the 6-digit code from the text. Many phones fill it in for you. Tap Sign in.

A code works once, for 10 minutes, and you get 5 tries. Send a new code works again after a minute.

Codes only go to the phone number or email the office has for you. The screen says “We texted a code to (540) 555-0101 if it belongs to a subcontractor’s sign-in.” If nothing comes, ask the office to check your number, or for a new sign-in link.

• No phone on file? Get a code by email instead emails the code to the address the office has. Check your spam folder if it doesn’t show up.
• If the business can’t send texts, the link reads Subcontractor? Get a sign-in code by email, and the button Email me a code.
• If it says “On a new phone? Ask the office to text you a new sign-in link.”, codes aren’t set up, so ask for a link.
• Outside the US and Canada, start your number with + and your country code. The office may need to allow your country first.

Your Profile tab has a Signing in card that says which way works for you.

Put Crewtavo on your Home Screen

Crewtavo can sit on your Home Screen and open like any other app.

• iPhone: in Safari, tap Share, then Add to Home Screen. Open Crewtavo from your Home Screen and sign in there with a code: tap Subcontractor? Get a sign-in code by text (or by email). The Home Screen app has its own sign-in, separate from Safari’s, and a link from the office always opens in Safari.
• Android: on My day, tap Install the app. You stay signed in.

On an iPhone, Crewtavo only shows the Home Screen steps when you can get a code there, which takes a phone number or email on file with the office. If you don’t see them, ask the office to add yours. For notifications and more, see Your profile, notifications and Crewtavo on your phone.

Your four tabs

At the bottom of your phone:

Tab	What’s there
My day	Today’s visits you’re on, in order, and tomorrow’s.
My jobs	Job offers, the work you’ve taken, what you’re owed and what you’ve been paid. A green number means offers are waiting for your answer.
Paperwork	Your W-9 and insurance: what the business needs, and sending it.
Profile	Your name, phone, photo, notifications and how you sign in.

On a computer, they’re down the side, and Paperwork reads My paperwork. Your picture at the top right has Your profile and Sign out, and the bell shows your notifications.

Accept or decline a job offer

When the office offers you a job, you get a notification, and a text unless you’ve turned that off. It opens the offer in My jobs, under Waiting for your answer.

The offer shows:

• New job offer, and Answer by with the deadline, or No deadline.
• One line with the job, its days, the town, the main amount and your total, like “Smith roof · Tue Nov 3 · Springfield · 24 squares · $2,040”.
• When: each day, with times if they’re set. “The office will set the days.” means no days yet.
• The town only: “You’ll see the address once you take it.”
• The work and any Notes from the office.
• Your price: each line, with its quantity and rate, and the Total.

To take it, tap Accept. You’ll see “It’s yours.” and the job’s visits show on My day, with the address.

To turn it down:

1. Tap Decline.
2. On Decline this job?, add Why if you like, like “Booked that week”. The office sees it.
3. Tap Decline. You’ll see “Declined. We’ve told the office.” Keep it goes back without declining.

Good to know:

• Answering needs signal. With no signal, it says “No signal. You can accept or decline this job once you have signal.” Your answer isn’t saved to send later, so the office knows right away.
• After the deadline, it says “This offer ran out. Call the office if you’d still like the work.”
• If your insurance has run out, or ends before the work does, the offer says so, with a link to My paperwork. You can still accept.
• The office can take an offer back. It then shows Withdrawn by the office.

When the office changes the price

A changed price shows as New price: “The office changed the price: $2,200, was $2,040. If you decline it, you keep the job at $2,040.”

• Accept takes the new price.
• Decline asks Decline the new price? You keep the job at the price you agreed.

If you don’t answer in time, the price you agreed stays.

See what you’re owed and paid

My jobs keeps your work in sections:

Section	What’s in it
Waiting for your answer	Offers to accept or decline, soonest deadline first.
Coming up	Work you’ve taken, with the days, town and your price. Tap one to open its next visit.
Done, waiting to be paid	Finished work. The total you’re owed is beside the heading, like “$2,210.00 owed”.
Paid	What you’ve been paid, with the day. Beside the heading is this year’s total, like “$54,210.00 in 2026”.
Offers that are over	From the last 30 days: offers you declined (Declined), that ran out (Ran out) or that were taken back (Withdrawn by the office).

This year’s total goes by the day you were paid and counts every payment. Card and payment-app payments don’t count toward your 1099, since they’re reported on a 1099-K. Once your total reaches the amount that needs a 1099, it says to ask the business for yours.

Crewtavo doesn’t send money. The business pays you its usual way, then marks the work paid.

On a visit, Your price shows your lines and total, marked Agreed, Work done or Paid. If the office sent a new price, it shows New price and “Accept or decline it in My jobs”.

Send your W-9 and insurance

The business needs three things on file from you: a W-9, Liability insurance and Workers’ comp (a certificate, or an exemption).

From the Paperwork tab

Open Paperwork. The top says “You’re all set” or how many things are needed. Each one is under Needed, Waiting for the office to check or OK:

Label	What it means
Needed	They don’t have one on file.
Expired	The one they have ran out. Send the new one.
Ends in 12 days	The one they have ends within 30 days. Send the new one when you get it.
Waiting to be checked	You sent one, and the office hasn’t checked it yet.
OK	On file and current, “Good until” the date it ends.

To send one:

1. Tap Send it (or Send another).
2. For workers’ comp, pick Certificate or I’m exempt.
3. Tap Take a photo or Choose a file. Send a PDF or a photo (JPG, PNG or HEIC). A PDF can be up to 15 MB.
4. For insurance, fill in Ends on: the expiration date on it.
5. Tap Send. You’ll see “Sent.” and the business checks it.

For a license or anything else, tap Send something else, pick License or Other, and add What it is.

What you’ve sent lists it all, each marked Checked or Waiting to be checked. Only the business sees what you send. You can’t change or delete it once it’s sent: ask the office.

From a paperwork link

The office can also text or email you a link to send paperwork without signing in, and reminders before your insurance runs out include one.

1. Open the link. It says “Hi” and your business name, then what’s needed and why.
2. For each, tap Take a photo or Choose a file, and fill in Ends on for insurance.
3. To add something else, open Send something else.
4. Tap Send (or Send 2 documents), and keep the page open until it’s done.

You’ll see “Thanks, it’s in”. The link takes files up to 200 MB and works for 30 days. If it says “This link has expired or isn’t valid. Ask for a new one.”, ask the office.

Work a visit

Your visits on My day work like the crew’s. Your day in the field explains On my way, Start visit and Complete visit, the checklist, photos and notes, and working with no signal.

What’s different for you:

• Each visit shows Your price.
• Call and Text show only if the office lets you contact their clients. Otherwise you see the client’s name.
• There’s no clock unless the office keeps your hours. If they do, the clock is at the top of My day, and Start visit and Complete visit clock you in and out.
• Log material, Add work, Add a receipt and Your equipment are for the business’s own crew, so you don’t see them.
• You can remove only the photos you added.
• You can move a visit along and leave notes. For anything else, ask the office.

What you can’t see

Your sign-in shows only your own work. You don’t see:

• The business’s other clients, jobs, quotes, invoices or prices.
• Its team, its crews, or who else is on your visits.
• Its messages, team chat or guides.
• A job’s address or client before you accept it.
• The client’s phone or email, unless the office allows it.
• The notes the office keeps about you.

Notifications

On your Profile tab, under Notifications, choose how you hear about:

• My jobs: job offers, and what you’re owed and paid. On by text, email and this phone to start with.
• My schedule changes: added to or taken off a visit, moved or cancelled. By email and this phone to start with.
• My paperwork: when your insurance is about to run out.
• Clock reminders, if the office keeps your hours.

Texts go to the Mobile phone on your profile, or to the number the business has if you leave it empty. Email goes to the address the business has for you. If they don’t have one, it says to ask them to add it. See Your profile, notifications and Crewtavo on your phone.

Sign out

Tap your picture at the top right, then Sign out. Sign out? explains how to get back in, with a code or a new link. Tap Sign out, or Stay signed in to change your mind.

If you work for more than one business here, tap the business name at the top to switch. A link to an offer from the other one says “This job offer is from” that business, with Switch to it.