Can subs use your CRM?
Yes, subcontractors can use your CRM—but only if you give them access and set clear boundaries on what they can see and do. Most CRMs let you control who logs in and what they're allowed to touch. We'll walk through the practical setup.
Subs need their own login accounts
You can't just hand over your password. Create separate login credentials for each sub or crew you want in the system. This does two things: you see who's doing what, and they can't accidentally (or intentionally) access jobs or financials that aren't theirs. A roofing contractor with three regular subs would create three accounts, maybe one for the lead roofer and one for the crew. Each person logs in with their own username and password. This also keeps your audit trail clean—you'll know if John updated the job status at 2 PM or if Maria did.
Control what they can see and edit
Not every sub needs access to everything. Most CRMs let you set permissions by role or user. A sub might only see: their assigned jobs, the job details, and maybe the ability to log materials or hours. They shouldn't see client contact info, pricing on other jobs, or your customer list. A plumbing contractor might give subs permission to update job status and take photos, but nothing else. Think about what information actually helps them do their work—and what protects your business. Lowkly lets you set permissions at the job level, so subs see only what they're working on.
Decide how much they should update
You have two approaches: read-only access or edit access. Read-only means they can view details but can't change anything—useful if you want them informed without the risk of mistakes. Edit access lets them update status, add notes, or upload photos. Most contractors give subs at least the ability to mark a job complete or add before-and-after photos. A general contractor might let subs flag when their portion is done, then review and approve it themselves. The key is deciding upfront: do you want real-time updates from the field, or do you want to keep control of every data entry.
Start small and expand as you go
Don't throw every sub into the system at once. Add your most reliable crew first, let them get comfortable with it, then add others. You'll learn which subs actually use it and which ignore it. Some contractors find that subs are better at uploading photos than typing notes. Others find that giving subs access to the schedule reduces phone calls. Pay attention to what actually changes behavior on the job. A roofing company with five subs might start with two, see what works, then bring the rest in after a month. You'll also catch any permission problems early—like discovering a sub shouldn't have access to your price sheet before it matters.
Bottom line
Your subs can use your CRM if you set them up with controlled access. Create separate logins, set clear permissions, and start with your most reliable crews. You'll get better job updates and they'll have the information they need—without exposing your business.