A clean portal for contractors
Contractors shouldn't need to email you for contract copies, milestone status, or payment confirmations. A clean contractor portal gives them visibility into their work, deliverables, and payouts—without adding chaos to your workflow.
This guide covers what contractors should see, how to structure access, and how to keep communication clean.
What contractors see
A good contractor portal shows:
- Active contracts – Scope, rate, term, and IP clauses
- Milestones – Deliverables, amounts, due dates, and status
- Payment history – Past payouts with proof and confirmations
- Deliverable uploads – Submit work for review
- Messages – Centralized communication thread
Contractors should be able to answer "When am I getting paid?" and "What's left to deliver?" without asking you.
Deliverable submission workflow
When a milestone is due, contractors:
- Upload deliverables (files, links, or notes)
- Mark milestone as "Ready for Review"
- You receive notification
- You review and approve or request changes
- On approval, payout is triggered
This keeps work moving without email threads or Slack chaos.
Notifications and updates
Contractors should receive notifications for:
- New milestones added
- Milestone approved
- Payment sent (with proof)
- Messages from you
- Contract updates or renewals
Keep notifications actionable—no spam, just what matters.
Payment confirmations
When you send a payment, contractors should see:
- Amount sent
- Payment method (Wise, PayPal, Payoneer)
- Reference number
- Proof of payment (screenshot or receipt)
- Expected arrival date
Contractors can confirm receipt directly in the portal, creating a clean audit trail for both sides.
Access and permissions
Contractors should only see their own:
- Contracts and milestones
- Payment history
- Messages with you
They should not see other contractors, your internal notes, or financial details beyond their own payouts.
Why this matters
A contractor portal reduces:
- Email volume – No more "Did you get my invoice?" messages
- Payment confusion – Contractors see exactly what's been paid
- Deliverable chaos – Everything is uploaded in one place
- Audit risk – Clean records for both sides
It's not about adding features—it's about giving contractors the visibility they need to work confidently.
Common questions
Do contractors need to log in?
Yes. A secure login ensures only they can see their contracts, milestones, and payment history. Use email + password or magic links for simplicity.
Can contractors edit their contracts?
No. Contractors can view contracts and upload deliverables, but only you can edit terms, milestones, or payment amounts. This keeps the audit trail clean.
What if a contractor disputes a payment?
They can leave a note or message in the portal. You review, attach additional proof if needed, and resolve directly. Everything stays in one thread.
How do I onboard contractors to the portal?
Send an invite email with login instructions. Once they log in, they see their contract, milestones, and payment details immediately. No training needed.
Can contractors download their payment history?
Yes. Contractors should be able to export their payment history as a CSV or PDF for their own records and tax filing.