Contractor Management Guide
Stratapilot · Help Centre Last updated: June 2026
Overview
The Contractors & Suppliers register is a directory of service providers used by the scheme. Recording contractors with their ABN, trade category, and contact details makes it easy to manage quotes, track insurance certificates, and maintain a preferred supplier list.
Who Can Do What
| Action | Executive | Ordinary Member | Caretaker | Viewer |
|---|---|---|---|---|
| View contractors | ✅ | ✅ | ✅ | ❌ |
| Add a contractor | ✅ | ❌ | ❌ | ❌ |
| Edit a contractor | ✅ | ❌ | ❌ | ❌ |
| Change contractor status | ✅ | ❌ | ❌ | ❌ |
| Record insurance certificates | ✅ | ❌ | ❌ | ❌ |
Contractor Statuses
| Status | Meaning |
|---|---|
| Active | Available for use and quoting |
| Preferred | Scheme's preferred supplier for this trade category |
| Blacklisted | Not to be engaged — poor performance or compliance issue |
| Inactive | No longer in use but retained in the register for historical records |
Trade Categories
Each contractor is assigned a trade category:
| Category | Typical services |
|---|---|
| Plumbing | Pipe repairs, drainage, hot water systems |
| Electrical | Wiring, switchboards, lighting maintenance |
| Building | General building works, structural repairs |
| Landscaping | Garden maintenance, lawn care, tree works |
| Cleaning | Common area cleaning, window cleaning |
| Lift maintenance | Lift servicing, certification, emergency repairs |
| Fire safety | Fire alarm testing, sprinkler maintenance, evacuation equipment |
| Pest control | Termite inspections, general pest management |
| Painting | Internal and external painting, touch-ups |
| Security | Access control, CCTV, intercom maintenance |
| Other | Any trade not listed above |
Adding a Contractor
- Go to Contractors & Suppliers in the main navigation.
- Click Add Contractor.
- Fill in the form:
- ABN — required. 11 digits, numbers only (e.g.
51824753556). Used to verify the contractor's business registration. - Business name — required. Trading name of the contractor.
- Trade category — required. Select the most relevant category.
- Email — optional but recommended for correspondence.
- Phone — optional but recommended for urgent contact.
- Notes — optional. Record anything relevant: experience with the building, pricing notes, preferred contact times.
- ABN — required. 11 digits, numbers only (e.g.
- Click Add Contractor.
Viewing Contractor Details
Click any contractor card to open the detail view. From here you can:
- View and edit all contractor details
- See insurance certificates on file (count shown on the list card)
- See quotes linked to this contractor (count shown on the list card)
- Update the contractor's status
Insurance Certificates
Contractors working on strata buildings typically need to hold public liability insurance and workers' compensation insurance. Record their certificates in the contractor detail view. The insurance certificate count is shown in the contractor list.
Australian strata schemes generally require contractors to hold a minimum public liability policy of $10 million and current workers' compensation insurance before commencing work on common property. Check your state's requirements and your scheme's by-laws.
Searching and Filtering
From the Contractors page, use the filters to narrow the list:
- Search — type a business name or ABN to search
- Status filter — show Active, Preferred, Blacklisted, or Inactive contractors
- Category filter — filter by trade category
Linking Contractors to Quotes
When submitting a quote in the Billing module, select the contractor from the registered contractor list. This links the quote to the contractor's profile and allows tracking of historical spend per supplier.
Frequently Asked Questions
Can a caretaker add a contractor? No. Only executives can add, edit, or change the status of contractors. Caretakers and ordinary members can view the register.
What if we use a contractor not in our register? Add them to the register before submitting a quote. The ABN lookup helps verify the business is registered with the ATO.
Can I record multiple trade categories for one contractor? Each contractor has one primary trade category in v1. If a supplier covers multiple trades, use Other or add them twice under different categories.
Should I record contractors for one-off jobs? Yes — keeping a full register improves governance, makes future quoting easier, and ensures insurance certificate tracking is complete.
This guide documents Stratapilot platform behaviour. Always verify contractor insurance and licence details before engaging them to work on common property.