Inviting Contractors

Give contractors the right access (workspace vs contractor portal) without exposing financials

7 min. Updated 2026-03-17.

Choose the Right Contractor Access

SupaBook supports two contractor paths. Choose based on what the contractor actually needs.

Workspace contractor (recommended for task execution)
Use this when they need to see projects and tasks inside your studio workspace. They will sign in to SupaBook like a normal team member.
Contractor portal (recommended for payments only)
Use this when they only need to view payment history. They sign in at the Contractor Portal and do not get access to your studio workspace.

For external contractors, start with minimum permissions and expand only if needed
Keep financial access disabled unless the contractor truly needs to see money amounts

Use this when a contractor should collaborate inside your studio workspace (tasks, project execution, files).

Go to Team Settings
Click Settings in the sidebar, then go to Company tab → Team.
Invite Member
Click Invite Member and enter the contractor’s email and name.
Set Member Type to Contractor
Choose Contractor (not Employee).
Choose a role and Permission Set
Pick a baseline role (Editor or Assistant) and use Permission Sets to control access (Tasks, Dashboard, Financial, Company Settings).
Confirm tasks visibility
Make sure their Permission Set includes Tasks → View so they can use the Tasks page in the sidebar.

Use Permission Sets to prevent financial exposure (quotes, deposits, totals) for contractors
If you remove a team member later, they immediately lose studio access

Use this when you only need a contractor to view payment history (and optionally submit a W-9).

Open Team Management → Contractors
Go to Team Management and open the Contractors tab (admins only).
Add the contractor record
Click Add Contractor and enter their name and email. This creates a contractor record for payment tracking.
Send portal invite
Use Send portal invite. The contractor receives an email link to set a password and access the portal.
Contractor signs in
They set a password from the invite link, then sign in at the Contractor Portal to view payments and payment history.

Portal access is separate from studio workspace access
If a contractor needs tasks/projects access, invite them into the workspace instead of relying on the portal

If you need a W-9 for onboarding or year-end reporting, you can request it from a contractor and they can upload it securely.

Request W-9
In Team Management → Contractors, use Request W-9 on the contractor.
Contractor receives email link
They get an email with a secure upload link.
Upload W-9
They upload a PDF W-9 from the link. If they are asked to sign in, they should sign in with the account tied to the invited email.

W-9 upload is available only for contractors (not employees)
If the upload link is invalid or the contractor can’t access the studio, resend the request or confirm they were added as a contractor