Managing subcontractors in New York and Boston is not just about productivity — it’s about staying compliant with some of the toughest safety and workforce regulations in the United States. Contractors must prove that every worker has the correct OSHA card, SST training, insurance coverage, and approved safety documentation before stepping foot on site. For many teams, this has meant endless spreadsheets, paper forms, and constant follow-ups.
That approach is no longer enough. Regulators and clients demand real-time proof of compliance, and site teams cannot afford to lose hours every week chasing paperwork. This is where subcontractor management software becomes essential.
By combining access control, digital document tracking, and automated reporting, contractors can dramatically reduce admin, lower compliance risk, and keep projects on track. Here are six critical factors New York and Boston contractors must consider when choosing subcontractor management software.
1. Ease of Use and Fast Setup
Projects in New York and Boston often mobilise subcontractors quickly, and systems that take weeks to configure don’t cut it. Subcontractor management software must be easy to roll out across multiple sites, with minimal training required for crews who are focused on the job, not the technology.
Boxcore was built with this reality in mind. Contractors can be live with their in a couple of hours. Subcontractors need only a few minutes of training to use the system, ensuring adoption across all tiers of the workforce.
Ease of use is not optional in for subcontractor management software — it’s the difference between a system that becomes an asset and one that sits unused.
2. Collect and Share Data Seamlessly
New York and Boston contractors must be able to provide proof of compliance instantly, whether for a DOB inspector, union representative, or client audit. Without digital systems, that usually means scrambling through binders or spreadsheets.
Subcontractor management software should allow teams to collect worker documents, approve them, and share compliance records securely in seconds. With Boxcore, project managers can see at a glance whether training and certifications are valid, and share that data with external stakeholders instantly.
This eliminates repeated requests and ensures contractors maintain a single source of truth across their projects.
3. Centralised Safety Documentation
In New York and Boston, compliance revolves around key safety documents:
- SST cards and OSHA training records.
- Insurance and workers’ compensation certificates.
- Method statements, RAMS, and permits.
Boxcore centralises all of these into one secure system. Automated registers track expiry dates, and alerts ensure site teams act before a card or cert goes out of date. Instead of site superintendents chasing paperwork, everything is updated in real time and accessible from mobile or desktop.
For contractors bidding on major projects, being able to prove that every subcontractor is compliant before stepping onto site is a competitive advantage — and avoids costly delays when inspectors arrive.
4. Integrated Time and Attendance with Access Control
One of the biggest challenges in New York and Boston is verifying who is on site and whether they’re authorised to be there. This is where subcontractor management software must tie directly into time and attendance tracking.
Boxcore provides two options:
- Facial recognition access control – ensuring only workers with valid Orientations, SST and OSHA cards, insurance, and approved documents can enter site. This eliminates the risk of non-compliant workers bypassing checks.
- GeoPin check-in – location-based digital sign-in for projects where turnstiles aren’t installed.
Facial recognition is proving especially powerful for New York and Boston contractors. Workers are verified in seconds, and only those with the right training and documents gain entry. This replaces manual sign-in sheets, cuts admin, and provides contractors with real-time workforce visibility.
For more, see Boxcore’s access control solution.
5. Reduced Admin and Lower Risk
Contractors in the US are under pressure not just to deliver projects safely but to document compliance at every step. Site teams can easily lose hours each week updating registers, preparing audit packs, or checking SST and OSHA training records.
With Boxcore, these manual burdens are eliminated. Safety registers are automated, facial recognition validates attendance, and compliance dashboards show project status in real time.
As Padraig Reilly, CEO of Boxcore, explains:
“Contractors want to save time, reduce admin, and get better visibility across projects. That’s what we’re focused on — giving teams the tools to cut out paperwork and focus on delivery.”
By reducing admin, the right subcontractor management software not only cut costs but also minimise compliance risks that can lead to site shutdowns or fines.
6. Improved Productivity Across Projects
Ultimately, subcontractor management software should drive productivity. In New York and Boston, where unionised labour, tight schedules, and complex safety rules create constant pressure, this is more important than ever.
Boxcore helps contractors:
- Eliminate downtime caused by missing documents or expired SST/OSHA training.
- Gain real-time visibility of subcontractor headcounts by company and role.
- Reduce admin workload so site teams can focus on managing work, not paperwork.
With access control tied directly to compliance, managers can trust that every worker on site is approved. That improves efficiency, reduces disputes, and gives clients confidence that projects are being delivered safely and transparently.
See more on this in our blog about compliance in NYC construction.
Why Subcontractors Benefit Too
Subcontractors in New York and Boston face heavy demands to prove compliance across multiple projects and clients. With Boxcore, they can upload OSHA cards, SST training, insurance, and RAMS once — and share them instantly with different contractors.
The right subcontractor management software reduces duplicated effort, ensures compliance records are always up to date, and helps subcontractors avoid being turned away from site due to missing paperwork. By simplifying their admin, subcontractors become more competitive and can focus on project delivery.
Final Thoughts
For New York and Boston contractors, subcontractor management software is no longer optional — it’s a necessity for compliance and productivity. The six key considerations are:
- Ease of use and fast setup.
- Seamless data collection and sharing.
- Centralised management of OSHA/SST, insurance, and RAMS.
- Integrated time and attendance with facial recognition access control.
- Reduced admin and compliance risk.
- Improved productivity across projects.
Boxcore delivers on all six. By combining safety documentation, access control, and workforce visibility in one system, it allows contractors to eliminate admin burdens, cut compliance risk, and keep projects moving. To find out why over 200 Contractors are using Boxcore to simplify safety and workforce management book a demo today.
