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External service providers in a project : where to find them, what to do?

The more a project involves external actors (co-contractors, subcontractors, occasional service providers...), the more complex the coordination becomes. How to effectively manage these stakeholders ?

✅ Identify and manage the external actors of a project on the platform

🔓 Required permissions

Super admin

Reading time

5 min

Set up time

10 min

Number of steps

2

I/ Where to find the information related to the actors present?

When external companies intervene on your projects, it impacts several data on the platform : your costs, your billing, and your finances. But be careful, depending on whether it is a co-contractor, a subcontractor, or a subcontractor in direct payment, the impact varies—and this can lead to confusion.

For example, subcontractors and direct payment subcontractors are taken into account in your costs, but only the latter appear on your production invoices. As for the co-contractors, they are visible in the invoice PDF, but not directly on the invoice itself.

Let’s take stock! Here is where to find information related to co-contractors, subcontractors, direct payment subcontractors and other service providers on the platform :

co-contractors

subcontractors

Subcontractors in direct payment

other providers

Costs: External companies

✅

✅

✅

✅

Costs: Purchase invoices

❌

✅

❌

✅

Cost planning

❌

✅

✅

❌

Present on your invoice

❌

✅

✅

❌

Visible on your invoice

❌

❌

✅

❌

Visible on your invoice PDF

✅

❌

✅

❌

Revisions (public procurement)

✅

❌

✅ unless deducted

❌

"External" finances

❌

✅

❌

✅

Budget "external"

❌

✅

❌

✅

Revenue

❌

✅

❌

❌

II/ What actions to perform or verify according to the actors present ?

Beyond their impact on your data, each type of external actor requires specific actions: enter certain elements in your invoices, modify the progress or even adjust the billing history. Here is what to control and manage based on their role in the project.

co-contractors

subcontractors

Subcontractors in direct payment

other providers

Progress of the phases: to be filled in

✅

✅

✅

❌

Invoice: internal elements tab to control

❌

✅

✅

❌

Invoice: CT/ST elements tab to control

✅

❌

✅

❌

Invoice : client’s payment to be filled in

✅

❌

✅

❌

Billing history (project with non-EOTI billing) to be filled in

✅

✅

✅

❌


​

🎉 Well done !

You now know how to anticipate and manage the impact of external actors on your projects... and on the organization of your agency!

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