Subcontractors on a job
The trades engaged on a job, one card each: who, for what trade and scope, at what quoted and contract amount, their mobilisation date, whether their contract, insurance and licence are current, their SWMS, insurance and WorkCover documents, retention held, and the certifications you have filed against them. The project manager keeps it; the gate, the purchase orders and the payment claims read from it.
- The Subcontractors module is on (Settings → Team Modules).
- The subcontractor is in Contacts with the subcontractor role, or you add them in place from the engage form.
- To email them a compliance link, the business has an email on its primary contact, or you type one.
- Press Engage Subcontractor.
- Pick the Company from Contacts (search; a business not there yet is added in place and given the subcontractor role). Their usual trade fills Trade unless you have typed one.
- Add a Scope Description, the Engagement Type (Subcontract, Supply & Install, Labour Only, Materials Only), the Quoted Amount and Contract Amount (ex GST) and the Mobilisation Date.
- Save. A card appears with its compliance checklist. The pencil edits the engagement; the bin removes it after a confirmation.
- On the card, under Compliance, press Award & request docs. Enter or confirm the email and press Send.
- Base emails the business a no-login link to upload their SWMS, public liability insurance and WorkCover, stamps the award date and puts the company on the site sign-in gate. The three document chips go green as each arrives, with its expiry.
- Later, Resend compliance link sends a fresh link. Earlier links expire; the award date does not move.
- Each card lists Contract Signed, Insurance, Licence and, where the business has them, ABN, ACN and QBCC checks from the weekly identity check. Red means an unsigned contract, expired or unverified insurance, an expired licence or a failed registration check; amber means insurance expiring inside 30 days or a licence not yet verified.
- A sub mobilising inside seven days without a signed contract raises a Mobilisation Risk alert at the top of the page, as does an expired licence or a failed registration check.
- Under Certifications, Attach files a PDF or image against the engagement; the bin removes it.
The document icon on a card opens the backcharge notice for that engagement to fill in, review and save as a PDF filed against the job.
- Awarding a tender on the Tenders page, or marking the job won, runs the same compliance request as Award & request docs, so a sub awarded there reaches the gate too.
- Documents a sub uploads through their link land on the card and on the job's Safety page. Expiring cover is chased automatically when an order is issued inside its window.
- ABN, ACN and QBCC are re-checked weekly and the result shows beside the expiry dates.
- The retention line on each card is kept from certified claims: the percentage, what is held and whether it has been released.
- A subcontractor's cost reaches the job through certified claims, purchase orders and bills, never through timesheets. A sub signing in at the site QR is recorded for attendance and induction and deliberately not costed, or the job would pay twice.
- Engaging a sub does not commit money. Issuing a purchase order does; see Purchase orders.
- A sub needs BSB and account details on their Contacts record before a payment run can pay them.
- The portal link that lets them lodge a payment claim is theirs; the claim lands on Job Costs with the statutory response clock already running. See Subcontractor claims.
- Tenders for pricing a package before you engage.
- Contacts for the business's own page.