Subcontractor Management Software for UK Contractors
Subbie paperwork ends up scattered across email, spreadsheets and WhatsApp. The insurance certificate is in someone’s inbox, the deduction rate is in the bookkeeper’s head, the RAMS signature is a photo on a phone, and the payment application is a spreadsheet nobody else can open. When a main contractor asks for supply-chain evidence, you rebuild it from five places.
One record per subcontractor, from onboarding through to payment. The onboarding pack and its evidence, the CIS status and deduction rate that drives every payment, the RAMS and toolbox-talk sign-off from that subbie’s operatives, and their applications, notices and statements — all on the same record. Users are unlimited on every plan, so everyone who touches that chain is on it.
How It Works
The five things you do with a subcontractor, in the order you do them — each one writing to the same record instead of a different inbox.
- 1
Send the onboarding pack and collect the evidence
One link per subcontractor. They complete identity, safety, policies, tickets and privacy consent on a phone, attaching insurance certificates, ticket photos and expiry dates as they go. Your team reviews section by section and can reject one section — a blurry CSCS photo — with a deadline to fix it, without binning the rest.
The onboarding dashboard — every subcontractor listed against the seven onboarding steps (Privacy, Identity, Safety, Policies, Tickets, Insurance and Contract), with per-subbie status, contract status, and a count of those with no insurance on file. - 2
Record the CIS status and rate that pays them
Each subcontractor carries their CIS tax treatment, HMRC verification number and deduction rate — 0% for Gross Payment Status, 20% for verified net, 30% for a subbie HMRC cannot match — with the date it was last checked. That rate is applied to the labour element of every payment, and a change flows through to payments you have not paid out yet.
The CIS Verification screen listing every subcontractor with their HMRC status (Net 20% or Gross 0%), deduction rate, masked UTR, last-verified date, HMRC verification number, and a Re-verify button on each row. - 3
Get RAMS and toolbox talks signed by their operatives
Send the site-specific risk assessment and method statement to the subcontractor from its Sign-off tab, and capture time-stamped signatures from the individual operatives who will work under it, not just the firm. Each signature lands in the sign-off log with the person’s name, their company and the date, alongside the internal approval, client approval and distribution status for that revision. Toolbox-talk attendance is recorded the same way, so the sign-off list matches the people who were actually on site that day.
- 4
Run their application, notices and statement
Each week’s subcontractor submissions are reviewed and approved in one place, with the CIS deduction worked out at each subbie’s recorded rate so gross, deduction and net payable are settled before anyone is paid. Payment and pay less notice dates are projected from the contract so the response window is in front of you, and each subbie gets their payment and deduction statement.
The Subcontractor Whereabouts approval screen for Week 21, 18/05/2026 to 24/05/2026 — a review-and-approve view of the week’s subcontractor submissions showing 2 subcontractors over 43 days totalling £8,080 gross, £1,616 CIS deductions and £6,464 net payable, a countdown to the approval deadline, and a submission progress panel splitting the firms that have submitted from the ten still missing, each with an Add entry button and a Send Reminder action. - 5
Push the bill to your accounting package
The approved subcontractor bill is pushed to Sage Business Cloud Accounting or Xero over their API, with the CIS deduction carried as its own line so the ledger agrees with what you paid. One accounting connection is active per organisation — Sage or Xero, not both.
Features That Move The Needle
Built for high-stakes construction workflows: deadlines, compliance, and audit trails.
Onboarding evidence, CIS rate, insurance expiry, RAMS sign-off and payment history sit on the same record — so commercial, safety and accounts stop keeping three private versions of the truth.
Approve the clean sections and reject only the one that needs rework, with a deadline. The subbie resubmits that section rather than the whole pack.
The 0%, 20% or 30% rate recorded against the subcontractor drives the deduction on every payment, and a rate change flows through to anything not yet paid out.
RAMS and toolbox-talk signatures are captured per person with a time stamp, so the evidence names the people who were on site rather than the company that sent them.
Insurance and ticket expiry dates are held on the record and surfaced on the compliance view, so an expired certificate is caught before someone is stood on site.
Gross, CIS deduction and net payable are shown per subbie on the run, and each one gets the payment and deduction statement that goes with it.
Approved bills reach Sage Business Cloud Accounting or Xero through their APIs, not a CSV you import by hand.
Procurement, H&S, commercial, accounts and site supervisors all get their own login. The bill does not move when the team or the supply chain grows.
Why It Works
One subcontractor record carries the onboarding pack and its evidence, the CIS status and deduction rate that pays them, the RAMS and toolbox-talk sign-off from their operatives, and their applications, notices and statements. Every submission, approval and rate change is logged against it, so supply-chain evidence is a record you hand over rather than a folder you assemble.
Who It’s For
- If you are a main contractor whose supply chain evidence lives in five inboxes and one spreadsheet
- If your commercial team, H&S officer and accounts each hold a different version of the same subbie list
- If you subcontract most of your labour and the deduction rate is remembered rather than recorded
- If a main contractor audits your supply chain and you spend two days assembling the answer
- If you need RAMS signed by the operatives on site, not just countersigned by the firm that sent them
- If per-seat pricing has stopped you giving site supervisors their own login
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Frequently Asked Questions
Common questions teams ask before they book a demo.
Related Resources
Send one link and collect the whole onboarding pack, section by section.
Deduction rates recorded per subcontractor and applied to every payment.
Verification outcomes and rates held against the subcontractor record.
Applications, notices and Construction Act deadlines on the contract record.
Site-specific RAMS with sign-off captured from the operatives on site.
How the compliance specialists, field-service tools and construction ERPs actually compare.
Free agreement, onboarding checklist and control-of-contractors procedure.
The monthly statement each subcontractor is entitled to, ready to fill in.
Calculators, verification checklists and CIS compliance guides.
Unlimited users across all plans.
Walk the subcontractor record end to end with the founder.
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