Subcontractor Onboarding Software (UK)
Problem: Onboarding becomes endless email chasing when every subcontractor sends paperwork in a different way. Outcome: Send one onboarding link, collect everything consistently, approve quickly, and keep compliance up to date with reminders.
See It In Action
Subcontractors submit details and documents once. Your team reviews, approves, and keeps everything current.
One onboarding link per subcontractor
Document uploads and checklists
Approval workflow for compliance
Automated chasing for missing items
Expiry tracking for insurances and qualifications
Example UI preview. Book a demo to see your exact workflow.
How It Works
Make onboarding predictable: collect the same information every time and remove the chasing from your team.
- 1
Send an onboarding link
Invite subcontractors to a portal so they can enter details and upload documents securely.
- 2
Collect the right paperwork
Use a checklist approach for CIS, insurances, qualifications and any site requirements.
- 3
Review and approve
Your team can confirm compliance, request changes, and approve subcontractors for live projects.
- 4
Keep it current
Track expiry dates and chase renewals before they become a site or audit issue.
- 5
Mobilise faster
Once onboarded, allocate subcontractors to new jobs without restarting the paperwork.
Features That Move The Needle
Built for high-stakes construction workflows: deadlines, compliance, and audit trails.
Stop manual chasing — subcontractors submit everything in one place.
Collect consistent data across projects so compliance isn’t ad-hoc.
Know who is approved for site and who still has missing items.
Reduce back-and-forth by chasing missing documents automatically.
Avoid expired insurance or qualifications becoming a risk on site.
Make audits and client checks painless with one searchable record.
Mobilise quickly by allocating already-onboarded subcontractors to new jobs.
Prove what was submitted, reviewed and approved — and when.
Proof & Confidence
“Onboarding used to take days of chasing. Now we send one link and we can see exactly what’s missing and who’s approved.”
Who It’s For
- Commercial and contracts administrators
- Payroll / accounts teams
- Site managers coordinating labour
- Procurement / supply chain managers
- Directors who need compliance visibility
Already using Site Samurai? Jump to the module features and workflows your team needs.
FAQ
Common questions teams ask before they book a demo.
What does subcontractor onboarding software do?
What documents can I collect during onboarding?
Do subcontractors need a Site Samurai account?
Can I chase missing items automatically?
Do you track expiry dates for documents?
Does this integrate with CIS verification?
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See the onboarding portal and approval workflow.