Subcontractor Management

Manage your subcontractors the same way you manage your own team. Aeflow Subcontractor Management gives you the tools to onboard, schedule, communicate with, and pay subcontractors from one central platform, without the spreadsheets, chasing, and paperwork that usually comes with it.

Why Subcontractor Management Matters

For businesses that rely on subcontractors, poor management creates real problems: missed compliance requirements, scheduling conflicts, disputed invoices, and work that falls through the cracks. Aeflow brings all of your subcontractor activity into one place so your business stays in control at every stage of the job.

Key Benefits

• One place for all subcontractor records - Store contacts, licences, insurances, and compliance documents against each subcontractor profile.
• Assign work with confidence - Schedule subcontractors to jobs and tasks alongside your own staff.
• Reduce compliance risk - Track licence expiry dates, insurance renewals, and certification requirements so nothing lapses.
• Faster subcontractor payments - Approve subcontractor invoices and process payments without switching between systems.
• Full visibility across the job - See subcontractor progress, timesheets, and completed work in the same view as your own team.

Subcontractor Management Features

Subcontractor Profiles

Create a detailed profile for every subcontractor your business works with. Store contact details, trade categories, licence numbers, insurance certificates, bank details, and any other information your business requires. Profiles are available to your whole team and are always up to date in one central location.

Compliance and Document Tracking

Upload and track compliance documents against each subcontractor profile, including public liability insurance, workers compensation, trade licences, and safety certifications. Aeflow alerts you when documents are approaching their expiry date so you can follow up before a subcontractor becomes non-compliant.

Job Scheduling and Assignment

Assign subcontractors to jobs, tasks, or project stages directly from the Aeflow scheduler. Subcontractors appear alongside your own staff in the schedule so you have a complete picture of who is doing what and when. Avoid double-booking and gaps with a clear, shared view of availability and workload.

Work Orders and Purchase Orders

Issue work orders and purchase orders to subcontractors directly from Aeflow. Each order is linked to the relevant job and project record so there is a clear paper trail for every instruction given and every commitment made.

Subcontractor Timesheets

Subcontractors can submit timesheets through Aeflow for the hours they have worked on each job. Submitted timesheets are reviewed and approved by your team before feeding into job costing and payment processing, giving you accurate labour records without relying on manual calculations.

Digital Dockets for Subcontractors

Subcontractors can complete digital dockets in the field just like your own staff. Capture labour, materials, site notes, and client sign-offs from subcontractors in real time so your job records are always complete regardless of who did the work.

Invoice Review and Approval

Receive and review subcontractor invoices inside Aeflow. Match invoices against work orders, approved timesheets, and job records before approving for payment. This process reduces disputes, prevents overbilling, and keeps your accounts accurate.

Communication and Notifications

Keep subcontractors informed with automated notifications for new job assignments, schedule changes, and document requests. Reduce back-and-forth phone calls and keep a clear record of all communication linked to the job.

Performance and History

Review the full history of work completed by each subcontractor across all jobs and projects. Use this information to make better decisions about who to engage for future work, and to support any disputes or audits that may arise.

How Subcontractor Management Connects to Aeflow

Subcontractor Management is fully integrated with the rest of the Aeflow platform. Data captured against subcontractors flows across the system automatically, reducing double entry and keeping every record connected.

Who Uses Subcontractor Management?

Aeflow Subcontractor Management is built for businesses that regularly engage external contractors to deliver work. Typical users include:

• Construction and civil engineering companies
• Building and facilities management businesses
• Principal contractors managing a network of trades
• Project managers overseeing multi-trade jobs
• Field service businesses with contract labour arrangements

Frequently Asked Questions

Can subcontractors access Aeflow directly?

Yes. Subcontractors can be given access to Aeflow to complete timesheets, submit digital dockets, and view their assigned jobs. You control what each subcontractor can see and do within the platform.

How does Aeflow help with subcontractor compliance?

Aeflow stores all compliance documents against each subcontractor profile and tracks expiry dates. You receive automated alerts when a document is due for renewal so you can follow up before the subcontractor's credentials lapse.

Can I manage both employees and subcontractors in the same system?

Yes. Aeflow is designed to manage both your direct employees and your subcontractors in one platform. You can schedule them together, track their work on the same jobs, and review their output side by side.

Does Aeflow support subcontractor invoicing and payments?

Yes. Subcontractors can submit invoices through Aeflow, which your team can review and approve against work orders and timesheets. Approved invoices flow through to the accounting module for payment processing.

Take Control of Your Subcontractor Network

Aeflow gives you the visibility, control, and tools to manage subcontractors as efficiently as your own team. From onboarding and compliance through to scheduling, dockets, and payments, everything is connected in one platform. Book a demo to see how Aeflow Subcontractor Management works for your business.