Subcontractor Compliance Software That Chases The Paperwork For You.
SubbyFlow keeps every subcontractor's insurance, cards and accreditations in one register, checked against what their trade needs, with renewals chased before anything lapses.
| Subcontractor | Next expiry | |||
|---|---|---|---|---|
| Harbour Groundworks LtdGroundworks | 7/7 | 2 Feb 2027 | Compliant | |
| North Lane RoofingRoofing | 6/7 | In 12 days | Expiring soon | |
| Ellis ElectricalElectrical | 8/8 | 19 Jun 2027 | Compliant | |
| Brook & Sons BrickworkBrickwork | 5/6 | Expired 3 days ago | Non-compliant | |
| Fenwick Plumbing & HeatingPlumbing | 9/9 | 4 Nov 2027 | Compliant |
Compliance fails between the checks.
The documents are scattered.
Certificates arrive by email on day one and get saved to a folder. Finding one later means knowing whose inbox it went to.
The dates live in someone's head.
A spreadsheet is right on the day it was updated. It can't tell anyone that a policy runs out next Tuesday.
Nobody can prove it today.
When a client or an inspector asks whether everyone on site is covered and carded, the honest answer is usually that you'll check.
The life of every document, handled.
Ask once. From then on the register knows what's due and chases it.
- InviteRequestedThe trade you pick decides which documents they're asked for.
- Day oneUploadedFrom a link on their phone. No account.
- ReviewApprovedYour team checks it. The record shows what's missing.
- 30 days outRenewal link sentThey get a link to upload the new one. Your team is told.
- 7 days outSent again, urgentIf it hasn't arrived, the reminder goes again, marked urgent.
- RenewedBack in dateThe new expiry date starts the cycle again.
Set the standard once
Pick the documents each trade must provide, and which are non-negotiable.
- Public liabilityRequired
- Gas Safe certificateRequired
- Professional indemnityOptional
- Compliance 40%
- Performance 25%
- Finances 20%
- Communication 15%
One rating per subcontractor
Compliance feeds a Bronze, Silver or Gold rating with performance, finances and communication.
Their side is a link, so it comes back.
You pick a trade and send a link. That choice decides which documents they're asked for.
Subcontractors never make an account. Renewals arrive the same way: a one-time link to upload the new document, sent before the old one runs out.
Already in use.
SubbyFlow has made a real difference to the way we manage our projects and subcontractors.
It has streamlined our processes, significantly reduced administration time and made it much easier to manage information and requirements in one place.
Most importantly, the portal has helped us maintain consistency and quality across our projects by providing clear processes and greater accountability. SubbyFlow took the time to understand our needs and created a practical solution that works for our business.
The portal has become an invaluable part of our project delivery, saving us time while helping us maintain high standards. We would highly recommend SubbyFlow.
Questions.
Which documents can it track?
Any document type you set up: public and employers' liability insurance, CSCS cards, Gas Safe and NICEIC registrations, DBS certificates, policies and more. Each one can carry an expiry date, a certificate number and a named holder.
Do subcontractors need an account?
No. They get a one-time link to a guided form that works on a phone. Renewals arrive the same way, so there's never a password to forget.
How are renewals chased?
By default, 30 days before a document expires the subcontractor is sent a link to upload the new one, and your team is told. If it still hasn't arrived 7 days out, the reminder goes again, marked urgent. You can change the warning period.
Does it help with CDM 2015?
Regulation 8 asks anyone appointing a contractor to take reasonable steps to check they're competent. A record of what each subcontractor provided, when, and whether it's still in date is the evidence for that step. It doesn't replace your own judgement or your construction phase plan.
Who is it for?
Principal and main contractors in the UK who bring subcontractors onto site and need to know they're insured, carded and competent.
Start today.
£25 per seat, per month, and only your own team need seats. Subcontractors upload through a link and never pay or sign up. Cancel whenever you like, and take every record and document with you.