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Guide For: subcontractors

My Subcontractor Work

Your own space for subcontractor work — log the work you've done against a job, send it to a supervisor for approval, and check the RCTIs (invoices) and rates you're currently priced at.

Who can use it — Only account-holding subcontractors: your People record must have worker type Subcontractor and be linked to a supplier. If either isn't set, the page won't appear in your sidebar — ask an admin to check your profile. Logging work also needs the "Log Subcontractor Work" permission, which comes standard with the Subcontractor role. See Roles & Permissions for how access is set.

Where to find it — My Workspace → My Subcontractor Work in the sidebar.

Before you start — a few things affect what you can do here:

  • You need a supplier link on your profile — everything on this page (your logs, RCTIs, rate card) is scoped to that one supplier.
  • Your rate card only shows rates the office has approved and made current — nothing pending or expired.
  • This page is strictly your own — you never see another subcontractor's work, invoices, or rates, and you don't see the office's management screens for approving work or issuing invoices. That's a separate area only managers and admins can reach.

How to use it

The page has three panels: My work logs, My RCTIs, and My rate card. Use the Log work button at the top to record a new day's work — everything else on the page is for tracking what you've already submitted.

Logging your work

  1. Click Log work. This opens a form (outside the sidebar — you get to it only from this button or your own log rows).
  2. Fill in Work details:
    • Project — the job you worked on.
    • Work date.
    • Send to (approver) — the supervisor who reviews it, from the same approver list your site uses for timesheets. You need to pick someone here (unless your workspace has no supervisor list set up at all) — and you can't send it to yourself.
    • Notes (optional).
  3. Add Work items — one row per thing you did:
    • Rate card — pick one of your supplier's approved rates and the Type, Unit, and Rate fill in automatically and lock (you can't override an approved rate). Leave it blank to enter a manual rate instead — useful for one-off work not on your rate card.
    • Description of the work.
    • Quantity — for Hours-unit lines you can instead enter a Start and Finish time (plus any Break); the quantity is calculated for you.
    • Cost code (optional, if your site uses them).
    • You need at least one work item before you can submit.
  4. Attach Photos & attachments if useful — up to 20 images, 10 MB each, 100 MB total.
  5. Save. The log starts as a Draft — it isn't sent anywhere yet.

Submitting, withdrawing, and edits

  • From your My work logs list, open a Draft log (via Edit) and use Submit to send it to your nominated approver. A log needs at least one priced work item to submit.
  • While it's Submitted, you can Withdraw it back to draft if you need to fix something — then resubmit.
  • Once a log is Approved or Rejected, it's locked — you can't edit it further. If it's Rejected, you'll get the reason; withdraw it, correct it, and resubmit.
  • You'll get an email and an in-app notification when your work log is approved or rejected, with the reason if it was rejected.

Approved work rolls into your supplier's monthly RCTI and posts to the project's budget — it isn't something you can undo yourself once approved.

Viewing your RCTIs

My RCTIs lists the recipient-created tax invoices issued for your supplier's approved work — RCTI number, the pay period it covers, and the total including GST. Only finalised RCTIs appear here (a draft invoice building up in the background isn't shown until the office finalises it for the period). Click Download to get the PDF.

Your rate card

My rate card shows the rates you're currently priced at — label, type, amount, and unit. This is read-only and reflects only rates your supplier has had approved and that are currently in effect; nothing pending or superseded shows here. These are the same rates that pre-fill the Rate card picker when you log work. If a rate looks wrong or you need a new one added, raise it with your office contact.

Connected pages

  • Roles & Permissions — how the Subcontractor role and supplier link are set up.
  • My Work Log — your own timesheets, prestarts, and shift-report entries (separate from subcontractor work logs).
  • My Notifications — where the approve/reject alerts for your work logs land.

Tips & common mistakes

  • Page not showing up? You need worker type Subcontractor AND a linked supplier on your profile — this is set by an admin, not something you can change yourself.
  • Can't submit? You need at least one work item with a rate, and a supervisor picked in Send to (approver) — you can't send it to yourself.
  • Rate greyed out? That means it came from your rate card and is locked at the approved amount. To charge something not on your rate card, leave Rate card blank and enter a manual rate — expect the approver to check it more closely.
  • RCTI missing? Only finalised RCTIs show here. If your work was approved recently, it may still be sitting in the current (unfinalised) period until the office closes it out.
  • Made a mistake on a submitted log? Withdraw it, fix it, and resubmit — you can't edit it once it's approved.