CRM & Portals
Onboarding, compliance, inductions, jobs, timesheets and payments, one portal for the contractors you rely on.
Superstack builds the contractor management portal NZ and Australian businesses need when they rely on subcontractors and have to prove, on any given day, that everyone on site is compliant. Our contractor portal development covers onboarding, documents, inductions, jobs, timesheets and payment in one login.
compliance lives in someone's inbox
audit-ready contractor portal development
We start with the auditor's question: who was on site, and were they compliant. Every module feeds one record per contractor, so the answer is a click, not a fortnight of emails.
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A new contractor gets an invite link, not a PDF pack. They enter business details, bank account and GST status, upload documents and sign your terms from their phone. A cleaning company onboarding a weekend crew sees who finished and who stalled at insurance.
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Public liability insurance, licences, safety cards and police checks each sit on the contractor's record with an expiry date. The portal emails the contractor before expiry and shows your team an amber flag. A security firm sees whose licences run out this month.
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Site inductions run in the portal: a short video, a few check questions and a signature, logged against the contractor and the site. A property maintenance company inducting a plumber for a retirement village checks the record before allocating the first job.
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Open jobs show the site, time window and rate. Allocate a job to a contractor, or let contractors claim it, and the portal checks compliance and induction first. A logistics firm posts tomorrow's runs each afternoon, and drivers with current licences claim them.
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Contractors submit hours and a job sheet from the site: start and finish, work done, photos and the client's signature. The supervisor approves or queries it. A subcontractor's Friday timesheet already matches the jobs allocated that week, because both come from one record.
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Approved timesheets and job sheets become an invoice. Contractors raise it from approved work, or you switch on self-billing and the portal generates the buyer-created invoice. The total matches what was approved, so accounts approves it fast and the contractor sees the payment date.
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After each job the supervisor or client rates the work with a tap and a note. Ratings, late arrivals, rework and complaints build a profile you see when allocating. A facilities manager choosing between two electricians sees who turns up on time.
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Your team sees every contractor on one screen: compliant, expiring, inducted where, and what is owed. The audit report answers the hard question in one export: every contractor on a given site on a given day, and the documents current at the time.
You send the invite. The contractor uploads documents and completes the induction, and the account stays pending until your team approves it. Allocation then checks compliance automatically, timesheets arrive against allocated jobs, and a supervisor approves each one. The approved total goes to your accounting software as a bill for the payment run. Expiry reminders go out unprompted, and a lapsed contractor gets no new jobs.
Your accounting software receives approved timesheets as bills, runs the batch payment and reports payment status. Google Maps adds site address and travel time. Twilio texts the contractor when a job is allocated or a document nears expiry. Your job management system or CRM supplies the jobs.
Any system with an API connects. Click a logo to visit them.
Xero
MYOB
Stripe
Google Workspace
Microsoft 365
Twilio
Shopify
HubSpotAI is optional. The compliance record works without it, and we add it only where it removes admin. Read about how we use AI and business process automation.
The contractor uploads a PDF and the expiry date fills itself in for your team to confirm.
A warning when the contractor you are booking is missing a site induction.
A short summary of ratings, lateness and rework before a contract review.
Your operations team run the portal from a browser: approving contractors, allocating jobs, signing off timesheets and pulling the audit report. Roles keep a site supervisor to their own sites.
Contractors on site use the contractor app to accept a job, follow the map, complete the job sheet with photos, submit hours and get an SMS when a new job comes up.
Each contractor logs in to a subcontractor portal showing their own documents, inductions, allocated jobs and invoices. All three share one database, so an uploaded certificate clears the amber flag once approved.
Weekend and night crews onboarded, inducted and paid without an email chain.
Construction and tradesSubcontractors' insurance, licences and site inductions checked before they set foot on site.
SecurityGuard licences and site inductions tracked per contractor, with expiry flagged weeks ahead.
Property maintenanceTradespeople allocated by trade and rating, with job sheets and photos for the owner.
LogisticsOwner-drivers with current licences claiming runs, submitting hours and self-billing.
Quickest start
We customise the existing Superstack contractor portal module with your document types, inductions and approvals, the quickest way to a contractor compliance portal.
Most common
We combine the portal with job management, timesheets and compliance tracking into one contractor management system for your whole operation.
Fully bespoke
A bespoke build for unusual rules: multi-entity groups, regulated industries or contractors working under several client contracts.
Yes. Every contractor gets a free login to the contractor onboarding portal, with no per-seat charge. They see their own record: documents, expiry dates, inductions, allocated jobs, timesheets and invoices. If a contractor works for you through a company, it gets one account with a login for each of its staff.
Every document carries an expiry date, entered by the contractor and confirmed by your team. The portal reminds the contractor by email and SMS ahead of the date and turns the record amber. When it lapses, the job board stops offering that contractor work until a new document is approved.
Yes. Once a supervisor approves a timesheet or job sheet, the portal creates a bill in your accounting software against that contractor, coded to the job or site you choose. Batch payments run from your accounting software, and payment status comes back so contractors see when they will be paid. The same applies to MYOB.
Yes. Inductions run inside the portal, which stores each completion with the date, the version and the contractor's signature. When the content changes, you set a re-induction date and the portal chases it. An auditor asking who was inducted for a site, and when, gets a report, not a search through folders.
No. The portal works in a phone browser, so contractors upload documents, accept jobs and submit timesheets without installing anything. The app adds push notifications, offline job sheets for sites with no signal, and quick photo capture. Start with the portal and add the app once contractors use it daily.
Yes. One contractor record holds approvals for several entities, each with its own accounting file organisation, rates and inductions. A contractor inducted for two of your companies sees jobs from both, and each entity's bills go to its own accounting file. Your group admin sees everything, each entity's team only its own contractors.
Built around the way you work.
Your business shouldn't have to fit someone else's software. Tell us how your business works. We'll show you what Superstack can build around it.
Tell us how many contractors you have and what you chase them for. We'll show you the portal that ends the chasing.
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