The Work Gets Done. The Money Doesn't Always Follow.
Every unproven Site Instruction, every unsigned dayworks sheet, every variation submitted without the right evidence is money quietly left on the table. Subbie HQ captures the proof as the job happens, so what you're owed is what you actually get paid — not what you're still arguing for three months later.
Subbie HQ in Action
Know what needs attention across your projects.
Subbie HQ brings Site Instructions, project activity and commercial actions into one place, so you can see what needs attention before it becomes a problem.
The Problem
Most subcontractors sign contracts they don't have time to read properly — and do the paperwork evenings and weekends, if at all.
Large contractors employ Contracts Managers to catch the clause that costs you money, chase the evidence a claim needs, and keep a job organised enough to survive a dispute. Most subcontractors can't justify that cost. So the paperwork gets rushed, evidence goes missing, and money gets left on the table — not because the work wasn't done, but because it wasn't proven.
Your Job, From Start to Finish
Before You Sign
Understand what your contract actually expects of you. Identify the commercial risks before you're committed to them. Know your scope of works and the programme milestones you're held to — pulled straight from your own documents.
While You're On Site
Capture Site Instructions the moment they're given. Record Updates. Take photos. Upload Dayworks Sheets. Everything organised against the job, from your phone, without a spreadsheet in sight.
When It's Time to Claim
Build a complete Variation package — instruction, dayworks, materials, photos, correspondence — then send it for approval with a secure link. No app, no login required: the Main Contractor opens it and acts, and you track the response. It's the evidence base you need to prepare a payment claim with confidence, without digging for anything after the fact.
When a Dispute Happens
Every email. Every photo. Every Site Instruction. Every Dayworks Sheet. Every Update. Already organised, already dated, already there.
How Subbie HQ Helps
Five connected stages of the same commercial process — not five separate tools.
Know what you're entitled to
Understand your contract, scope, programme and obligations before they become problems.
Contract review · Scope · Programme · Key obligations
Capture what happens
Record instructions, site events, photos, dayworks and project records while they're happening — not months later when someone asks for proof.
Site Instructions · Project Diary · Photos · H&S · QA · Dayworks
Prove it
Keep the evidence, correspondence and approvals together so there's a clear record of what was instructed, completed and agreed.
Evidence · Correspondence · Approvals · Recorded sign-off
Claim it
Turn completed work, approved dayworks and variations into properly supported claims — with the evidence to back them up.
Variations · Dayworks · Payment claims · Claim allocations
Protect it
Keep a permanent, searchable project record so the evidence is still there months or years later when a payment issue or dispute comes up.
Project history · Closed & archived records · Dispute evidence
Why Subcontractors Choose Subbie HQ
Built for subcontractors, not the head contractor's paperwork.
Most software in this space exists to make main contractors' lives easier, and subbies get forced onto it. Subbie HQ exists because you chose it.
Priced for a sole trader, not a head office.
Plans start at $49/month, unlimited users, unlimited projects. You're never charged more for being busy — and as your team grows, each person gets exactly the access their role needs.
Built for NZ and Australian contracts.
Compared against SA-2017 and the obligations you actually operate under — not a generic platform retrofitted for this market.
Everything, across every job, in one place.
Running more than one project? A single Dashboard shows what needs your attention across all of them — no logging into each job separately to check.
How It Works
Behind the scenes, Subbie HQ reads your documents and compares them against standard construction terms automatically. You don't need to understand the technology to benefit from it — but it's worth knowing: every automated finding is a starting point for your own judgement, not a legal opinion. For anything genuinely high-stakes, we'll always tell you to get real legal advice.