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Contracts Admin

Control every commitment. Collect every dollar.

Every project’s contract, variations, claims, payments and retention in one place — issued from the system, chased by the system, and reported the way the bank and the builder want to see it.

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The Projects register in its Financial view with the Project details drawer open on one job: tabs for Summary, Project Info, Contract, Financial, Documents, Correspondence, Purchases, Materials, Lead Times, Scope/Quote, Takeoff, Roster, Site photos and Tasks, and a contract breakdown of each contract item’s value, claimed, paid, retention and deduction.
Every contract, and one opened — the contract breakdown, claimed and paid, item by item.

Everything in Contracts Admin

01 / Project details

The whole contract, on one record.

Each project carries its summary, its contract documents, its financial position and its profit and loss — plus the forms, correspondence and lead times that keep it moving.

  • Summary, contract status, client and the key dates in one view
  • Contract documents filed against the project — the signed contract, the drawings, the programme
  • Financial position: contract value, variations, claimed, paid, retention held and left to claim
  • Profit and loss per project, with opening-balance claims counted as revenue
  • Automated company forms — SWMS and compliance documents — generated for the job
  • Correspondence — RFIs, EOTs, site instructions, submittals — and lead times managed against the project
  • The register as a list, by client, as a pie or on a map — with a client-spread health check, so one builder holding too much of your book is flagged
The Projects register as a pie: total contract value split by client, with a Client spread health check flagging that one builder holds 42% of the book.
The book by client — and a health check the moment one client holds too much of it.
The Projects register as a map: every live project pinned across Sydney, colour-coded by status, with a status key to show or hide each group.
The same projects on a map — every job pinned by status.

02 / Document management

Every project document in the one system.

The same document library Tenders runs on, filed by project: contract, drawings, certificates, site photos and correspondence, with versions and a place for everything.

  • All project documents inside SubbieTRAC — no separate drive to keep in step
  • A default folder structure every new project starts with
  • Share a set with the client, the builder or the site team without exporting it
  • Site photos and uploads from the Site app land against the right project
  • Compliance certificates on file, attached to the claim when it goes out
  • Mark up a photo or a drawing — comment, cloud, highlight, arrow — and publish it as a new version, with the history kept
Project Docs: projects grouped by status down the left, a project’s folders and a grid of site-photo thumbnails with their version and size in the middle, and one photo open in the preview pane on the right with a New version button.
Every project’s documents and site photos, filed by project, with a preview and versions.
A site photo open in Work Mode: the markup toolbar down the left, a comment being posted on the ceiling, and the Comment, Task, Screenshot and Takeoff measurement tabs on the right — marks save as you draw and publish as a new version.
Mark it up where it matters — a comment on the photo, published as a new version.

03 / Variations

Price the change. Chase the approval. Claim it.

Variations managed per project and tracked by status from priced to approved to claimed — submitted by email from the system, lodged from site by the people who found the change.

  • Variations per project with works status, client status, approved value and the difference
  • Status changes tracked — submitted, approved, rejected, on hold, claimed
  • Submit a variation by email from inside the system, with the documents attached
  • Site team access — view the project’s variations and lodge new ones from the phone
  • Variation statements sent to the client — every variation, its status and its value on one document
  • Day labour sheets recorded on the phone and turned into priced variations; credits recorded against the job
  • Variation items priced from your Sell Rates or typed in, with the request type, reference and location the client will ask for
The Variations register grouped by project: active variations, total value, approved and awaiting response above, and each variation’s description, date, amount, works status, status, client reference and client status — one struck through as not proceeding.
Every variation by project — priced, submitted, approved, claimed.
The Edit Variation form: type, location, request type, requested reference and date, variation items with quantity, unit, rate and amount, Add Item and Add Sell rate, notes, and Save Draft or Submit Now.
One variation — items priced from your Sell Rates or typed in, saved as a draft or submitted.

04 / Invoicing

Claims raised, sent and chased from one register.

Progress claims against the contract, variations and retention — issued from the system, sent from the system, and followed by the statements and reminders that get them paid.

  • Invoices and progress claims raised against the project, its variations and its retention
  • Send the invoice by email from the app, with your logo and the compliance documents attached
  • Monthly Invoice Batch — every project due this month with what is left to claim, so nobody has to work out what to invoice
  • Each claim by contract item — this claim, previous claims and total claimed — with the variations claimed alongside
  • List, by client, by due date, follow-ups, pie or claim estimate — with a customer-spread health check on the outstanding balance
  • Statements and reminders to clients, from the same screen
  • Claim Estimate — what should be claimed next, ranked
  • Site team invoices lodged from the phone, processed by the office into bills
The Edit Invoice form for a progress claim: each contract item with its contract value, percentage this claim, this claim, previous claims and total claimed, a Contract Variations section with Claim All, and Record Payment, Preview, Reconcile claim and Edit — start revision 2 actions.
A progress claim, item by item — this claim against the contract, with previous claims and the running total.
The Invoices register as a pie: outstanding balance split by customer, with a Customer spread health check flagging a concentration risk where one customer holds 62% of the outstanding balance, beside List, By Client, Due Date, Follow Ups and Claim Estimate views.
The outstanding balance by customer — and a warning when one of them is most of it.
The Monthly Invoice Batch: the anchor day, then every project with its client, claim type, status, last claim, total contract, claimed, remaining and retention due, each with a Claim Now or Invoiced button and a Skip.
Monthly Invoice Batch — every job due this month and what is left to claim, one button each.

05 / Invoice payments

Record it once. Everything updates.

Payments recorded against one invoice or across several at once, with the retention withheld on each — and reminders that go out on their own when a client runs late.

  • Single payments, and multi-invoice payments allocated across several claims in one entry
  • Retention withheld recorded on each payment, so the retention register is always right
  • Overdue reminders to clients sent automatically on their due day
  • Invoice status kept in step — paid, partially paid, overdue — the moment a payment lands
  • By client, by project and by date, with export to PDF
The Receivables register: total received, this month, payments and last payment above, each payment with date, amount, invoice, dates, client, project and status, and the Payment details drawer open showing the invoice, the amount banked, retention held, deductions, bank account and reference.
Money received against every invoice — receipts, allocations and the retention withheld on each.

06 / Retention

Never lose track of the money they are holding.

Retention is deducted from every payment and tracked per project against its practical completion and defects liability dates — so the release is claimed when it falls due, not remembered a year later.

  • Retention withheld tracked from each payment, per project
  • Contract retention, currently held and left to claim on one register
  • Practical completion and defects liability dates with their status — due, released, not set
  • Raise the retention claim invoice when a stage falls due
  • Opening retention for jobs already under way when you start
Invoice Retentions: currently held, current claim, left to claim and the number of projects holding retention, with a row per project showing contract retention, PC and DLP status, currently held and left to claim.
What each builder is holding, and when each stage is due for release.

07 / Collections

Chase what is owed, and know who pays.

Every overdue invoice in one place, with the notes, the next follow-up and the reminders that go out automatically — and a payment rating on every client, built from how they have actually paid.

  • Overdue invoices by client, with days overdue, outstanding balance and the latest note
  • Automatic reminders — an upcoming-payment notice with the account summary and the invoices it covers, sent on schedule once switched on
  • Client Payment Rating — a score out of 100 from how each client actually pays: average days to pay, against terms, and the share paid on time
  • Client History — every invoice, payment and chase against a client
  • External collections access, for the account that has to be escalated
The Collections screen: total outstanding, overdue and follow-ups due, follow-ups grouped by client, and every overdue invoice with days overdue, outstanding balance, next follow-up and latest note, with Client Payment Rating, Client History, Statements, Automatic Reminders and External collections access.
Overdue receivables in one place — with the client’s payment rating beside them.
A preview of an automatic upcoming-payment reminder email to a client: the invoice due, the outstanding account summary aged into current, 1–30, 31–60 and 60+ days, and the five invoices covered by the notice, with a Send now button.
The reminder as the client will read it — the account summary and every invoice it covers.
Client Payment Rating: every client scored out of 100 and rated Excellent, Good, Fair or Poor, with average time to pay, days early or late against the due date, the share paid on time, paid invoices and what is overdue now.
Client Payment Rating — who pays on time, who pays late, from what they have actually done.

08 / Statements & email

Send it from SubbieTRAC. Replies come to you.

Statements of account, invoices, variations and reminders go out from inside the system — the PDF attached, the client’s contacts already listed, and every reply landing in your own business inbox.

  • A statement of account per client — current outstanding only, or outstanding with history — as a PDF or straight to email
  • Pick who it goes to from the client’s own contacts — contract administrator, project manager, accounts — and copy anyone else
  • Sent from SubbieTRAC, with replies going to your business email
  • Subject and body prefilled and editable, so the wording is yours
  • The same send for invoices, variation statements and reminders — nothing exported and re-attached by hand
The Statement of account dialog: a customer picked, the statement scope set to current outstanding only, and the statement itself — three invoices with dates, project, status, amount, paid and balance and the total outstanding — with Email and Export PDF buttons.
A statement of account, built for one client — outstanding now, or the whole history.
Sending the statement by email: the client’s contacts listed with their roles and one ticked, a CC field, a prefilled subject and body, a note that the PDF is attached automatically and replies go to your business email, and a Send statement button.
The email — the client’s own contacts to choose from, the PDF already attached, replies to you.

Also for Contracts Admin

The dashboard and the reports have pages of their own.

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Bring your contracts, claims and retention into one system — and let the reminders do the chasing.

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