Hando
Your own appFor ServiceM8 + XeroSubcontractor Portal
Briefs, quotes, e-signed purchase orders, site progress and subbie invoices — one place, not fifty WhatsApp threads.
Your own branded portal for running subcontractors: send a job brief, collect quotes, award and e-sign a purchase order, track site milestones and defects, then check and approve the invoice straight into your accounts.
$5,900 setup + $590/month
The problem
Coordinating subbies by hand — WhatsApp threads, paper POs, manual bill entry, spreadsheets — is fragile and slow the moment you run more than a couple of crews across concurrent jobs.
Inside the app
What you’ll actually use.
01
Every subbie's price, side by side
Send one scoped brief with photos, then see every quote lined up against what that subbie usually charges.
- One brief with photos to one or many subbies
- Every price side by side, ex GST
- Quotes way off a subbie's usual get flagged
02
Award it, and the subbie signs on their phone
One click turns the winning quote into a purchase order from your company, and the subbie reads and signs it on their phone.
- Issued from your legal entity, not a text message
- Inclusions, exclusions and payment terms in writing
- Signed on their phone — no printing or scanning
03
Every variation numbered, priced and signed
Approved extras go to the subbie as a numbered variation order with the GST and new PO total worked out, and they sign it on their phone.
- Numbered to the PO, like PO-1047-V2
- Amount ex GST, GST, inc GST and revised PO total
- Every signed version kept on file
04
Invoices checked against the PO before you approve
When the subbie's invoice lands, it's checked against the PO and approved variations, and approving it drafts the bill in your accounting system.
- AI checks it against the PO and variations
- Totals and GST confirmed before you approve
- Approve once and the draft bill is created
Illustrations — names and numbers are made up.
Everything it includes
Dispatch & compare quotes
Send a scoped brief with photos to one or many subbies, compare their prices side by side, and flag quotes that are way off their usual.
Award & e-sign the PO
One click issues a purchase order from your legal entity, with inclusions, exclusions and payment terms. The subbie signs on their phone.
Site progress & defects
Milestones, photos and hourly clock-in from site. Defects go to the subbie, come back with proof photos, and close out cleanly.
Variations signed, not argued
Every approved variation goes to the subbie as a numbered variation order — amount, GST and the revised PO total — signed on their phone. A revised PO needs a fresh signature; the old one is kept.
PO register
Every purchase order in one list: committed, billed, paid, owing and left to bill, with unsigned POs and variations flagged. Cancel one with a reason and the subbie is told.
Invoice check → accounts
The subbie submits their invoice; AI checks it against the PO and variations; approval drafts the bill in your accounting system.
Compliance on file
Licences, insurance and workers comp uploaded by the subbie, checked, with expiry reminders before anyone steps on site.
Bookings your subbies confirm
Send the builder's dates to the subbie, get a yes or a reason back, catch double-bookings, and remind them the day before.
Client tracker
A live progress page for your client — milestones, photos, confirmed dates and a message box — with you controlling what they see.
Floor plans from room scans
Room scans captured in the ServiceM8 app become squared-up floor plans with areas — measurements for quoting without a second site visit.
Built for real crews
Phone-first, works in English and Spanish, and chases subbies by WhatsApp or SMS so you don't have to.
Works with
- ServiceM8
- Xero
- SMS
How it’s delivered
Delivered as your own app — your logo, colours and domain, connected to ServiceM8 and Xero. 12-month minimum term.
Pricing
$5,900 setup + $590/month
AUD, excluding GST where applicable.
- Founding clients (first 3): $2,900 setup + $390/month, locked 24 months
- Hosting, backups, updates and support for up to 25 active subbies
- Quoting & Pricing module included
- SMS/WhatsApp messages passed through at cost
Want Subcontractor Portal for your business?
Leave your details and we'll walk you through it and confirm what your setup needs.
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