For trade contractors paying hourly subbies: AI checks every invoice against GPS-verified site hours and the agreed rate before you pay.
Clean invoices clear in one go. Mismatches go back with the check-in record attached.
For owners, GMs and bookkeepers at painting, HVAC, fitout and electrical contractors · 5+ hourly-rate subbies or labour hire · Xero or MYOB
AI invoice audit · This week
12 invoices · 9 ready to approve
| Subbie | AI check | Invoiced | Site hours | Difference | Status |
|---|---|---|---|---|---|
| Apex Ducting | Hours & rate match | 38.0 h · $55 | 38.0 h | $0 | Ready to approve |
| Coastline Paint | Hours mismatch | 40.0 h · $55 | 37.5 h | −$137.50 | Correction sent |
| B. Rossi | Rate mismatch | 32.0 h · $60 | 32.0 h | −$160 | Agreed rate $55 |
| Northside Electrical | No check-in | 8.0 h · $65 | 0.0 h | −$520 | Flagged |
GST vs ABN: GST claims checked against each subbie’s registration
Approve 9 clean invoicesThe problem
Every week the invoice is checked against a timesheet and the supervisor’s memory, run through WhatsApp, email and Excel, on self-reported hours. Nobody can prove anyone was actually on site.
“You sent eight hours today, but you clocked in half an hour late.” Small roundings, every day.
A photo of the site sign-in register every week, typed into a spreadsheet, then compared with the invoice.
Lines billed above the agreed rate, and GST claimed by subbies who aren’t registered.
Mismatches bounce to whoever ran that site to confirm the hours, then get emailed back as a variance.
Self-reported hours, a sign-in sheet and a supervisor’s memory are all you have to go on when someone asks.
Invoices get signed off assuming they’re honest and genuine, because checking every line takes too long.
Contractors shouldn’t have to take a subbie’s word for every hour they pay, and a subbie who did the hours shouldn’t wait a week because an email got missed.
Subbie leakage calculator
Number of hourly subbies × rate × minutes rounded per shift = what you overpay each year.
Estimated yearly leakage (46 weeks × 5 days)
$63,250
1,150 invoiced hours nobody worked
What you get
An AI audit agent matches each subbie invoice against GPS check-ins, the agreed rate and their GST registration, then clears the clean ones and sends the mismatches back.
Every invoice line is checked against the subbie’s real check-in and check-out, so you pay for the hours on site, not the hours rounded up.
Invoiced rate against the contract rate, and GST against the subbie’s ABN registration, so wrong rates and GST claims are stopped before you pay.
Lines billed above the agreed rate, and GST charged by subbies who aren’t GST-registered, are flagged with the dollar difference.
Mismatches go back to the subbie with the check-in record attached, and clean invoices clear for payment, so a correction is a note from the system, not an argument.
Once approved, the verified cost lands on the job and your WIP report, so progress claims are built on real numbers.
The plan
Each subbie and their agreed rate, set up once.
A 10-second GPS check-in from their phone records the hours they’re actually on site.
Approve the clean ones in one go and send the flagged few back. The result: verified subbie cost on every job, ready for the next progress claim.
Set up once
Subbies and agreed rates added one time.
10-second check-in
A GPS check-in from the subbie’s phone.
Only the flagged few
Clean invoices approved in one go.
Try it on one site
Free for 2 weeks on a single site.
Worried your subbies won’t use another app, or that chasing corrections will sour good relationships?
Subbies raise an invoice from their phone in under 2 minutes. Every correction arrives with the check-in record attached, a note from the system, not an argument. It flags under-billing too, so good subbies get paid right. And we don’t replace Xero, SimPRO or AroFlo. We make them honest.
We get it
So we built an AI audit agent that runs the three-way check for you, against GPS check-ins instead of anyone’s memory.
Every invoiced hour matched to a real on-site check-in and check-out.
GST checked against each subbie’s ABN registration before you pay.
Good subbies get paid right, not just bad invoices caught.
On the App Store and Play Store, and it runs in any mobile browser.
Before & after
Invoices by email in PDF, Excel and handwriting. A timesheet report, a WhatsApp group of approvals and a spreadsheet, and none of them agree
One invoice queue, already matched to GPS check-ins, with every mismatch flagged and the reason attached
Worried you’re paying for hours nobody worked. Awkward about disputing. Tired of chasing
Confident every hour paid was worked. A correction is a note from the system, not an argument
Tuesday: chase missing invoices. Wednesday: pull the report, cross-check every line, email the variances, wait for group-chat sign-off, key it into Xero, allocate to jobs
Wednesday: approve the clean invoices in one go and send the flagged few back with the check-in record. The cost is already on the job
The office that’s always chasing. The boss who approves on trust
The contractor subbies want to work for: paid right, paid on time, with the numbers to back every progress claim
$63K
One subbie at $55/hr rounding up 30 minutes a day, over 46 working weeks, is $6,325 a year. Ten subbies is $63,250. Pay GST to a subbie who isn’t registered and you can’t claim the credit back. Every Wednesday still goes on the cross-check, and you can’t see your real margin. Construction is 24.5% of all Australian company insolvencies (ASIC, FY25–26): that’s margin you can’t afford to leak.
Subbies check in from their phone with a 10-second GPS check-in. Swift Checkin is on the App Store and Play Store, and it also runs in a mobile browser.
Every line: invoiced hours against the subbie’s GPS check-in and check-out, the invoiced rate against their agreed rate, and GST against their ABN registration.
It’s flagged with the reason. It goes back to the subbie with the check-in record attached, they correct it, and clean invoices clear for payment.
Yes. If a subbie invoices fewer hours than they were on site, it’s flagged, so good subbies get paid right.
No. We don’t replace them, we make them honest. Swift Checkin works with Xero and MYOB, and approved, verified costs land on the job and your WIP report.
Yes. Try it free on one site for 2 weeks, or book a 20-minute demo first.
Every hour you pay for was worked on site at the agreed rate. Invoices clear in minutes, subbies get paid on the right run, and every job’s cost is real the day it’s approved.
