For subcontractors paying hourly subbies: subbies raise their invoice from their phone, and every hour and rate is checked against GPS site hours before you pay. No reformatting, no chasing, no email disputes.
For HVAC, electrical, painting and fitout contractors · 5–100 hourly ABN subbies · Xero or MYOB
AI invoice check · 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 from their ABN: “Tax Invoice” only for GST-registered subbies
Approve 9 clean invoicesThe problem
Pen and paper, part PDF, part Word doc, and often not ATO-compliant. Someone in the office has to reconcile or reformat every one before it can be paid.
Invoices are reconciled over email and messages, so mismatches turn into disputes.
With no subbie time tracking there’s nothing to compare, and overbilling eats fixed-price profit.
Rate changes often aren’t recorded in the system or the contract.
Forgotten invoices miss the pay run and give you a misleading labour cost.
In the office
Invoice, timesheet and supervisor, all checked by hand, plus hours reported by phone that get missed or forgotten.
How it feels
You approve invoices hoping they’re right, and every mismatch means another awkward call with a subbie you need back on site on Monday.
It’s just wrong
Contractors shouldn’t have to take a subbie’s invoice on trust, or pay someone to rebuild it before it can be paid.
Subbie invoice leakage calculator
Enter your number of subbies, their average rate and how much a typical invoice rounds up, and see what it costs you each year.
Estimated yearly leakage (48 weeks × 5 days)
$66,000
1,200 invoiced hours nobody worked
What you get
Subbies invoice from their phone in your format, and an AI invoice agent checks every line against site hours and the agreed rate before you pay.
In your format, so every invoice arrives complete, on time and ready to pay.
Hours are compared with GPS site hours and the rate with the agreed rate, so you only pay for hours that happened, at the rate you agreed.
Any mismatch shows the hour and dollar difference. Hours with no check-in behind them are flagged.
Send a correction request with a reason. The subbie fixes and resubmits from their phone, and every step is logged, so a dispute takes a tap, not an email chain.
Once approved, the invoice is allocated to the project budget with the hours behind it, so every job shows its real labour cost.
The plan
Name, mobile and agreed hourly rate. We set up your invoice template and sites during onboarding.
Their GPS-checked hours build the timesheet the invoice is drawn from.
At the end of the week, hours and rate fill in and they submit from their phone. You open one screen: clean invoices ready to approve, mismatches flagged.
No double handling
The invoice fills itself from hours already clocked.
Easy for subbies
They only check the invoice and tap send.
Only the mismatches
Your team checks the lines that don’t match, not every invoice.
30-day trial
Start with 3–5 of your regular subbies.
Worried it’s double handling, or that your subbies won’t do it?
The invoice fills itself from the hours they’ve already clocked, so subbies only check and tap send. Your team only looks at the lines that don’t match. Start with 3–5 of your regular subbies for a 30-day trial.
We get it
So we built an AI invoice agent that compares subbie invoices with the hours recorded on site, and highlights mismatches in hours and rates.
Trade contractor, comparing tools
Trade contractor, on GPS-checked hours
Swift Checkin customer
On the App Store and Play Store, and it runs in any mobile browser.
Before & after
What you have
A pile of PDFs, Excel sheets, handwritten invoices and emails, a timesheet in another system, and a spreadsheet to match them
What you have
One invoice per subbie, raised from their phone, already matched to their site hours and agreed rate
How it feels
Paying on trust, and dreading the mismatch conversations
How it feels
Confident. You know what you’re paying for, and the evidence is on screen if a question comes up
An average day
Chasing late invoices, reformatting them, checking every line against timesheets, emailing variances, then keying payments into Xero and the bank
An average day
Open the invoice screen, approve the clean ones, and send the flagged ones back with a reason
Your status
The business that pays whatever’s invoiced
Your status
The business that checks every hour and dollar, and pays subbies on time
$66K
A subbie who rounds up half an hour a day at $55/hr costs you $137 a week, about $6,600 a year. Billing $60 instead of the agreed $55 adds $40 on an 8-hour day, or $9,600 a year per subbie. And if the only record is a sign-in sheet or a WhatsApp message, you can’t prove the hours either way, so you pay what’s invoiced.
No. Swift Checkin is on the App Store and Play Store, but it also runs in a mobile browser.
From the subbie’s approved timesheet, built from their GPS-checked hours on site. Hours and rate fill in; they check them and submit from their phone.
GST is worked out from the subbie’s ABN, so “Tax Invoice” appears only when they’re GST-registered.
Every line. Hours are compared with GPS site hours and the rate with the agreed rate. Any mismatch shows the hour and dollar difference, and hours with no check-in behind them are flagged.
You send a correction request with a reason. The subbie fixes it and resubmits from their phone, and every step is logged.
Yes. And once an invoice is approved, it’s allocated to the project budget with the hours behind it.
On time and in your format, checked line by line against site hours and agreed rates, without anyone rebuilding it or arguing over it.
