For trade contractors paying hourly subbies: invoices raised on the phone, checked against GPS check-ins, and marked approved, needs correction or declined, so subbies get paid on the right pay run and every hour lands on the job cost that week.
For painting, fitout, HVAC and electrical contractors · 5+ hourly-rate subbies · Xero or MYOB
Subbie invoices · This pay run
18 invoices · 14 matched to check-ins
| Subbie | Rate | Job | Invoiced hrs | Check-in hrs | Status |
|---|---|---|---|---|---|
| Apex Ducting | Hourly · $68 | Metro Hospital | 38.0 | 38.0 | Approved |
| Coastline Paint | Hourly · $55 | Harbour Apts | 42.0 | 36.5 | Needs correction |
| B. Rossi | Hourly · $60 | Westfield Fitout | 16.0 | 16.0 | Approved |
| Northside Electrical | Hourly · $75 | Riverside School | 12.0 | 0.0 | Declined: no check-in |
On the job cost: $3,544 of approved invoices added to this week’s labour cost
Approve clean invoicesThe problem
It turns up by email, in any format, on any day. The hours sit in a generic time tracking app, a paper register or WhatsApp. Nobody can see where any invoice is up to.
“We’re gonna process it on the next pay run.” The subbie waits another week.
“Sometimes they send an invoice, sometimes they don’t.”
“There’s a variance.” The site lead confirms the hours, and the invoice bounces back again.
A separate payment sheet, then Xero, then the bank, then the cost keyed onto the job.
In the office
Corrections go by email, payment in a separate sheet, then Xero, then the bank, and the cost is keyed onto the job by hand. It’s energy wasted fixing the same thing every week.
How it feels
“I’m just worried if we have paid someone when they were not at work.” And disputing an invoice feels so awkward that it’s easier to just pay it.
It’s just wrong
A subbie who turned up and did the work shouldn’t wait an extra week because of a missed email, and a contractor shouldn’t pay for hours nobody worked.
Subbie invoice calculator
Move the sliders to see how a few invoiced minutes per subbie, with no check-in behind them, add up when every invoice is approved on trust.
Estimated yearly cost (230 work days)
$37,375
575 invoiced hours with no check-in behind them
What you get
One queue for every hourly subbie invoice, matched to real check-ins, with a clear status and already on the job’s labour cost.
Subbies raise or upload the invoice on their phone against the right job, so you only pay for hours actually worked.
Approved, needs correction or declined, each with the reason attached, so invoices make the right pay run without email threads, WhatsApp chases or phone calls.
The subbie fixes it on their phone and resubmits. The reason points to the GPS record, not anyone’s opinion.
Each approved invoice shows up in the job’s live labour cost that week, so work-in-progress and progress claims are built on real numbers, not last month’s.
Any invoice line without a check-in behind it is flagged automatically, so subbies keep checking in and you stop approving on trust.
The plan
Send your subbie list, agreed rates and jobs. We load them and set the geofences.
They check in on site and raise their invoice from the phone. That’s it.
Every invoice arrives matched to check-ins. Approve the clean ones, send the rest back with a reason, and it’s already on the job cost.
Hourly-rate subbies
Built for contractors with 5 or more.
Their own invoices
Upload the invoice they already make.
Weekly or monthly
Every pay run, matched to check-ins.
Xero & MYOB
Xero live today, plus MYOB export.
Worried it’s more admin, or that disputes will hurt the relationship?
It replaces the email, the group chat and the payment sheet; it doesn’t add a step. And a correction points to the GPS record, not the boss’s opinion.
We get it
A pile of emailed invoices, a timesheet report, a group chat of approvals and a string of “there’s a variance” emails, all before anyone gets paid. We built subbie payment tracking to replace all of it.
Crews checking in on Swift Checkin every day.
Tracked through Swift Checkin in the last 3 months.
Trade contractor, on a Swift Checkin demo
Works with the accounting software you already use.
Before & after
What you have
Invoices by email in any format, hours in a generic time tracking app or a paper register, approvals in a group chat, a separate payment sheet, and costs keyed into accounting software by hand
What you have
One queue: every invoice raised on the phone, matched to GPS check-ins, with a clear status, and already on the job’s labour cost
How it feels
Worried you’ve paid for hours nobody worked. Tired of chasing. Awkward about disputing
How it feels
Confident every hour paid was worked. A correction is a note from the system, not an argument
An average week
Tuesday: chase missing invoices. Wednesday: pull the timesheet report, cross-check every invoice, email the variances, wait for sign-off in the group chat, build the payment sheet, key it in and allocate to jobs
An average week
Invoices arrive through the week, already checked. Wednesday: approve the clean ones in one go and send the flagged few back with the reason attached
Your status
The office that’s always chasing, and the boss who approves on trust
Your status
The contractor subbies want to work for: paid on the right run, with the numbers to back every claim
$18K
“I was unaware of that till just now.” Pay a subbie monthly and a month of labour is missing from the job cost. Add subbies paid a week late when they miss the Tuesday cutoff, around 100 invoices matched by hand every Wednesday, and progress claims going out on stale numbers.
Yes. They can upload the invoice they already make, and it gets the same check and the same status as one raised in Swift Checkin.
Every line is matched to the subbie’s GPS check-ins and their agreed rate. Any line with no check-in behind it is flagged automatically.
It’s marked needs correction or declined, with the reason attached. The subbie fixes it on their phone and resubmits, with no email thread.
As soon as an invoice is approved, it shows up in the job’s live labour cost that week, so your work-in-progress and progress claims use real numbers.
Xero is live today, and MYOB is supported by export.
Send us your subbie list, agreed rates and jobs. We load them and set the geofences, then your subbies get an SMS to start checking in and invoicing from their phone.
Checked against real hours, subbies know where they stand, and nobody chases anyone.
