Keep Subcontractor Compliance Under Control

Most subcontractor compliance still runs on email and spreadsheets. You ask for an insurance certificate, file the PDF somewhere, note the renewal date in a spreadsheet, and hope someone checks it before it lapses. On one project that's manageable. Across a dozen subcontractors and several live sites, it quietly becomes a risk.

That's the problem the new Subcontractor Portal & Compliance module solves. It's Phase 3 of The ERP Experiment — one of the low-risk modules we build around the accounting core first, exactly as we set out in the roadmap.

Let subcontractors keep their own paperwork current

Instead of chasing documents, you invite each subcontractor once. They get a private link to their own portal — no account needed — where they can see the projects they've been assigned to and upload their compliance documents directly:

• Public Liability insurance
• Employers' Liability insurance
• CIS registration
• Health & Safety policy / RAMS
• Professional Indemnity and any other certifications

When a certificate is renewed, they upload the new copy and the record updates itself. The latest valid document always wins, so the old expiry date stops counting against them automatically.

Status you can trust at a glance

Every subcontractor rolls up into a single status driven by their required documents:

• Compliant — every required document is present and in date.
• Expiring soon — a required document lapses within 30 days.
• Expired — a required document has lapsed or was never provided.

No more opening a folder of PDFs to work out whether someone is safe to be on site.

Reminders before things lapse

A daily reminder job watches every document's expiry date. As a certificate approaches its renewal — and again if it slips past — the subcontractor is emailed automatically with a link straight back to their portal to upload a fresh copy. The chasing happens on its own.

Linked to the real company

When you invite a subcontractor, Construct365 matches the company name against its directory of UK companies (sourced from Companies House). Where the match is confident, the subcontractor is linked to that registered company record — so compliance lives alongside the real, verified business, not just a name you typed in.

Part of one ERP subscription

The Subcontractor Portal is unlocked by the single ERP Experiment subscription — the same subscription that unlocks every other module as it's released. Subscribe once and it's available immediately.

👉 Explore the ERP hub to open the portal, or read the roadmap to see what's next.