• Platform
  • Operations
  • Subcontractors

Subcontractors. Same system as your team.

One workforce view — employees and subcontractors together — with the same visibility, compliance and payroll accuracy for both.

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See how it works
Subcontractors - on-site-today Workforce dashboard

1 place

to manage employees and subcontractors together

%

compliance accuracy with automated document tracking

12hrs

saved weekly on subcontractor admin and payroll reporting

Who it helps

One system.
Useful for everyone.

Operations Managers

Know what your subcontractors are doing.

Hours worked, locations checked in, documents valid — full visibility without chasing or digging through files.

HR Teams

Compliant records for every worker type.

Contracts, certifications and right-to-work docs stored and tracked the same way for subbies as for direct staff.

Finance & Business Owners

Accurate costs for every engagement.

Subcontractor hours feed payroll and project cost reporting automatically. No manual invoice reconciliation.

Subcontractors - timesheets dashboard displaying all workforce

Time tracking

Subcontractor hours, tracked the same way.

Same clock-in tools, same approval flow, same payroll feed — for direct staff and subcontractors alike.

  • Mobile clock-ins on any site or location
  • Geofencing to confirm they’re where they should be
  • Automatic timesheet generation from clock-in data
  • Custom overtime & rate rules per engagement
  • Full audit trail of hours worked per subcontractor
Subcontractors - subcontractor-compliance dashboard

Documents & compliance

Certifications, contracts, insurance — one place.

Stored digitally, alerted on expiry, audit-ready. Never sign a subcontractor onto site without the right docs again.

  • Digital storage for contracts, certifications & insurance
  • Auto-alerts for licences, RTW and qualifications
  • Digital contracts & e-signature for fast onboarding
  • Compliance status visible across all active subbies
  • GDPR-compliant storage with role-based access
Subcontractors - subcontractor-profile for Dean Cooper

Subcontractor profiles

A complete record for every subbie you work with.

Engagement history, rates, documents and hours — all attached. Re-engagement is one click.

  • Individual profiles with rate & engagement type
  • Engagement history — all previous work and hours
  • Custom fields for trade, specialisation, accreditation
  • Re-engagement easy — existing records on file
  • Searchable database of all subbies, past and present
Subcontractors - subcontractor-spendings in May

Cost tracking & payroll

Know what subbies are costing you. In real time.

Hours, agreed rates and project budgets connected — so you always know where you stand before the invoice lands.

  • Subbie hours & rates fed into payroll reporting
  • Labour cost tracking by subbie, team or project
  • Budget vs actual spend visible in real time
  • Payroll exports include subbie costs alongside direct staff
  • Custom pay rates & billing rules per engagement
Subcontractors - onboarding of Finn Nolan flow

Onboarding

Get subbies set up — in hours, not days.

Contracts signed, documents verified, access granted — the whole start-up flow handled digitally before they arrive.

  • Digital contracts generated and sent for e-sign
  • Document collection checklist sent automatically
  • RTW & certification checks before start date
  • Mobile app access set up as part of the flow
  • Re-onboarding fast for returning subbies on file

Also included

Everything your team needs in one place.

Time & attendance

Clock-ins, geofencing and approvals work the same for subbies as for direct staff.

Payroll reporting

Subbie hours and rates feed payroll exports automatically. No separate spreadsheets.

Shift scheduling

Schedule subcontractors alongside employees in the same rota view. One screen, full picture.

Employee profiles

Every subbie gets a profile — same structure as employees, with engagement-specific fields.

Analytics & reports

Subcontractor costs, hours and compliance in the same reports as your direct workforce.

GDPR-compliant

Subbie data stored with the same access controls and retention rules as employee records.

Our subbies were always in separate spreadsheets — expiry dates, hours, costs, all over the place. Now they sit in the same workforce view as the team, with the same visibility. We’ve never had a clearer picture.

Kat Ryan

Head of People, Apex

Built for your industry

Wherever you use subcontractors, HR Duo gives you the same visibility and control.

  • Construction

  • Healthcare

  • Hospitality

  • Manufacturing

  • Retail

Trusted by operations teams across the UK & Ireland

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See it for yourself

See it working for your operation.

A free, no-obligation demo. We’ll show you how HR Duo manages subcontractors alongside your direct workforce.

Request a free demo
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FAQs

Can HR Duo track hours for subcontractors as well as employees?

Yes — subcontractors clock in and out using the same mobile app or kiosk as your direct staff. Hours feed straight into timesheets and payroll reporting, with geofencing, manager approval and audit trail all working identically.

How does HR Duo handle compliance documents for subcontractors?

Each subbie gets a digital profile with document storage for contracts, certifications, insurance and right-to-work. Expiry alerts fire automatically, and compliance status is visible at a glance across all active subcontractors.

Do subcontractors need to download an app to clock in?

The HR Duo mobile app is free for them and takes a minute to install. They can also clock in via a shared site kiosk or via SMS code, depending on what suits your operation — same options as direct staff.

Can I set different pay rates for different subcontractors?

Yes. Each engagement has its own rate card — base rate, overtime, weekend, custom uplifts, project-specific rates. Rules are set on the profile and applied automatically to every hour worked.

How does subcontractor data feed into payroll?

Subbie hours flow into Payroll Reporting alongside direct payroll — one consolidated export. If you run Integrated Payroll, subbie costs appear as a separate line so they’re tracked without being mixed into PAYE submissions.

Can I manage subcontractors and employees in the same system?

That’s the whole point of this module. One workforce view, one rota, one timesheet flow, one set of reports — with subcontractor-specific fields where they need to be different.

What happens to subcontractor records when an engagement ends?

Profiles are marked as “previous” rather than deleted. Re-engagement is one click, with documents and history already on file. GDPR retention rules can be set per engagement type.

Is subcontractor data stored securely and GDPR-compliant?

Yes. Encrypted in transit and at rest, role-based access, full audit logs and retention rules per worker type. Built for UK and Irish data protection law.