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Subcontractor Guide

Everything you need to use LPSR as a subcontractor

Subcontractor User Guide

Overview

Subcontractors are hybrid users who can both receive direct work assignments (like inspectors) AND bid on contract work (like contractors). This guide covers timesheet tracking, expense management, invoice submission, and work order management.

Dashboard

The subcontractor dashboard (/subcontractor/dashboard) shows:

  • Assigned work orders
  • Timesheet summary (current week)
  • Expense summary (pending/approved)
  • Invoice status
  • Marketing activity tracking
  • KPI performance

Timesheet Management

Clocking In/Out

  1. Navigate to Timesheet → Clock In/Out
  2. Clock In:
    • Select work order (if applicable)
    • Add location (GPS auto-detected)
    • Add notes (optional)
    • Click "Clock In"
  3. Clock Out:
    • Select same work order
    • Add completion notes
    • Click "Clock Out"

Viewing Timesheet

  • Daily View: Today's entries
  • Weekly View: Current week summary
  • Monthly View: Full month breakdown
  • Export: Download timesheet as CSV

Timesheet Features

  • GPS Tracking: Automatic location capture
  • Work Order Linking: Link time to specific work orders
  • Overtime Detection: Automatic overtime calculation
  • Approval Workflow: Submit for admin approval

Expense Management

Adding Expenses

  1. Navigate to Expenses → Add Expense
  2. Select expense type:
    • Travel: Mileage, fuel, parking
    • Materials: Supplies, tools
    • Meals: Food and drink
    • Other: Miscellaneous
  3. Enter details:
    • Date: When expense occurred
    • Amount: Cost
    • Description: What expense was for
    • Receipt: Upload receipt (required for some types)
    • Work Order: Link to work order (if applicable)
  4. Submit for approval

Expense Types

Travel Expenses:

  • Mileage (auto-calculated if GPS tracked)
  • Fuel costs
  • Parking fees
  • Public transport

Material Expenses:

  • Tools and equipment
  • Supplies and materials
  • Replacement parts

Meal Expenses:

  • Breakfast, lunch, dinner
  • Refreshments
  • Business meals

Viewing Expenses

  • Pending: Awaiting approval
  • Approved: Approved by admin
  • Rejected: Rejected (with reason)
  • Paid: Reimbursed

Invoice Submission

Creating Invoices

  1. Navigate to Invoices → Create Invoice
  2. Select period:
    • Weekly
    • Fortnightly
    • Monthly
  3. System auto-generates:
    • Timesheet hours
    • Approved expenses
    • Work order fees
  4. Review and adjust:
    • Verify hours
    • Check expenses
    • Add notes
  5. Submit invoice

Invoice Components

  • Hours Worked: From timesheet
  • Hourly Rate: Your contract rate
  • Expenses: Approved expenses
  • Work Order Fees: Direct assignment fees
  • Total Amount: Calculated total

Invoice Status

  • Draft: Being prepared
  • Submitted: Sent for approval
  • Approved: Approved by admin
  • Paid: Payment received
  • Rejected: Needs revision

Work Order Management

Assigned Work Orders

Subcontractors receive work orders in two ways:

  1. Direct Assignment (like inspectors):

    • Assigned by admin/inspector
    • Appears in "My Work Orders"
    • Complete and submit

  2. Bidding (like contractors):

    • View available tenders
    • Submit bids
    • Complete if selected

Completing Work Orders

  1. Review Assignment:

    • Property details
    • Work requirements
    • Deadline
    • Access instructions

  2. Perform Work:

    • Clock in when starting
    • Complete work
    • Clock out when finished

  3. Submit Completion:

    • Add completion notes
    • Upload photos
    • Submit timesheet
    • Add expenses (if any)

Marketing Activity Tracking

Logging Activities

  1. Navigate to Marketing → Log Activity
  2. Select activity type:
    • Property Visit: In-person property visit
    • Phone Call: Phone conversation
    • Email: Email communication
    • Meeting: Business meeting
    • Other: Other activities
  3. Enter details:
    • Date/Time: When activity occurred
    • Contact: Who you contacted
    • Notes: Activity details
    • Outcome: Result of activity
  4. Save activity

Activity Requirements

  • Minimum Weekly Contacts: Set in contract
  • Activity Types: Various types tracked
  • Reporting: Weekly/monthly summaries
  • KPI Tracking: Performance metrics

KPI Management

Viewing KPIs

  1. Navigate to KPIs → My Performance
  2. View metrics:
    • Hours Worked: Weekly/monthly totals
    • Work Orders Completed: Completion rate
    • Expense Ratio: Expenses vs. earnings
    • Marketing Activity: Contact targets
    • Quality Score: Work quality ratings

KPI Targets

  • Set in subcontractor contract
  • Tracked automatically
  • Visible in dashboard
  • Used for performance reviews

Availability Management

Setting Availability

  1. Navigate to Availability → Manage
  2. Set availability:
    • Dates: When available
    • Time Blocks: AM, PM, or Full Day
    • Max Work Orders: Capacity
    • Preferred Areas: Geographic preferences

Availability Types

  • Regular Availability: Standard schedule
  • Overtime Availability: Extra hours available
  • Emergency Availability: Short notice work
  • Unavailable: Time off

Contract Management

Viewing Contracts

  1. Navigate to Contracts → My Contracts
  2. View contract details:
    • Contract Type: Employment, contractor, etc.
    • Terms: Payment terms, hours, etc.
    • Status: Active, expired, pending
    • Documents: Contract files

Contract Types

  • Employment Contract: Employee status
  • Contractor Agreement: Independent contractor
  • Zero Hours: Flexible hours
  • Fixed Term: Time-limited contract

Payment Information

Payment Schedule

  • Frequency: Weekly, fortnightly, monthly
  • Payment Method: Bank transfer
  • Payment Terms: Typically 7-14 days after invoice approval
  • Payment Tracking: View status in dashboard

Payment Components

  • Hours Worked: Timesheet hours × hourly rate
  • Expenses: Approved expenses
  • Work Order Fees: Direct assignment fees
  • Deductions: Taxes, insurance (if applicable)

Best Practices

Timesheet Management

  • Clock In/Out Promptly: Don't forget to clock
  • Link to Work Orders: Always link time to work
  • Add Notes: Document what you did
  • Submit Weekly: Submit for approval regularly

Expense Management

  • Keep Receipts: Always get receipts
  • Submit Promptly: Don't delay expense submission
  • Be Accurate: Enter correct amounts
  • Link to Work: Link expenses to work orders when possible

Work Quality

  • Complete Thoroughly: Do work to high standards
  • Document Well: Add detailed completion notes
  • Communicate: Update status regularly
  • Meet Deadlines: Complete work on time

Troubleshooting

Common Issues

Can't clock in:

  • Check GPS is enabled
  • Verify work order is assigned
  • Check availability is set

Expense rejected:

  • Review rejection reason
  • Ensure receipt is clear
  • Verify expense type is correct
  • Resubmit with corrections

Invoice not generating:

  • Check timesheet is approved
  • Verify expenses are approved
  • Ensure period is correct
  • Contact admin if issues persist

Support

For issues or questions:

  • Contact admin via system messaging
  • Check timesheet/expense notes
  • Review system notifications
  • Contact support: support@lpsr.co.uk

Last Updated: December 2025

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