Subcontractor Guide

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Subcontractors may receive assigned property visits, subcontracted supplier work, or both. Use LPSR to keep visit progress, timesheets, expenses, evidence, and invoices accurate.

Work orders are scheduled visits or instructed tasks linked to property reports, inspections, check-ins, check-outs, EPCs, schedules of condition, deposit dispute reports, or occasional cleaning work.

Your dashboard

Use the dashboard to review:

• Assigned visits or tasks.
• Today's schedule.
• Work needing acceptance or action.
• Timesheet entries.
• Expenses awaiting approval.
• Invoice status.

Scheduled visits and reports

Before attending

Open the work order and check:

• Service type and scope.
• Property address and access notes.
• Scheduled date and time.
• Tenant response status where relevant.
• Photos, notes, or documents required.

After attending

1. Add completion notes.
2. Upload photos, receipts, certificates, or other evidence.
3. Record failed access or issues straight away.
4. Update the status accurately.
5. Submit time and expenses linked to the correct work order.

Respond to a visit request

If you are asked to accept or reject a visit:

• Accept only when you can attend and complete the scope.
• Request a change if travel, timing, or access is not workable.
• Add notes explaining any constraint.

Do not create a duplicate work order if a visit needs changing.

Timesheets

Create timesheet entries against the correct date and work order where possible. Include enough notes for approval, especially when travel, failed access, or admin time is involved.

Good timesheet notes include:

• Property address or work order reference.
• What was completed.
• Start and finish times.
• Reason for any unusual time.

Expenses

Submit expenses promptly with:

• Date.
• Amount.
• Category.
• Work order reference if applicable.
• Receipt or evidence.
• Short explanation.

If an expense is rejected, review the reason, correct the entry if possible, and resubmit only when the supporting evidence is clear.

Invoices

When invoice submission is enabled:

1. Check timesheets and approved expenses first.
2. Create the invoice for the correct period.
3. Confirm work order references and totals.
4. Attach required evidence.
5. Submit for approval.

Quick troubleshooting

• Work is missing from your list: check filters, date, and whether it has been formally assigned.
• You cannot attend: request a change from the work order and notify LPSR.
• Access failed: add notes and evidence immediately.
• Timesheet total looks wrong: check entries are on the right dates and linked to the right work order.
• Invoice is delayed: confirm all timesheets and expenses in that period are approved.