Subcontractor Management

“We used to spend hours copy-pasting data from five differently formatted PDFs. Now we click Approve and it’s done.”

Why subcontractor management matters now

The consulting landscape is shifting fast. Talent prefers independence, and firms mix employees with a growing pool of specialist one-person companies.
Great for flexibility, but a headache when every subcontractor tracks hours and invoices in a different tool.
That’s why Trackifi treats subcontractors as regular users, giving them the same workflow as employees plus an integrated way to get paid.

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What Trackifi fixes

• Copy-paste chaos - finance used to re-enter numbers from mismatched PDFs every month.
• Zero visibility - overruns surfaced only after an invoice arrived.
• Duplicate tools - contractors tracked hours elsewhere, creating two sources of truth.

Trackifi pulls everyone into one interface, so hours, approvals, and billing stay in sync.

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Key features

• Same interface, extra invoice tab - subcontractors log and lock hours like anyone else; a dedicated My Invoice page lets them bill when ready.
• Quick invoice generation - hours, rates, and project names auto-populate → one click creates a clean PDF.
• Automatic period locking - generating an invoice locks the timesheet.
• Manager approval flow - invoices land in Pending; managers approve or request changes before export.
• Export to finance - approved invoices download as PDF or push straight to Procountor (Nordics).

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Typical workflow

1. Invite subcontractor → select Subcontractor as type.
2. They log hours through the month.
3. On the last day they open My Invoice → click Generate
4. Manager reviews → Approve or Request changes.
5. Finance exports to PDF or Procountor. Done-zero copy-paste.

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Best-practice tips

• Ask contractors to generate invoices on the last work-day, it both bills you faster and locks their hours.

• Agree rates & expected invoice format upfront; Trackifi remembers them forever.

• Use internal comments on invoices instead of e-mail threads-everything stays attached to the document.

Full setup: Subcontractor Quick-Start

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FAQ

Can subcontractors see internal project budgets?

By default, no. They only see their own hour targets and approved totals. Admins can grant extra permissions if needed-just like with employees.

Do subcontractor seats count toward billing?

Yes-every person who logs in counts as one seat. Simple and predictable.

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Bring order to external billing today

Start your free 1-month Trackifi trial - no credit card, cancel anytime.

One process. Zero copy-paste. Happy contractors and happier finance teams.