Compliance, jobs & invoicing for builders and subcontractors
Licences, White Cards, public liability insurance, trade certifications, vehicle compliance — track every expiry date for every employee and subcontractor, book only compliant crews onto jobs, and quote and invoice the work from the same app.
The problems builders actually deal with
Subcontractors with lapsed insurance
A subcontractor’s public liability insurance expires mid-project and nobody notices until it’s a problem. ComplianceVault tracks the expiry date the moment you upload it, and reminds you before it lapses — not after.
Licences and White Cards scattered across email and paper
Trade licences, White Cards, and other certifications end up buried in inboxes or filing cabinets. Every document lives in one searchable place, tied to the person or subcontractor it belongs to.
Fleet and company-level compliance
Vehicle registration, CTP and fleet insurance don’t belong to any one person — they’re easy to lose track of. Company Documents keeps these separate from individual records, with the same expiry tracking and reminders.
No record of who’s actually allowed on site
When a compliance document lapses, you need to know before the next site visit, not during a safety audit. Every document shows a clear status — valid, expiring soon, or expired — for anyone on your team to check.
Jobs, bookings & invoicing
Run the job, not just the paperwork
The same documents that keep you compliant now decide who can be booked — and the finished work turns into a GST tax invoice without retyping.
Bookings that check compliance
Drag a job onto the bookings board and ComplianceVault checks that person’s White Card, licences and insurance as you book. A subbie with lapsed public liability is blocked, with the reason shown.
Jobs by client and site
Every job tied to its client and site, with line items, status and a timeline of changes. Each crew member sees only the jobs booked to them.
Quote, invoice and get paid
Send an estimate, convert it to a GST tax invoice when it’s accepted, and add a Pay online link and your bank details. Payments, expenses, P&L and a GST summary are all built in.
More on scheduling, quoting and invoicing: job management & invoicing software for tradies →
What you get
- Separate tracking for employees and subcontractors, so you always know who’s directly employed and who’s engaged as a contractor
- Automatic reminder emails before a licence, insurance policy, or certification expires — configurable per organisation
- Company-level documents for vehicles, fleet insurance, and other records that aren’t tied to one person
- Role-based access so office staff, site managers, and admins each see only what they need
- Roster who’s working which site and when — each crew member sees only their own upcoming shifts
- A bookings board that checks each person’s documents as you book them onto a job
- Clients and job sites, with every job’s line items, status and history in one place
- Estimates that convert to GST tax invoices, with Pay online links, payments, expenses and P&L / GST reports
- A shared password vault for site logins and equipment accounts, with weak and reused passwords flagged
- A permanent audit log of every document added, updated, or removed
- Export reports as CSV or PDF for a client, insurer, or safety audit
Get started today
Stop tracking expiry dates in spreadsheets
Set up your organisation in minutes and let ComplianceVault watch every expiry date, booking and invoice for you.
From $49/month AUD · 14-day free trial · no credit card needed