Contractor Management for Small Crews (Not a Big Enterprise System)
Search for contractor management software and you'll mostly find big platforms built for mines, hospitals and head offices: portals, pre-qualification workflows, long onboarding and pricing that starts with "talk to sales".
If you've got a handful of regular subbies and a few casuals, that's a lot of system for a simple set of questions:
- Who's working for me this week, and where?
- Are their tickets and insurance still current?
- Did they do the site induction?
- How many hours do I owe them, and is the bill in Xero?
ZimQi answers those questions, and not much more. We'd rather be upfront: it's lightweight.
How it works
Your contractors use Telegram on their own phone. There's no portal login and no app to download.
1. Contractor induction
Add a contractor and they get a link to ZimQi in Telegram (or a web link that opens in any phone browser). Your site induction can be set up as a Smart Form they fill in on their phone. The completed form is saved as a PDF.
2. Contractor compliance: licence and insurance expiry nudges
Record the expiry dates for licences, tickets and insurance certificates, and keep a copy of the documents. ZimQi sends reminders 30, 14 and 7 days before something runs out, instead of you finding out on the day. We don't check whether the documents are valid; we just make sure the dates don't sneak up on you.
3. Subcontractor sign-in and timesheets
Subbies sign in and out of site with a tap. Those times become timesheets you approve with one tap.
4. Xero draft bills
Approved subcontractor hours can be turned into draft bills in Xero, ready for you or your bookkeeper to check and approve. Nothing is paid automatically.
5. Forms and files
Smart Forms cover SWMS sign-off, toolbox talks, pre-starts, incident reports and job sheets. Everything is filed to your own Google Drive (OneDrive and Dropbox coming soon), so you keep your records.
Who it suits
- Builders and trades with a regular bench of subbies
- Cleaning and facilities businesses using contractors across sites
- Owners who currently manage contractors with a spreadsheet, a group chat and a folder of certificates
Who it doesn't suit
Large organisations needing pre-qualification questionnaires, approval chains, contractor portals across many business units or formal reviews of contractor safety systems should look at a dedicated enterprise platform. We're not trying to be that.
What we don't claim
ZimQi keeps records and sends reminders. It doesn't make you compliant by itself, and it isn't legal, safety or tax advice. Talk to your advisor about those parts.
Try it
The quickest test is to be the contractor: open ZimQi in Telegram, do the induction and sign in.
Try it on Telegram, no app to download
You can also check pricing in Aussie dollars or see the subcontractor timesheet & forms comparison.
FAQ
Is this contractor management software for big companies? No. It's built for small crews and their subbies. For enterprise needs, a dedicated platform will fit better.
Do contractors need to download an app or log into a portal? No. They use Telegram on their own phone, or a web link that opens in any phone browser.
Does ZimQi check that licences and insurance are valid? No. It stores the documents and expiry dates and sends reminders before they lapse. Checking validity is still up to you.
Does it pay my subcontractors? No. It creates draft bills in Xero from approved hours. You approve and pay them as usual.
Can I use my own site induction? Yes. Set it up as a Smart Form and new contractors fill it in on their phone.
Where are documents stored? In ZimQi, and filed to your own Google Drive. OneDrive and Dropbox are coming soon.
