Subcontractor Paperwork, Read and Actioned Automatically
No more subcontractor emails sitting unread in a shared inbox. No more scrappy completion emails someone has to decipher and retype. No more invoices paid against work nobody logged.
Who it's for
Businesses that route work through subcontractors and rely on a shared inbox for replies, completion emails, job sheets and invoices.
What it saves you
The time spent decoding and retyping informal subcontractor emails, and the costs that go unrecorded when an invoice is paid without ever being matched to the job.
Set up time
Most businesses are live within days.
The problem
Subcontractors don't always send paperwork in a consistent format. A reply, an informal completion email, a job sheet, an invoice, they can all land in the same shared inbox, and each one needs someone to read it, work out which job it relates to, and manually update the record.
That step is easy to miss when the inbox is busy. Replies go unread. Completion emails get decoded and retyped by hand. Invoices sometimes get paid against work nobody formally logged, and job sheets occasionally never make it onto the job at all.
Where a business relies on a network of subcontractors rather than a single set of in-house trades, this problem multiplies, because every subcontractor has their own way of writing an email and their own idea of what counts as enough detail.
What the automation does
When a subcontractor emails back, Build Concierge reads it and acts on what it finds.
- Reads the email - It identifies whether it's a reply, a completion email, a job sheet, or an invoice.
- Finds the record - It matches the email to the right job or contact.
- Logs and alerts on replies - Ordinary replies are logged against the job and the right person is alerted.
- Extracts the work done - For completion emails and job sheets, the work description is pulled out of the message.
- Updates the job - The description is written onto the job record, and the job is marked complete with the paperwork attached.
- Matches invoices - Subcontractor invoices are matched to the job they relate to.
- Turns invoices into POs - A purchase order is raised with the costs captured, ready for approval.
Everything ends up on the record
The point is that nothing a subcontractor sends gets lost between the inbox and the job, however informally it was written.
What you get
- Every subcontractor email logged and actioned against the right job
- Jobs marked complete the moment the subcontractor confirms it
- Job sheets and completion notes filed without retyping
- Invoices matched and turned into purchase orders automatically
- Subcontractor costs captured before the invoice is paid
Everything a subcontractor sends ends up on the right record, in the right format, without anyone retyping it.
Ways to run it
Read every reply
Subcontractor replies are logged automatically and the right person is alerted.
Close out on completion
When a subcontractor confirms work is done, the job is updated to complete with the paperwork attached.
Turn invoices into POs
Subcontractor invoices are matched to the job and turned into purchase orders, with costs captured before payment.
Handles informal formats
Completion emails don't need to follow a template, the automation reads what's there and acts on it.
What you need
- Build Concierge connected to your job management system
- Where subcontractor emails currently arrive (a shared inbox is enough)
- How you want completed jobs and invoices handled
Getting set up
- Talk to us. Show us how this works today in your business.
- We build it with you. We set up the logic and routing around how your business already operates.
- Test it live. We run real data through it, confirm it lands correctly, then switch it on.
Common Questions
No. It reads replies, completion emails and job sheets as they're written, however informal, and works out what to do with them.
It's attached to the job record alongside the update, so the original document is always available.
No. It matches the invoice to the job and raises a purchase order with the costs captured, ready for your normal approval process.
You're told what couldn't be matched, so nothing silently falls through.
Think about the hours spent decoding and retyping subcontractor completion emails each week, and the invoices that get paid without costs ever landing on the job. This closes that gap and gives you an audit trail of exactly when each subcontractor confirmed the work was done.
Ready to put subcontractor paperwork to work?
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
More from the knowledge centre
Sensitive site issues, sent straight to the right people
Choose the sites and words that need special attention. When a completed job report or incoming email matches them, Build Concierge alerts the right managers with the details and a link to the job.
When your team can't answer, your Receptionist can
Calls answered, even when your whole team is already on the phone. When every line is busy, or a call rings without an answer, your Concierge Receptionist picks it up, follows the call handling process you choose and sends your team a clear summary. Urgent calls are flagged, so the most important call backs happen first.
Unfinished jobs, flagged before tomorrow
At the end of each working day, Build Concierge sends your team one clear list of scheduled jobs not yet marked complete, so open work is easier to catch before tomorrow.
Missing job card answers, sent back to the engineer
When a job is completed, Build Concierge sends the engineer who attended a follow-up task to fill in any blank job card questions, so your office spends less time chasing.
Engineer notes, turned into a clear job summary
What was done, what was fitted and what is still outstanding, clear in seconds. When a job is completed, Build Concierge reads the engineer's notes and worksheet answers, adds a short, plain-English summary to the job and compares the materials fitted with the job's financial lines, so missing charges are spotted before the invoice goes out.
Website orders in. Invoice-ready jobs out.
When a website order arrives, Build Concierge reads the confirmation email, creates the job in your job management system, adds the financial lines and passes it to accounts, without anyone retyping the order.
Sensitive site issues, sent straight to the right people
Choose the sites and words that need special attention. When a completed job report or incoming email matches them, Build Concierge alerts the right managers with the details and a link to the job.
When your team can't answer, your Receptionist can
Calls answered, even when your whole team is already on the phone. When every line is busy, or a call rings without an answer, your Concierge Receptionist picks it up, follows the call handling process you choose and sends your team a clear summary. Urgent calls are flagged, so the most important call backs happen first.
Unfinished jobs, flagged before tomorrow
At the end of each working day, Build Concierge sends your team one clear list of scheduled jobs not yet marked complete, so open work is easier to catch before tomorrow.
Missing job card answers, sent back to the engineer
When a job is completed, Build Concierge sends the engineer who attended a follow-up task to fill in any blank job card questions, so your office spends less time chasing.
Engineer notes, turned into a clear job summary
What was done, what was fitted and what is still outstanding, clear in seconds. When a job is completed, Build Concierge reads the engineer's notes and worksheet answers, adds a short, plain-English summary to the job and compares the materials fitted with the job's financial lines, so missing charges are spotted before the invoice goes out.
Website orders in. Invoice-ready jobs out.
When a website order arrives, Build Concierge reads the confirmation email, creates the job in your job management system, adds the financial lines and passes it to accounts, without anyone retyping the order.
Sensitive site issues, sent straight to the right people
Choose the sites and words that need special attention. When a completed job report or incoming email matches them, Build Concierge alerts the right managers with the details and a link to the job.
When your team can't answer, your Receptionist can
Calls answered, even when your whole team is already on the phone. When every line is busy, or a call rings without an answer, your Concierge Receptionist picks it up, follows the call handling process you choose and sends your team a clear summary. Urgent calls are flagged, so the most important call backs happen first.
Unfinished jobs, flagged before tomorrow
At the end of each working day, Build Concierge sends your team one clear list of scheduled jobs not yet marked complete, so open work is easier to catch before tomorrow.
Missing job card answers, sent back to the engineer
When a job is completed, Build Concierge sends the engineer who attended a follow-up task to fill in any blank job card questions, so your office spends less time chasing.
Engineer notes, turned into a clear job summary
What was done, what was fitted and what is still outstanding, clear in seconds. When a job is completed, Build Concierge reads the engineer's notes and worksheet answers, adds a short, plain-English summary to the job and compares the materials fitted with the job's financial lines, so missing charges are spotted before the invoice goes out.
Website orders in. Invoice-ready jobs out.
When a website order arrives, Build Concierge reads the confirmation email, creates the job in your job management system, adds the financial lines and passes it to accounts, without anyone retyping the order.