Put AI staff on your construction firm's subcontractor paperwork
Every subcontractor brings a file: details to verify under CIS, insurances, cards, RAMS, then an application for payment each month and a notice to answer on time. Since 1 October 2026 a newly engaged individual subcontractor needs a right to work check too. AI staff can collect, chase and keep the dates. Your people verify, value and decide.
The paperwork a contractor's office never finishes
Subcontractor packs
Before a subcontractor starts, the office manager needs a UTR and National Insurance number or company details to verify them with HMRC, insurances, CSCS cards and RAMS for the job. The contracts manager wants them on site on Monday. They arrive in pieces, by email and as photos, and the start date does not wait.
CIS and the monthly return
The bookkeeper, in Sage 50 or Xero, takes the deduction HMRC set from the labour part of each payment: 20% for registered subcontractors, 30% for unregistered, none with gross payment status. Each one under deduction is due a payment and deduction statement. The return is due by the 19th, and a day late costs £100.
Applications for payment and notices
A quantity surveyor values each application. In England, Wales and Scotland the Construction Act has a payment notice within five days of the due date, and a pay less notice in time before the final date for payment. Where no payment notice is given, the subcontractor's own application can stand as the sum to pay.
Cards, insurances and accreditations
CSCS cards, insurance certificates, CHAS and Constructionline each run to their own date, for your own people and for every subcontractor. They sit in a spreadsheet, or in Procore, Joblogic or Simpro. The lapsed card is found at the site gate, and the lapsed accreditation when a tender asks for the certificate.
Roles for Construction contractors and trades
Supplier onboarding
Sends each new subcontractor the pack, collects the UTR and company details, insurances, cards and RAMS, and chases what is missing. A person runs the CIS verification, considers employment status and approves the subcontractor.
Renewals and expiry tracking
Watches every card, insurance certificate and accreditation date, asks for the renewal in good time and chases it. Whether someone with a lapsed card or policy goes on site is your contracts manager's decision.
Quote and proposal preparation
Sends the tender enquiries to subcontractors and suppliers, chases their prices and sets them out side by side for the estimate. Your estimator judges the rates, the risk and the margin, and submits the tender.
Timesheet chasing
Reminds operatives and site supervisors to send in the week's timesheets before the payroll cut-off and lists what is missing or unsigned. Disputed hours and day rates go to the contracts manager.
It drafts.
You approve.
We manage.
You don’t need a complex new platform. Your AI worker operates inside your existing tools under human supervision.
Human-in-the-loop
High-impact actions (sending emails, updating compliance records) wait for explicit human approval before execution.
A full audit trail
Every action is logged with who approved it, and we go through it with you each month.
Nothing to maintain
If a workflow breaks or a system changes, we fix it. Keeping it running is our job.
UK-hosted and kept separate
Your data is stored in the UK, and is never used to train AI models.
Questions owners ask
Can an AI agent verify a subcontractor under CIS?
Not by itself. The contractor verifies each new subcontractor with HMRC before paying them, and the details must match the subcontractor's registration exactly. An AI worker can collect those details, check they are complete and record the rate HMRC gives. Your accounts person runs the verification and files the monthly return.
Will it send payment notices or pay less notices?
No. It can keep the payment dates for each subcontract, log every application the day it arrives and remind your quantity surveyor before each notice date. The valuation, the notice and anything that reduces a payment are your surveyor's, and go out in their name.
Do the new right to work rules cover our subcontractors?
Yes, for individual subcontractors engaged under contracts made from 1 October 2026. The Home Office treats the business engaging them as their employer for right to work checks, and liability can extend up a chain of contracts. Earlier arrangements are not brought in. The penalty is up to £60,000 per illegal worker. A person carries out each check.
Will it work with Xero, Procore or Joblogic?
Each of the three publishes a way for other software to connect, and that is the way the agent works in them. The route, and what your licence lets it do, are checked with you before it starts. If you run Sage 50 or Simpro we check the same thing, and tell you the answer before you commit.