Features
One platform for the whole back office
Bids to billing, crews to compliance. SubTools replaces the spreadsheets, the whiteboard and the shoebox of receipts — and puts AI agents on the paperwork nobody wants to do.
Product
The office work, in one place.
SubTools runs the operations a sub actually has: bidding, jobs, crews, time, billing, extras, logs and compliance. Built on the BuildTools platform, cut for your side of the contract.
Bids
Invitations, takeoff, unit prices, scope letters. Every bid package in one list with the due date on it, so nothing goes out late and nothing goes out twice.
Bid #0318 · due Thu
Jobs
Contract, SOV, drawings, submittals. Track a job by the stage your crews actually work in — underground, rough-in, final — with the inspection that closes each one.
Rough-in · 62% billed
Crews
Who is on which job tomorrow, across every job. Move a crew and the foreman sees it on his phone before he leaves the yard.
4 crews · 14 on site
Time
Hours come in from BusyBusy, land on the job and the cost code, and go out to payroll. No one retypes a paper card on Monday morning.
412 hrs this week
Invoices & pay apps
AIA-style pay apps off the SOV, stored materials, retainage tracked to the dollar. Bill on the GC's cycle, not whenever the office gets to it.
Pay app #0412 · $84,210
Change orders & T&M
Log the extra the day it happens. T&M ticket signed in the field, priced in the office, rolled into the next pay app instead of eaten.
CO #7 · $12,480
Daily logs
Photos, crew count, weather, delays. Two minutes on the phone from the foreman, and you have the record the day you need it in a dispute.
6 photos · 3 min
Compliance
Lien waivers, permits, COIs, W-9s, certified payroll. Expiry dates are tracked and chased before the GC holds your check.
COI expires in 9 days
A job moves in stages, not percentages
Ridgeline Ph. 2 · 48 units
- 01Underground
Inspection · passed
- 02Rough-in
Inspection · scheduled
- 03Final
Inspection · not started
Billing, crews and compliance all hang off the stage. When rough-in passes, the pay app knows, and so does the GC.
Agents
Your office ran all night.
Agents are coworkers, not features. They send the pay app, chase the waiver, price the extra and write the log. You see what they did, and what they want you to sign off on.
Agents did this overnight
Done. Sent lien waiver + W-9 pack to Meridian Homes for pay app #0412
Done. Chased invoice #1042 — 14 days past due. Reply from the GC: paying Friday.
Done. Filed certified payroll for week ending 09/07 on the Kettle Point school job.
Needs your review. Drafted bid for Ridgeline Ph. 2 from plans — needs your review
Needs your review. Priced T&M ticket #88 at $4,310 against the panel delay — needs your review
Bid chaser
Reads the invitation, pulls the scope and the due date, drafts the bid off your unit prices, and reminds the GC when the award goes quiet.
Drafts a bid in minutes, not an evening.
Pay app and lien waiver runner
Builds the pay app off the SOV and the stage, attaches the conditional waiver, sends the pack on the GC's cycle, then follows the money until it lands.
Bills on time every month without anyone remembering to.
Compliance chaser
Watches COIs, W-9s, permits and certified payroll for every job and every crew, and chases the expiring one before it holds up a check.
Nothing expires while your check is on the line.
Daily log drafter
Turns the foreman's photos and a few words into a real log — crew count, weather, delays — and flags the extra as a change order before it gets forgotten.
The record is written the day it happens.
From the field
Trades that stopped drowning in paperwork
“Pay apps that used to eat a Saturday go out the same day now. The lien waivers chase themselves — I stopped losing retention to missed paperwork.”
Marcus Reyes
Owner · Reyes Mechanical (HVAC)
“My foremen clock the crew from their phones and it lands in QuickBooks clean. I finally know my labor cost per job while the job is still open.”
Danielle Okafor
President · Okafor Electric
“Dispatch used to be a whiteboard and a group text. Now I can see every crew and every service call in one place, and the office runs without me babysitting it.”
Sam Whitfield
GM · Whitfield Plumbing & Drain
Put the office on autopilot
Start free, invite your crew, and let the agents handle the paperwork. No credit card to start.