Run labour hire from request to paid invoice.
Tradie Flow brings worker records, compliance gates, allocation, GPS timesheets, approvals, payroll, invoices, and recruitment into one auditable workflow for construction labour hire teams.
Stop running labour hire from scattered tools.
Every call, text, and spreadsheet is another place for a missed shift, an expired ticket, or a re-keyed timesheet. Tradie Flow closes the gaps.
Requests buried in messages
Job requests arrive by call, text, and email — and get lost before anyone can act on them.
One structured intakeDocuments expiring unseen
White Cards, visas, and licences lapse with no warning — and a non-compliant worker ends up on site.
90/60/30/7-day alertsTimesheets stuck waiting
Approvals stall on site and clock-outs go missing, so billing slips days behind the work.
GPS clock + token approvalPayroll rebuilt by hand
Pay runs and invoices get reassembled from spreadsheets every week, and the mistakes compound.
OT-aware pay & billingOne flow from client request to cash collected.
Every stage hands off cleanly to the next — with the audit trail, compliance checks, and rate logic carried the whole way through.
- 01 Request Client intake AI-assisted parsing turns free-text client requests into structured labour orders.
- 02 Allocate Compliance check Matching checks compliance, availability, role, and project fit before offers go out.
- 03 Confirm Worker offer SMS and push offers let workers accept or decline, with backup paths ready.
- 04 Clock in/out Site proof GPS and photo timesheets capture work on site, with offline sync when needed.
- 05 Approve Client sign-off Clients sign off in the portal or through a secure token approval link.
- 06 Invoice Draft invoice Approved hours flow into draft invoices and stay ready for Xero sync.
- 07 Pay Pay run OT-aware pay runs apply rates and contractor bills from approved hours.
- 08 Reconcile Close the loop Collections and payment polling close every invoice against the work.
Request
AI-assisted parsing turns free-text client requests into structured labour orders.
Allocate
Matching runs compliance and availability checks before anyone is offered a shift.
Confirm
SMS and push offers let workers accept or decline, with auto-replacement on a no.
Clock in / out
GPS and photo timesheets capture on site, with an offline queue that syncs later.
Approve
Clients sign off in the portal or via a secure token link — no login required.
Pay
OT-aware pay runs apply award rates and contractor bills automatically.
Invoice
Approved hours flow straight into draft invoices and sync to Xero.
Reconcile
Collections and Xero payment polling close out every invoice against the work.
Everything labour hire needs, in one operational system.
Six connected modules share one source of truth — workers, compliance, hours, money, and people all stay in sync.
Workforce & Compliance
Every worker, document, and ticket in one record — with deployment blocked the moment something expires.
- Worker profiles & CW1–CW4 classifications
- VEVO, White Card & licence tracking
- Expiry alerts & deployment blocking
Operations & Allocation
Match the right workers to every request, with backups ready before a shift ever falls through.
- Labour requests & worker matching
- Backup shortlists & shortage escalation
- Automatic replacement chains
GPS Timesheets
Hours captured on site with proof, ready to approve and bill before the crew leaves the gate.
- Clock in/out with photo evidence
- Offline sync & client approval
- Rule-driven auto-approval
Payroll & Billing
Award-correct pay and accurate invoices, generated from the same approved hours.
- Rate books & Australian construction OT
- Pay runs & contractor bills
- Invoices with Xero sync
Recruitment
From job board to onboarded worker, with a pipeline that keeps every candidate moving.
- Public job board & Kanban pipeline
- Resume parsing & bilingual descriptions
- Offers & automated onboarding
Client & Worker Portals
Self-service for both sides — clients request and approve, workers see their week.
- Client labour requests & approvals
- Worker schedule & availability
- Invoices & payslips on demand
Compliance is built into the workflow.
Tradie Flow blocks deployment the moment a required check is missing or expired — so a non-compliant worker never makes it onto site by accident.
Built for the Australian labour hire context, with an append-only audit log retained for 7 years. Compliance isn’t a report you run later — it’s a gate the work has to pass through.
Visa check passed · 14 Apr Verified
No expiry · NSW Current
Expires in 28 days · renewal flagged 28 days
40 hrs/fortnight cap monitored Tracked
Append-only · 7-year retention On
AI outputs need sign-off before action Enforced
One platform, the right view for each role.
From the ops desk to the site, everyone works from the same data — without wading through screens that aren’t theirs.
Command the whole operation from one desk.
See what needs you today, fill the gaps, and keep margin in view — without chasing updates across phones and spreadsheets.
- Action centre for everything needing attention
- Allocation calendar with reliability scores
- Exceptions queue & anomaly flags
- KPIs: fill rate, margin, revenue
Southbank Tower · CW2 ×2Escalating
J. Davaa · expires 28 daysReview
Margin checks passedDone
Keep the pipeline moving from lead to onboarded.
Capture leads from Messenger, move candidates through a clear pipeline, and onboard with compliance built in.
- Candidate Kanban with status history
- Messenger leads & CV collection
- Interview scheduling & scorecards
- Offers & automated onboarding
3 new from Messenger todayNew
2 onsite tests bookedToday
1 accepted · onboarding startedOffer
Close the loop from pay run to reconciled.
Run award-correct pay, raise accurate invoices, and reconcile against Xero — all from the hours that were already approved.
- OT-aware pay runs & contractor bills
- Draft & Xero invoices from approved hours
- Collections & customer statements
- Payment polling & reconciliation
142 workers · OT appliedReady
From approved timesheetsSynced
Dunning sequence activeChasing
The site and the client, self-served on mobile.
Workers run their week from an installable PWA; clients request labour and approve hours without ever needing a login.
- Installable PWA with offline clock-in
- Schedule, availability & payslips
- Client self-service labour requests
- Tokenized approvals — no login needed
Clocked · GPS verifiedActive
CW3 · 7:00–15:30Accept?
Available to downloadPaid
AI where it helps. Rules where it matters.
AI does the reading and drafting. Deterministic rules do the deciding. People sign off on anything that counts.
AI extracts & drafts
AI models parse job requests, resumes, and documents, and drafts bilingual job descriptions — turning messy input into structured data.
Rules decide
Deterministic logic handles compliance gates, candidate scoring, allocation checks, OT, pay, and billing — the same way every time, with no AI bias.
Humans approve
Hiring, compliance, invoices, and sensitive decisions all require human sign-off — with every AI input and output logged for the audit trail.
“Tradie Flow gave us one place to see who is compliant, who is working, what needs approval, and what is ready to invoice.”
Questions, answered.
Yes. It’s built specifically for Australian construction labour hire — CW1–CW4 classifications, White Card and VEVO checks, Australian construction award overtime, and a 7-year audit retention aligned with the Fair Work Act 2009.
Workers get an installable PWA with offline support. They clock in and out with GPS and photo evidence, see their schedule, set availability, accept or decline shifts, and download payslips — even with patchy site reception, with clocks syncing when they reconnect.
Yes. The interface is bilingual with a locale toggle, and AI can draft job descriptions in both English and Mongolian — built around the realities of a workforce that operates in two languages.
No — it works with Xero. Tradie Flow generates invoices and bills from approved timesheets and syncs them to Xero over a secure connection, then polls for payments to reconcile. Your accounting stays in Xero; the labour hire workflow lives in Tradie Flow.
Each worker has required checks — a verified VEVO result, a current White Card, and valid trade licences. Alerts fire at 90, 60, 30, and 7 days before expiry. At zero days the worker is blocked from deployment, not just warned, so an out-of-date ticket can’t slip through onto site.
No. AI extracts data from documents and drafts content. Candidate scoring is rule-based and deterministic to keep it fair, and a person approves every hiring, compliance, and invoicing decision. All AI inputs and outputs are logged for the audit trail.
Ready to stop chasing shifts, documents, approvals, and invoices?
See how Tradie Flow runs your labour hire from the first client request to the reconciled invoice — with compliance built into every step.