Contractual

Subcontractor and Contract Management End-to-End

From Prequalification to Contract Close-Out

WELT's contractual module manages the complete subcontractor relationship — from prequalification and onboarding to subcontract agreement management, variation orders, payment certificates, and contract close-out.

Subcontractor Management

Subcontractor Prequalification and Performance Management

WELT's subcontractor register provides a centralized database of all qualified and approved subcontractors. The prequalification system controls who is permitted to work on your projects, while the performance tracking system logs each project outcome to build a subcontractor record over time.

1How It Works

  1. 1

    Add a new subcontractor and initiate the prequalification process.

  2. 2

    Collect prequalification documents: licences, insurance, financial capacity, safety record, and project portfolios.

  3. 3

    Rate the subcontractor and WELT generates a standardized qualification score.

  4. 4

    Approve the list of qualified and available subcontractors for assignment.

  5. 5

    Record performance assessments after each project: timeliness, quality, safety, and communications.

  6. 6

    Review subcontractor record when selecting for future projects.

Key Benefits

  • No more assigning unqualified or unverified subcontractors
  • Centralized database of all approved vendors
  • Data-driven selection decisions with performance history
  • Regulatory compliance with complete prequalification documentation
  • Insurance and licence renewal tracking with alerts
  • Subcontractor workforce registry for site management

WELT vs. Manual / Spreadsheets

FeatureWELTSpreadsheets / Manual
PrequalificationDocumented process with reference scoresEmail and personal knowledge
Performance recordStructured assessments per projectInformal memory or notes
Qualification docsStored and alertedScattered folders or email files
Approved listGoverned databaseSpreadsheets or informal lists
Subcontract Agreement Management

Subcontract Agreement and Variation Order Management

WELT's subcontract agreement module allows managers to create a complete record of every subcontract, manage documents, track variation orders, and process payment certificates — all within a fully documented responsibility chain.

1How It Works

  1. 1

    Create the contract record with all details: scope of work, contract value, dates, payment terms, and retention.

  2. 2

    Upload the signed agreement document and any appendices.

  3. 3

    Track subcontract progress against the defined payment schedule.

  4. 4

    Submit Variation Orders with changed scope of work, value, and timeline.

  5. 5

    WELT tracks each VO through its approval cycle: submitted, negotiated, approved, rejected.

  6. 6

    Generate payment certificates and route them through the approval workflow.

  7. 7

    Maintain consolidated totals: original contract value, approved variations, processed payments, remaining balance.

Key Benefits

  • Unified record for every contract in one place
  • Variation order tracking with complete negotiation history
  • Automatic contract value update on variation approval
  • Payment certificate processing with tracking
  • Automatic sync of subcontract costs to project budget
  • Complete audit trail of every contract modification
Frequently Asked Questions

Frequently Asked Questions

What is subcontractor prequalification in WELT?

WELT's prequalification module allows you to assess and rate subcontractors before awarding work. You collect information on their financial standing, technical capability, safety record, insurance, licences, past project references, and key personnel. WELT generates a prequalification score to guide selection decisions.

How does WELT manage subcontract agreements?

WELT allows you to create a complete subcontract agreement record with scope of work, contract value, key dates, milestone payments, retention terms, and variation order history. All subcontract documents, including signed agreements and amendments, are stored against the record with version control.

What is a variation order and how does WELT handle it?

A variation order (VO) is a formal change to the original scope, value, or timeline of a subcontract. WELT tracks each variation through a workflow: instructed, submitted, negotiated, approved. The approved value updates the subcontract value automatically, ensuring your financial records always reflect the current agreed position.

How does WELT manage payment certificates for subcontractors?

WELT generates subcontractor payment certificates based on progress achieved against the agreed payment schedule or milestone list. Each certificate goes through an internal approval workflow before payment is authorized. The system tracks what has been paid, what is retained, and what remains outstanding.

Can WELT track the registered workforce of subcontractors on site?

Yes. WELT's registered workforce module allows you to register the employees of each subcontractor who will work on your site, including their ID, trade, visa status, safety induction records, and any certifications. This supports compliance with site workforce management requirements.

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