Quotes Cost Tracking Projects Dashboard AI Features Team Alignment Compare Plans

Full Feature Breakdown

Every tool you need.
Nothing you don't.

SubbieTrack was built from scratch for owner-run South African construction contractors — not adapted from something else. Here's exactly what it does.

📄

Quote Builder

Itemised quotes, PDF export, WhatsApp share
📊

Cost Tracking

Log every rand against your budget
🏗

Projects & Tasks

Activity groups, progress, site photos
📈

Dashboard

Project counts, task overview at a glance
🤖

AI Features PRO

Receipt OCR, AI quote suggestions
👥

Team Management PRO

Owner, admin, foreman roles
✅

Alignment Checker

Detect and fix financial misalignments
💳

Plans & Pricing

Free forever. Pro at R399/month

Quote Builder

Professional quotes.
Built in minutes.

Your competitors are still sending voice notes. With SubbieTrack you build a fully itemised, branded PDF quote and share it directly to WhatsApp — before you've left the client's site.

  • 📚
    Your own cost element library Seeded with 80+ South African construction items — labour, materials, plant, and more. Add your own rates and descriptions once; reuse them on every quote.
  • 📋
    Organised by section Group line items into logical sections (Earthworks, Concrete, Electrical, etc.). Each section auto-totals. Reorder sections by drag.
  • 🧮
    Automatic VAT & discount Toggle 15% VAT per quote. Apply a percentage discount across the whole quote. Totals recalculate instantly — no spreadsheet required.
  • 📌
    Client supply (CTS) tracking Automatically creates a separate Client-to-Supply quote alongside each project quote — tracking which materials the client is responsible for vs what you're supplying.
  • 🔁
    Version history Revise a quote without losing the original. Each version is numbered and timestamped. Only one version can be accepted at a time.
  • ✅
    Accept / Reject workflow When a client accepts, mark the quote accepted — this locks the costing baseline and sets the project baseline for margin tracking.
💡

Why it matters: A professionally formatted quote doesn't just look better — it communicates that you're serious, organised, and worth the price. Clients who receive a proper PDF quote are more likely to say yes, and less likely to haggle.

Mokoena Builders
123 Jan Smuts Ave, Johannesburg
Q-2026-0042
v2
Client Thabo Nkosi Construction
Valid 30 days
Earthworks
Site clearance (200 m²) R 14 000
Excavation – foundations R 22 500
Concrete & Steel
Concrete slab (75 m²) R 68 000
Reinforcement steel (Y12) R 31 200
Labour
Bricklayers × 4 (6 weeks) R 43 200
Subtotal R 178 900
VAT (15%) R 26 835
Total R 205 735
Accepted
⬇ Download PDF
📲 WhatsApp

Cost Tracking

Know where every rand goes — while the job is still running.

Most contractors only discover they've lost money when the job is finished. SubbieTrack lets you log costs as they happen, so you can see your margin shrink before it disappears entirely.

  • 📝
    Log costs on site, on the spot Add materials, labour, plant hire, and subcontractor payments as they happen. Each entry is timestamped and categorised automatically.
  • 🔗
    Link costs to your quoted items Tie an actual cost directly to a line item in your quote. This keeps your financial picture accurate and surfaces unquoted spend immediately.
  • 🧾
    Supplier cost lists & import Import a supplier quotation PDF or CSV to create a structured cost list. Review, approve, and push directly into your project costs in bulk.
  • 📎
    CTS cost tracking Separately track client-supplied materials against the CTS quote — so you always know what the client has delivered and what's still outstanding.
  • ⚠️
    Guardrails on deletion Deleting a cost that's linked to a quote line item shows a clear warning listing the affected quotes — no silent data loss.
💡

Why it matters: A job running at 18% margin on paper can be at 3% by week three if costs aren't tracked. Catching a cost overrun mid-project gives you options. Catching it after handover gives you regret.

Project Costs — Mokoena Ext
Budget vs Actual R 142 400 / R 178 900
79% of budget used · R 36 500 remaining
Ready-mix concrete delivery
Materials
R 28 500
16 Jun
Bricklayers — week 3
Labour
R 10 800
14 Jun
TLB hire — excavation
Plant
R 7 200
10 Jun
Electrical sub — first fix
Subcontractor
R 18 000
8 Jun
+ Add Cost
Import Supplier Quote

Projects & Task Management

One place for every job.
From quote to handover.

Each project has its own space for quotes, costs, tasks, photos, daily logs, and payments. Everything is connected — nothing gets lost in WhatsApp threads or email chains.

  • 🏷
    Project statuses that actually make sense In Quotation → In Progression → Completed. Or close it. Each status drives what you see in the dashboard and what your team can access.
  • 🗂
    Task groups with progress tracking Group tasks by phase (Foundations, Walling, Roofing). Each group shows a live progress percentage. Behind-schedule tasks are flagged automatically based on start date and duration.
  • 📅
    Gantt-style activity view Visualise when each task starts and ends across a timeline. Spot clashes and scheduling gaps before your team hits them on site.
  • 📸
    Photos per task Attach before/during/after photos to any task. Photos are stored in the cloud — accessible from any device, permanently linked to the job.
  • 📒
    Daily logs Record what happened on site each day — workers present, weather, materials received, issues encountered. Build an auditable record as the job runs.
  • 📄
    Progress report PDF Generate a branded progress report at any point in the job — shows task completion, photos, and daily logs. Share directly with your client or professional team.
💡

Why it matters: Disputes with clients often come down to "who said what when." A clear, dated activity log with photos means you always have evidence. It's also the fastest way to brief a new team member on where a job stands.

Activities — Mokoena Ext
Overall progress 11 / 18 · 61%
Foundations
Complete
Walling
In progress
Roofing
Not started
Behind schedule 2 tasks
Upcoming (next 7 days) 4 tasks
+ Add Task
Progress Report

Dashboard

Your whole business at a glance — the moment you open the app.

The dashboard is built around the questions you actually ask yourself first thing in the morning: How many jobs am I running? What's behind? What needs attention today?

  • 🏢
    Company identity front and centre Your logo and company name are the hero of the dashboard. When you hand your phone to a client, they see your brand — not a generic app screen.
  • 📊
    Project status breakdown Three live counts — In Progression, In Quotation, Completed. Tap any count to go directly to that filtered list of projects.
  • 📋
    Task overview by project Below the counts, every active project shows a task breakdown: Completed, On Track, Behind Schedule, and Upcoming. Projects with behind-schedule tasks are visually highlighted so you can't miss them.
  • 🔗
    Everything is tappable The dashboard isn't just a display — every number taps through to the relevant detail. Behind-schedule task on a project? Tap the card and you're there in one gesture.
💡

Why it matters: Running three or more jobs simultaneously means you're making decisions about resource allocation and prioritisation every morning. The dashboard gives you that situational awareness in seconds, not minutes.

🏗
Mokoena Builders
Johannesburg
Total Projects
8
4
In Progress
2
Quoting
2
Completed
Tasks Overview
Mokoena Ext
✓ 11 → 5 ! 2 ↑ 4
Sithole Renovation
✓ 3 → 7 ! 0 ↑ 2

PDF Export & WhatsApp Share

A branded PDF quote in your client's hands in under a minute.

The PDF is generated fresh from your latest data every time — no outdated cached versions. Your company logo, contact details, full line-item breakdown, VAT, payment terms, and your conditions.

🏢
Your Branding
Company logo, name, contact number, address — professionally laid out on every page.
📋
Full Breakdown
Every section, every line item, quantities and unit prices. No ambiguity about what was quoted.
📲
One-tap Share
Tap Share → WhatsApp. Your client receives a PDF attachment — not a screenshot, not a voice note.
🆓
Free plan: PDF with watermark
Free-tier PDFs include a small "Generated with SubbieTrack" footer. Upgrade to Pro to remove it and send fully clean, branded documents to clients.

AI Features PRO

AI that saves time — and never makes decisions for you.

SubbieTrack uses Google Gemini AI for two specific, high-value tasks. Every AI output goes to your screen for review before a single thing is saved. You stay in control.

🧾 Receipt OCR Scanning
Point your phone camera at any supplier receipt or invoice. Gemini Vision reads it and extracts: supplier name, date, line items, amounts, and total. You review, edit anything, then tap Save. The cost is logged in seconds — no typing required.
Up to 50 scans/month on Pro.
💡 AI Quote Assist
Describe what you're quoting for — "3-bedroom house extension, 80m², Gauteng." Gemini suggests relevant cost elements from your own library, with quantities and rates. You review each suggestion, remove what doesn't apply, and add what's missing. Your quote is scaffolded in minutes, not hours.
Up to 100 assists/month on Pro.
🔒

Principle: AI generates. You decide. AI output is always shown as a draft for review. Nothing is written to the database until you explicitly confirm it. This is by design — AI can be wrong, and it's your business on the line.

Receipt Scan Flow
1
Photograph the receipt Take a photo or pick from gallery. Works with handwritten receipts, printed invoices, even blurry photos.
↓
2
AI extracts the data Gemini Vision reads supplier, date, line items, and total. Takes 3–5 seconds.
↓
3
You review and confirm Edit anything that's wrong. Assign to a project. Then tap Save.
AI-Suggested Quote Items
Suggestions for: "3-bed extension, 80m², Gauteng"
Site preparation (80 m²)
From your library
Add
Concrete slab — 25 MPa
R 680 / m²
Add
Bricklaying — face brick
R 420 / m²
Edit
Roof structure — timber
R 1 200 / m²
Add
Remove selected
Add to Quote

Team Management PRO

Your team sees what they need. Nothing more.

Invite up to 5 team members on Pro. Each role gets exactly the access they need — foremen can tick off tasks without ever seeing your margins or client payment history.

  • 👑
    Owner — full access All features, all projects, billing and subscription, company settings. Only role that can delete the company account.
  • 🔧
    Admin — operational access Create and manage projects, quotes, costs, tasks, and daily logs. Can see financial summaries. Cannot access billing or company settings.
  • 🦺
    Foreman — site-only access View their assigned projects, tick off tasks, add daily logs and site photos. Cannot see costs, quotes, payments, or any financial data.
  • 📧
    Email invitation Invite team members by email. They register with their own credentials. No shared passwords, no WhatsApp-based "give me your login" situations.
💡

Why it matters: Your foreman doesn't need to know your margin. Your admin doesn't need to manage your Paystack subscription. Role-based access keeps sensitive business data where it belongs — with you.

👑
Owner
All projects Quotes & costs Financials Team Billing Settings
↓
🔧
Admin
All projects Quotes & costs Financials Team (view) No billing
↓
🦺
Foreman
Assigned projects Tick tasks Daily logs Site photos No financials No quotes
📧
Invite by email
Team members register with their own account. You assign the role. Up to 5 members on Pro.

Financial Alignment

Figures that always agree with each other — and tell you when they don't.

Financial data only tells you the truth when every number is pulling from the same source. SubbieTrack tracks alignment across your quotes, costs, and financial summary — and surfaces any mismatch before it misleads you.

  • 📌
    Baseline snapshot tracking When you accept a quote, SubbieTrack locks in the agreed value as your costing baseline. All profit calculations are anchored to this figure — not to a quote that might later be revised.
  • ⚡
    Live discrepancy detection If the accepted quote is later edited, a yellow banner appears on your project overview showing the old baseline versus the current total — with a one-tap Sync button.
  • 🔍
    Alignment Checker The check button appears automatically when any misalignment is detected. Tap it to see a full list of issues — baseline drift, unquoted costs, unfilled client supply gaps — each with a specific recommended fix you can apply in one tap.
  • 🛡
    Guardrails on destructive actions Deleting a cost linked to a quote, removing a quote line item with a logged cost, or deleting an accepted quote all trigger clear warning dialogs — explaining the impact before you proceed.
💡

Why it matters: The most common financial mistake contractors make isn't overspending — it's not knowing they're overspending because the numbers aren't connected. SubbieTrack eliminates that blind spot.

Alignment Check — Mokoena Ext
⚠️
Quote baseline is outdated

The saved baseline (R 178 900) differs from the current accepted quote total (R 192 400). Your Overview financials are using the old figure.

Sync to R 192 400 →
ℹ️
2 costs not in any quote

R 7 200 in logged costs are not linked to any quote. Your quoted price may not reflect the full scope of spend.

View unallocated costs →
ℹ️
Client supply not fully logged

R 14 000 of client-supply items are in the CTS quote but have no corresponding actual costs logged.

Go to Costs tab →
All issues resolved? The check button disappears automatically.

Client Payments

Track what you're owed and what's been paid.

Log each payment as it arrives against your project. See your outstanding balance at a glance — and know exactly when you've been fully paid.

📥

Payment logging

Record deposit, progress payments, and final payment with dates and notes. Each payment is timestamped and attached to the project.

💰

Outstanding balance

SubbieTrack always shows you the running balance (quote value minus payments received) — so you know exactly what's still outstanding without doing the maths.

🧾

Linked to your quote

Payments are tracked against the accepted quote total — not a manual figure. Change the quote, the outstanding balance updates automatically.

📊

Cash flow at a glance

Your project overview always shows Total Quote, Total Received, and Outstanding side by side. No separate spreadsheet for cash flow.

Plans

Everything you need to decide.

Start free. Upgrade when you're ready. No lock-in, cancel any time.

Feature Free Pro — R399/mo
Projects & Quotes
Active projects Up to 3 ✓ Unlimited
Active quotes Up to 5 ✓ Unlimited
Quote builder (sections, line items, VAT) ✓ ✓
PDF export Watermarked ✓ Branded, no watermark
WhatsApp share ✓ ✓
CTS (client supply) tracking ✓ ✓
Quote versioning ✓ ✓
Cost & Financial Tracking
Cost tracking (log actual costs) ✓ ✓
Supplier cost list import ✓ ✓
Budget vs actual tracking ✓ ✓
Planned profit / margin ✓ ✓
Client payment tracking ✓ ✓
Financial alignment checker ✓ ✓
Projects & Activities
Tasks & task groups ✓ ✓
Gantt-style activity view ✓ ✓
Site photos per task ✓ ✓
Daily logs ✓ ✓
Progress report PDF ✓ ✓
AI & Team
AI receipt scanning — ✓ 50 scans/month
AI quote assist — ✓ 100 assists/month
Team members — ✓ Up to 5
Role-based access (Owner / Admin / Foreman) — ✓

Ready to start?

Download free. No credit card.
Be quoting in 10 minutes.

Set up your company, load your cost library, and send your first quote — all before you've finished your coffee.

⬇ Download APK (Android) View pricing

Android only · iOS coming soon