Frequently Asked Questions
Product- and pricing-specific questions live on their own pages – these are the general ones.
Billing & Invoicing
Approved tickets for a date range you choose are pulled automatically into a single invoice, so you’re not assembling one ticket at a time. Every invoice keeps a snapshot of exactly what was approved, attached as backup.
Yes, self-service AIA export is available. Matching a specific GC’s own branded PDF format is a separate paid customization service.
Yes, applied to each individual T&M invoice. Tracking cumulative retainage across an entire job stays in your existing accounting system, since that needs visibility into the whole contract.
Yes — you can see how long your T&M invoices specifically have been outstanding and their payment status, as a lightweight view alongside whatever accounting software you already use for full AR tracking.
Yes, by default — shared attachments on a ticket are included as backup whenever you generate an invoice, and you can override that on a per-invoice basis if you don’t want attachments included for a specific one.
Yes — a cost code is generated automatically for each ticket, so it can feed directly into your accounting or job-costing system without you re-entering it by hand.
Communication
Yes — you can message your GC directly on a specific ticket, and the conversation is visible to them right in their own portal, so nothing gets lost in a separate email thread.
Yes — your team can hold a separate, internal conversation on a ticket that stays completely private and is never visible to your GC.
Getting started
Every account starts with a working standard ticket form covering the fields most subcontractors need, so your team can create tickets right away — no setup required before your first ticket.
Field crews create tickets from a phone or tablet using the Sub’s Flow app. If you’d rather work from a desktop, tickets can also be created or edited from a web browser — handy for back-office staff entering or correcting tickets outside the field.
No. Tickets can be created with no signal at all — photos, timestamp, and GPS location are captured on the device, and the rate tables for your jobs are cached right on it, so you see real, accurate dollar totals live in the field, not just raw quantities to price later. Everything syncs automatically once you’re back online, and if a rate happens to change on our end while you were offline, that ticket gets automatically flagged for a quick office review once it syncs, so nothing slips through with an outdated price.
Integrations & Data
You can export your tickets and invoices to CSV any time. If you need a complete package of everything in your account — every ticket, form, rate table, and comment — that’s available as a paid, self-serve export.
Sub’s Flow syncs with QuickBooks and Sage — from a simple one-way push of your billing and ticket data, up to full two-way sync including payroll, time, and payments.
Yes — we offer programmatic, read-only access to your ticket, job, and invoice data for use in your own systems, as a paid add-on.
Yes — a data export can be automatically delivered on a recurring schedule to SFTP, cloud storage, or email, as a paid add-on, rather than triggering it manually each time.
Yes — bespoke integrations for a customer’s specific systems are available, priced and scoped individually based on what’s needed.
Yes — as a one-time paid service, we can convert your existing paper or PDF ticket form into a custom form in Sub’s Flow on your behalf, rather than you rebuilding it yourself.
Photos & Documents
You get a generous photo allowance on every ticket — far more than a typical day’s documentation would ever need. PDFs, like POs or delivery slips, have their own separate allowance of about 10 per ticket.
Yes — you choose which attachments are visible to your GC on a per-item basis. Anything you don’t share stays internal.
Yes — you can draw, circle, or add text directly on a photo to point something out for your team or your GC. This creates a separate, annotated version and never overwrites the original photo, and you control who can see the annotated version the same way you control any other attachment.
Yes — you can use your device’s camera to scan a physical document and turn it into a clean PDF, with automatic edge detection and support for multiple pages, rather than attaching a plain photo of it.
Rates, Forms & Job Setup
Every account starts with a ready-to-use standard form, and you can also build your own custom fields — like a required safety checklist or a customer PO field — tailored to your company’s workflow.
Every account includes baseline Labor, Material, and Equipment rate tables, and you can create additional, separately named labor tables — for example, “Union Labor” versus “Apprentice Rates” — to match how your crews are actually structured.
If I change my rates, does that affect tickets I already sent out?If I change my rates, does that affect tickets I already sent out?If I change my rates, does that affect tickets I already sent out?
No — you can save your standard setup as a job template once, and every new job created from it starts automatically with the right form and rate tables already in place. A specific job can always be switched to a different form individually without affecting the template.
Yes. Each client can have more than one contact on file, and you can flag specific contacts as “Notify on Approval” — a standing setting, not something you redo ticket by ticket. The moment any ticket under that job reaches Approved status, every flagged contact gets notified automatically, with access to view it through the same no-account portal as anyone else.
Reporting & Back Office
Yes — every ticket you’ve created shows up in one flat list with its current status and a running total, so you can see where things stand without digging into each one individually.
Yes — you can see your unbilled work-in-progress across every job and GC in one place, split between work that’s already approved and work still waiting on approval, filterable by client or job.
Yes — you can maintain a company-wide roster of your actual crew members and specific equipment units, each tagged with a classification, so rates are always pulled consistently from the same source instead of re-entered.
Yes — you can see how long tickets take to get approved, plus how often a ticket needed to be re-sent after already being approved and how much back-and-forth conversation happened on a ticket, as a way of spotting which GCs create the most friction.
Yes — every change to a rate, form, or user setting is tracked, including who made it and when, so you have a clear record for accountability or if a disagreement comes up later.
Security & Access
Yes. Admin, Manager, and Basic User roles come standard, and a company-wide setting controls whether Basic Users can see dollar amounts on tickets at all.
Yes — you can assign a manager to one or more specific jobs (or all jobs), so they can access tickets they created plus everything on their assigned jobs, without seeing tickets on jobs they’re not assigned to.
Yes — any user can turn on MFA for their own account, and admins can require it company-wide if you want it enforced for everyone. Sub’s Flow also supports single sign-on (SSO) through your own identity provider.
Security & data
Yes. Data is encrypted and access is role-based, with optional multi-factor authentication built in.
Support
Reach out through our Contact page and our team will get back to you directly.
Tickets & Approvals
No. Anyone you send a ticket to can view and approve it through a simple link — no account or sign-up required on their end.
In person, right on your device; by email link; by scanning a QR code; or by text message.
Yes — useful when a ticket needs a field sign-off plus a separate approval, for example.
Yes, and that’s by design. Editing an approved ticket doesn’t undo the approval — it only reverts to Pending Approval if you explicitly resend it for a fresh signature. Every time a ticket is signed or re-signed, a permanent snapshot of exactly what was approved at that moment is saved automatically, so there’s always a record of what your GC actually signed off on, no matter what happens to the ticket afterward.
Yes. Every ticket has a list showing everyone who currently has access to it and how they got it — whether they were sent it for approval or just added to review. You can remove someone at exactly the level that matches the situation: just from that one ticket, from the whole job’s contact list, or from the client’s contact list entirely. Removing access takes effect immediately.
Yes. If a ticket has been sitting at Pending Approval longer than expected, you get notified so it doesn’t fall through the cracks, and you can resend the approval request straight from that alert.
Yes — you can enter a reference number like a CO, RFI, or PCO number directly on a ticket so it’s clear which change the extra work relates to. This is a plain reference kept within your own ticket records, not a live, two-way link into your GC’s own CO/RFI system.
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