An Introduction to Electronic Dockets for Subcontractor Administrators

What Are Virtual Superintendent and the SafeSite Mobile App?

Virtual Superintendent is an online, cloud‑based platform that gathers data from multiple sources, including the SafeSite mobile app. It enables head contractors to accurately monitor the safety, financial, and productivity aspects of construction projects.

SafeSite is a free mobile app used by subcontractors to capture on‑site data. This data feeds directly into Virtual Superintendent, allowing head contractors to:

• Process electronic dockets
• Create invoices
• Manage plant and labor safety
• Track the movement of materials across a project

The graphic below shows how SafeSite and Virtual Superintendent work together to create and process electronic dockets across a construction site.

Getting Access to Virtual Superintendent

To use Virtual Superintendent, a Head Contractor Administrator must create an account for you.

1. Contact the Head Contractor Administrator responsible for Virtual Superintendent on your project.
2. They will send you an email invitation to join.
3. Follow the link in the email to register your account.

Once registered, you can view all dockets for your project from the Dockets page in Virtual Superintendent.

Electronic Dockets for Subcontractor Administrators

Electronic dockets replace paper‑based dockets and provide a faster, more reliable way to record work completed on site.

Key points to understand:

• Electronic dockets are used by subcontractors to record work completed for a head contractor.

• Dockets are recorded in the SafeSite mobile app on Android or Apple smartphones.

  Dockets can record:

  • Plant or labor hire
  • Plant attachments
  • Labor allowances
• At the end of the day, subcontractors submit their electronic docket to a Supervisor with a single action.

• Submitted dockets are reviewed and processed by a Supervisor, then reviewed by an Engineer before they are ready for invoicing.

  As a Subcontractor Administrator, you can:

  • View all dockets recorded by your subcontractors
  • Create new electronic dockets in Virtual Superintendent
  • Edit existing dockets
  • Un‑submit dockets for correction
  • Export dockets for invoicing

The Lifecycle of an Electronic Docket

Virtual Superintendent captures data from SafeSite and other sources to support an end‑to‑end electronic docket workflow.

The general lifecycle of an electronic docket is as follows:

1. A subcontractor creates a draft electronic docket in SafeSite and submits it once the work is completed, or a Subcontractor Administrator creates and submits an electronic docket in Virtual Superintendent.
2. The docket is assigned to a Supervisor.
3. The Supervisor reviews the docket, applies the appropriate cost code, assigns an Engineer, and accepts the docket.

4. The Engineer filters their dockets to find those that are Accepted and assigned to them, then reviews and approves the docket.

   Once approved, the docket is reviewed by a Subcontractor Administrator, who:

   • Applies an Invoice Number
   • Sets the docket status to Invoiced
   • Exports the docket as a detailed spreadsheet

   • Sends the spreadsheet and invoice to the Head Contractor Administrator

     The Head Contractor Administrator filters dockets by Invoice Number and Supplier, then:

   • Verifies the submitted invoice against the spreadsheet
   • Optionally applies labels to the dockets
   • Sets accepted dockets to Reconciled
   • Exports reconciled dockets to the head contractor’s financial system for payment
   • Archives the dockets once processing is complete