Your subcontractors get their own portal. You keep full operational control.
Every subcontractor gets a dedicated, credentialed login. Jobs flow from your dispatch board to their portal — no WhatsApp, no phone calls, no shared passwords, and no need for your subcontractors to pay for their own software.
Most haulage software treats subcontractor dispatch as an afterthought. We built it as a core portal.
Operators managing a mixed fleet — some owned trucks, some subcontracted capacity — face a specific problem: how do you get jobs to subcontractors in a structured, auditable way without forcing them onto your internal system? The standard answer is WhatsApp, email, or a phone call. That means no confirmation record, no status tracking, no automated POD flow, and no way to audit what was delegated to whom.
HaulageOps' subcontractor portal is a purpose-built, dedicated web application — not a workaround or a shared view of your admin panel. Each subcontractor company gets their own credentialed login. Your dispatcher delegates a job, it appears in the subcontractor's queue, they accept or decline, and every status update flows back to your dispatch board in real time.
What the subcontractor portal provides
- Unique login credentials for each subcontractor company
- Job queue showing only that subcontractor's delegated work
- Accept or decline functionality with confirmation fed back to dispatch
- Full job detail: material type, pickup site, delivery site, scheduled time, instructions
- Interactive Mapbox maps showing pickup and delivery locations
- Job status update workflow through the full lifecycle
- Job history and document access for completed deliveries
- No need for the subcontractor to subscribe to HaulageOps themselves
Portal logged in as "Redlands Haulage Pty Ltd"
Crushed Rock
↑ Boral Quarry, Ormeau
↓ Pacific Motorway – Lot 4
Sand
↑ Hanson Quarry, Stapylton
↓ Pacific Motorway – Lot 6
Gravel
↑ Boral Quarry, Ormeau
↓ Pacific Motorway – Lot 5
↳ Mapbox route map below — no internal rates visible
From your dispatch board to your subcontractor's job queue — in real time.
You delegate the job
Dispatcher selects a job and chooses a subcontractor from your managed subcontractor list. The delegation is confirmed and the job is marked as delegated on your dispatch board.
Subcontractor receives notification
The subcontractor's portal queue updates immediately. Depending on their notification preferences, they may also receive an email alert. No phone call required from your team.
Accept or decline
The subcontractor logs into their portal, reviews the job details and the Mapbox map showing the route, and accepts or declines. Their response updates your dispatch board in real time.
Status updates flow back
As the subcontractor updates job status — en route, at pickup, loading, in transit, at delivery — each update appears on your dispatch board. You can see where delegated work is without making a single call.
Job completed with evidence
Completion is recorded in the portal with timestamp. Associated documents and POD information are accessible. The job feeds back into your billing workflow at the rate you set — not the rate visible to the subcontractor.
History and audit trail
Every delegated job, every accept/decline, every status change is recorded in the audit trail with user identity and timestamp. Management can review delegated work history without relying on anyone's memory.
Your subcontractor sees their pay rate. Not your client charge rate. Not your margin.
When you delegate a job to a subcontractor, HaulageOps stores two separate rates on the same job record: the rate you charge the client, and the rate you pay the subcontractor. The subcontractor portal shows only the subcontractor pay rate — the client charge rate and the margin between them are never visible to the subcontractor, regardless of what they can access in their portal.
Client charge rate
Stored on the job record against the client rate card. Visible to your admin team, dispatchers and management. Used to generate the client invoice. Hidden from the subcontractor portal entirely.
Subcontractor pay rate
Stored separately on the same job record. Visible to the subcontractor in their portal — so they know what they are being paid for the job. Completely separate from what the client sees or is charged.
Margin stays in the system
The difference between client charge and subcontractor pay is visible in your internal reporting and financial overview. It never leaves the system, never lives in a spreadsheet column, and is never accidentally exposed to either party.
See how rates work across the platform: Rate Management
Native subcontractor portal vs the workarounds competitors use.
When evaluating haulage TMS options, the subcontractor question reveals a sharp divide. Some platforms have no sub-facing feature at all. Others require your subcontractors to also pay for a licence. HaulageOps is the only platform in this category with a native, free-for-the-sub dedicated portal.
| Subcontractor capability | Allotrac | MyTrucking | HaulageOps |
|---|---|---|---|
| Dedicated subcontractor portal | No — no sub portal at all | Partial — sub must also be a paying customer | Yes — free for your subcontractors |
| Subcontractor needs their own licence | N/A | Yes — walled garden model | No — portal access is included |
| Accept / decline individual jobs | No structured workflow | Only if sub is a MyTrucking customer | Yes — built into the sub portal |
| Status updates back to your dispatch board | Manual / phone | Only within their closed platform | Yes — real-time Socket.io |
| Interactive maps for pickup/delivery | No | Basic | Yes — Mapbox interactive maps |
| Separate pay vs charge rates | No | No | Yes — margin stays private |
| Sub sees only their own jobs | N/A | Within their own account only | Yes — isolated per subcontractor |
The subcontractor portal connects to these platform areas.
Subcontractor Management
Manage subcontractor company records, contacts, documents, compliance records and rates in the admin panel. The portal is where subs work — management is where you maintain oversight of the relationship.
Client Portal
Just as subcontractors get their own portal, clients get theirs. Each portal is purpose-built for its user type — subcontractors see jobs and pay rates, clients see jobs, POD and invoices.
Rate Management
Set separate client charge rates and subcontractor pay rates on every job. The rate management module controls what each portal shows — clients see their rate, subs see theirs, your margin stays internal.
Also see: Subcontractor Coordination — the operational case for why a dedicated portal changes how you manage external capacity.
Frequently asked about the HaulageOps subcontractor portal.
How many subcontractors can I add?
There is no hard cap on the number of subcontractor companies you can add to your HaulageOps account. Each subcontractor gets their own isolated portal access. Operators typically run with between 5 and 30 active subcontractor relationships, though the system handles larger networks. Each subcontractor company can have multiple user contacts — not just a single login per company.
Does the subcontractor need to pay for HaulageOps?
No. The subcontractor portal is free for the subcontractor to use. Only the operating company — your business — pays for the HaulageOps subscription. Your subcontractors receive a login, access their job queue and update status at no cost to them. This is a deliberate design choice: your subcontractors should not face a barrier to receiving and managing work from you.
What can a subcontractor see in their portal?
A subcontractor can see: jobs delegated to them (current and upcoming), job details including material, pickup and delivery sites, scheduled time and any site instructions, their pay rate for each job, job status controls, Mapbox maps for pickup and delivery locations, and their completed job history and associated documents. They cannot see: jobs delegated to other subcontractors, your client charge rates, your internal margin, other clients' job information, or anything in your admin and dispatch panel.
How does the subcontractor receive notification of a new job?
When you delegate a job to a subcontractor, their portal job queue updates immediately. Email notification options are configurable per subcontractor. The subcontractor does not need to be logged into the portal for the job to appear — it waits in their queue. You can see whether the job has been accepted or is still pending directly on your dispatch board.
What happens if a subcontractor declines a job?
If the subcontractor declines, the job returns to an unassigned state on your dispatch board and is flagged for reassignment. The decline is recorded in the audit trail with the timestamp and the subcontractor's identity. Your dispatcher is notified so they can reassign to another subcontractor or an owned driver. There is no obligation on either side beyond what is recorded in the job and any contract held in the system.
Can a subcontractor access job history and past documents?
Yes. A subcontractor can access their completed job history and associated documents within their portal. This gives them a record of work completed through your platform — useful for their own reconciliation and invoicing to you. They can only see documents related to their own jobs, not documents from other subcontractors or internal company records.