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How to Invite Contractors to Sumext

Time required: 3 minutes per contractor

Available on: Solo add-on, Team, Firm

The contractor portal lets field workers submit invoices and timesheets directly from their mobile phone. No WhatsApp. No email attachments. Everything flows into your review queue and syncs to Xero automatically.

Step 1: Go to Contractors

In the Sumext sidebar, click Contractors.

Step 2: Click Invite Contractor

Click the + Invite Contractor button in the top right.

Step 3: Enter Their Details

Fill in:

  • Full name
  • Email address (they'll receive an invitation here)
  • Phone number (optional - for WhatsApp notifications)

Click Send Invite.

Step 4: Contractor Accepts

Your contractor receives an email with a link to create their Sumext portal account.

They sign up with their email and set a password. No billing details required on their end - you pay the seat cost.

Step 5: Contractor Submits

From their mobile, the contractor:

  1. Opens app.sumext.com or the link you shared
  2. Clicks Submit Invoice
  3. Takes a photo or uploads a PDF
  4. Adds any notes
  5. Submits

Step 6: You Review

You receive a WhatsApp notification, if enabled, when the contractor submits.

Go to Costs → Review. Find the contractor's submission. Check the extracted data, set the account code, submit to Xero.

Tips

  • ✓Contractors don't see your other invoices or financial data - they only see their own submissions
  • ✓You can deactivate a contractor at any time from the Contractors page
  • ✓If a contractor leaves, deactivate their account - their seat becomes available for a new contractor