Contractor prequalification audit software
Before a principal contractor lets a subcontractor on site, someone has to check that its insurances are current, its SWMS cover the high-risk construction work it will do, its workers hold the licences the job needs and its safety management system is more than a template. Prequalification audits are high-volume and repetitive, and the risk is a lapsed policy or an expired licence that nobody re-checked. SurveyThanks records each document as evidence with an expiry date, so the report states what is current on the day it is issued.
Built for principal contractors running teams of roughly 3–50 inspectors.
Sample Prequal audit report
An illustrative excerpt. The site, readings and findings are fictional; the layout is yours to set.
Prequal audit report
Prequalification summary — Fictional Scaffolding Co.
- Principal contractor
- Example Builders Group
- Scope of work
- Erection and dismantling of scaffold above 4 m
- Assessed
- 22 May 2026
| Criterion | Evidence | Outcome |
|---|---|---|
| Public liability insurance | $20m policy, expires 30 June 2026 | Outcome: Expiring |
| Workers compensation | Current certificate of currency | Outcome: Met |
| High-risk work licences | Scaffolding licences for 5 of 6 nominated workers | Outcome: Not met |
| SWMS for scaffold work | Generic SWMS; no site-specific edge protection controls | Outcome: Revise |
Fields captured on site
Your firm builds the form in-app, so these are a starting point rather than a fixed schema. Every field is captured on the device, with or without signal, and lands in the prequal audit report where your template puts it.
Contractor
- Legal entity and ABN
- Scope of work
- High-risk construction work categories
Per evidence document
- Document type
- Issuer
- Expiry date
- Upload or photo
- Outcome (met / not met / expiring)
Per nominated worker
- Name or worker ID
- Licence class and number
- Licence expiry
- Induction completed
Standards the report works to
- Work Health and Safety Act 2011Model WHS Act — section 46
- The duty to consult, cooperate and coordinate with other duty holders that prequalification gives effect to.
- Work Health and Safety Regulations 2011Model WHS Regulations — Chapter 6 Construction work
- High-risk construction work and the safe work method statement requirements a SWMS is checked against.
- Code of PracticeWork health and safety consultation, cooperation and coordination (Safe Work Australia)
- How a principal and its contractors are expected to share information on shared sites.
Load the standards you hold into your reference library and the drafted prose is written against them rather than against a general model.
How the prequal audit report gets built
Capture it once, offline
Your firm builds the contractor prequalification audit form in-app — 25 field types, nesting repeatable groups, compound AND/OR visibility rules, reusable modules and calculated fields. Field capture works with no signal: jobs, forms, photos, notes and audio all queue in an idempotent outbox that only clears once the server confirms receipt.
Link it to your areas, tasks and plant
Enter areas, tasks and plant once, as a register. Every one of your hazards, controls and findings then points at a stored row rather than a name somebody typed — and the links survive a disconnected device.
Render your own template
The prequal audit report renders into the Word template you already use — your letterhead, your section order, your clause library — with conditionals, loops over repeats, composable sub-templates and photo grids.
Reviewed before it leaves
You write the review framework: a checklist of what a prequal audit report must contain, plus the prose standards you would mark a junior against. Link it to a report template and it runs every time that template renders. Each finding comes back graded info, minor or major, quoting the sentence at fault, and a person accepts or dismisses every one.
Because the structured submission behind the report is held too, the review is a comparison rather than a proofread: The report says all plant is guarded; the form carries an unguarded drive shaft in the workshop.
Checks a WHS consulting framework usually carries
- Every finding cites the regulation, code or clause it is assessed against
- Every hazard has a control and a person responsible for it
- Risk ratings are applied consistently across findings of the same kind
- Corrective actions are specific enough to be actioned and dated
Questions
- Can the report flag documents that expire soon after approval?
- Yes. A calculated field or visibility rule on each evidence row can mark anything expiring within your chosen window, and the template can list those as conditions of approval.
- Can contractors upload their own documents?
- There is no contractor portal. Documents usually arrive by email, and the auditor uploads or photographs each one as evidence on the form.
- Does it keep a register of approved contractors?
- Each contractor is a stored record that every audit links to, so you can filter submissions by contractor and outcome. It is not a full contractor-management system with automated renewal reminders.
What this is not
Worth knowing before you book a demo, so neither of us wastes the half hour.
- Not field-service dispatch. No timesheets, no parts, no inventory. Scheduling exists to get an inspector to a site.
- No signature capture. If your deliverable has to carry a signed sign-off on the artefact itself, this is not the tool yet.
- Field capture is what works offline — jobs, forms, photos, notes and audio. Reports, chat, scheduling and the inbox need a connection.
- No client portal. Reports go out as a file or a password-protected link.
Other WHS consulting work we cover
- Noise exposure assessmentsNoise dosimetry report
- PPE compliance auditsPPE audit report
- Psychosocial hazard assessmentsPsychosocial risk report
- Remote worker site checksRemote site report
- Workplace WHS auditsWHS audit report
- Hazard identification walksHazard register report
- Hazardous chemical auditsChemWatch register audit
- Incident investigationsICAM investigation report
Other disciplines
Rebuild your prequal audit report in SurveyThanks
Bring the Word template you already send clients. If you are coming off another field-forms tool, a filled report can be uploaded, read field by field, and re-rendered into your template.