SWMS app vs spreadsheets vs paper
A digital form is not automatically a safer system. Compare how your crew finds the current statement, understands the controls, signs on and retrieves the record when the job changes.
What each approach needs to get right
| Step | Paper | Spreadsheet or shared file | Dedicated app |
|---|---|---|---|
| Current version | Replace old site copies and control distribution. | Control editing, filenames and shared permissions. | Test issue, revision and access behaviour; do not assume all apps handle it alike. |
| Worker sign-on | Keep the signed sheet linked to its exact statement. | Use a deliberate signature and identity process. | Test worker identity, timestamp and the statement version signed. |
| No coverage | Available if the correct copy is on site. | Prepare local copies and reconcile edits. | Verify actual offline support and later sync behaviour. |
| Retrieval | File and protect originals; scan as required. | Maintain folder rules, history and backups. | Test export, retention and access after the subscription ends. |
When paper or a spreadsheet can still work
A small, stable operation with disciplined distribution and filing may manage a simple process without a platform. Paper is not inherently invalid, and a spreadsheet can help structure the work. The practical question is whether your process reliably ties the current hazards and controls to the workers carrying out the work. More sites, revisions and crews usually mean more administration to keep that link intact.
What to test in a SWMS app
- Issue a statement, sign it, revise it and show exactly which version each person saw.
- Change a control after a site hazard is reported and demonstrate the consultation and re-briefing process.
- Lose signal, complete the supported workflow and reconnect without losing or duplicating evidence.
- Export a completed statement and its sign-on record for a project that has closed.
- Confirm permissions, retention, backups and the effort to leave the platform.
How SubbieSure approaches SWMS
Our SWMS app page describes the Work Method Statement builder, project-linked statements, hazards, risk ratings and controls, and sign-off that can be enforced at prestart. SWMS sit alongside toolbox talks and other safety records. Ask for your own workflow to be demonstrated, including the mobile and offline steps you need.
Templates do not replace site-specific planning
Changing a template’s company name is not a risk assessment. Consult the crew, identify the actual task and site hazards, choose effective controls and review when the work changes. Our SWMS writing guide and template guidance explain the limits of generic documents. Check current jurisdiction requirements with your regulator or a competent adviser.
Make the decision on total administration
Compare authoring, briefing, sign-on, revision, chasing missing records, retrieval and retention time, not just the subscription. There is no universal break-even point. Pilot the process and measure it with your own crew before expanding.
Do not compare headline fees without the same scope. Ask each vendor for currency, GST treatment, billing term, minimums, modules, worker/client access, setup, training, integrations and data export costs. This guide does not reproduce competitors’ numeric prices or claim SubbieSure is cheaper.
SubbieSure’s published monthly pricing is progressive per active user: the first 100 at AUD $25 each, users 101–200 at $20 each, and users above 200 at $15 each, excluding GST. Onboarding is included and a free one-month trial is advertised. Check current pricing and calculator and confirm the current offer before budgeting.
See your workflow, not just a feature list
Book a SubbieSure demo with a real project, a current form and the people who will use it. Compare the result with each vendor’s demonstration before changing systems. Software supports records and workflows; it does not guarantee WHS compliance or replace competent supervision and site-specific risk assessment.
SWMS app · Construction timesheets · Subcontractor management · Safety management