The verdict in three sentences
A Dublin construction group working with 400 active subcontractors can no longer track tax clearance, insurance and safety documents by hand, with each file to be checked at contract signature and refreshed at least every 6 months. An off-the-shelf tool at 2,500 to 6,000 EUR per year solves the basic document problem. A custom portal at 25,000 to 45,000 EUR excluding VAT makes sense when compliance must be linked to sites, purchase orders and automatic payment blocking.
What the rules require and what ignoring them costs
Under Ireland's Relevant Contracts Tax (RCT) regime, the principal contractor must notify Revenue of each relevant contract and payment through eRCT, and apply the deduction rate Revenue sets (0%, 20% or 35%). Paying without notifying makes the principal liable for 35% of the payment, plus penalties. Safety and insurance obligations add further documents.
| Document | Check frequency | Source | Risk if missing |
|---|---|---|---|
| eRCT contract notification and deduction rate | Each contract and each payment | Revenue (ROS) | Liability for 35% of the payment plus penalties |
| Tax clearance certificate | At signature, then every 6 months | Revenue, verifiable online | Exclusion from public contracts |
| Public liability and employer's liability insurance | Annual | Insurer | No recourse after an incident |
| Safe Pass cards for workers | Per site | SOLAS | Site stoppage, HSA enforcement |
| Safety statement and method statements | Per site | Subcontractor | Fines under Safety, Health and Welfare at Work Act |
| Company registration | At signature | CRO | Contracting with a struck-off entity |
With 400 subcontractors, that means at least 800 tax clearance checks per year to collect, verify and archive, plus annual documents and per-payment RCT notifications.
Off-the-shelf tool or custom portal
| Criterion | Off-the-shelf tool | Custom portal |
|---|---|---|
| Setup | 1,000 to 3,000 EUR | 25,000 to 45,000 EUR |
| Recurring | 2,500 to 6,000 EUR/year (often charged to subcontractors) | Maintenance 400 to 700 EUR/month + hosting 50 to 150 EUR/month |
| 5-year cost | 13,500 to 33,000 EUR | 52,000 to 96,000 EUR |
| Automatic reminders | Yes, standard calendar | Yes, by document type and by site |
| Authenticity checks | Depends on vendor | Tax clearance verification built into the workflow |
| Link with purchase orders and payments | Export or paid API | Automatic payment block if file incomplete |
| Site view and tier-2 subcontracting | Limited | Full site hierarchy |
| Subcontractor experience | Third-party platform, mandatory signup | Branded space, mobile upload in 2 minutes |
Off-the-shelf is enough if your only need is document collection. Custom wins when compliance must drive the ERP: a non-compliant subcontractor gets neither a purchase order nor a payment.
Scope of a 3-month portal
Plan 2 weeks of scoping with administration and finance, 8 weeks of development (subcontractor space, reminder engine, validation back office, ERP connector), then 2 weeks of acceptance testing with 30 pilot subcontractors. Reminders go out 30, 15 and 3 days before the 6-month deadline, by email and SMS.
Mini case study
Siobhan, Head of Administration at a Dublin construction group, employs 1.5 full-time assistants chasing documents (about 60,000 EUR loaded per year). A Revenue review last year found 14 incomplete files.
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With a custom portal at 38,000 EUR plus 550 EUR per month of maintenance, administrative time drops to 0.4 FTE, saving roughly 44,000 EUR per year. The portal pays back in under 13 months, before counting the avoided risk: a single 35% liability on a 150,000 EUR payment is 52,500 EUR.
FAQ
Which contracts fall under RCT?
Construction, forestry and meat processing contracts between a principal and a subcontractor. Each contract and each payment must be notified to Revenue before payment.
Can the portal verify a tax clearance certificate?
Yes, tax clearance status can be verified online with the access number. The portal can guide that check and timestamp it, which serves as evidence in a review.
How much does a custom subcontractor compliance portal cost?
Count 25,000 to 45,000 EUR depending on ERP connectors and subcontracting tiers, then 400 to 700 EUR per month of maintenance.
Will subcontractors adopt the portal?
Adoption usually exceeds 90% within 3 months if upload takes a few minutes on mobile and payment depends on a complete file.
How long does deployment take?
About 3 months, including 2 weeks of testing with 30 pilot subcontractors, then a gradual migration of the 400 files.
Let's scope your project. Tell us your number of subcontractors, your ERP and your active sites, and we will price a portal delivered in 3 months with maintenance. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
