Running the business from one place

Everyone signs in with their own PIN, so every action is tied to a person. Access follows least privilege, people only see what they need.

Operative: Field view only. Records work, clocks in/out, logs time, sees the jobs they’re assigned to. Never sees money.

Manager / Ops: Full office view, projects, reactive works, resourcing, approvals, financials, team.

Finance: Office view with the money, the finance dashboard, invoices and approvals.

Director: Everything.

Set someone’s role on the Team screen.

The office home. One screen that answers “how is the business right now?” without opening five others.

Headline tiles: Owed now, who is on site, timesheets waiting to approve, and reactive jobs live.

Money to chase: Aged debt at a glance, the clients owing the most, and a prompt for anything 90+ days overdue or a reactive job past its terms.

On the ground: Each round’s progress and defects, build jobs in progress, and who is on the clock. Every tile links straight to the detail.

The recurring weekly rounds (like Leasowe). Open a contract from the home screen.

Dashboard: Live progress for the week, stops done, zones, bags, labour hours, open defects, missed areas. A crew can be assigned to the round here.

Client report: A polished, branded weekly report with photo evidence for the round’s client. Copy share link to send it (no login needed) or Save as PDF. Weeks and Calendar keep every past week on record.

Customer reports (per stop): When each stop on a round is a separate customer (residentials), tick Each stop is a separate customer in Manage rounds. The whole-round report then stays internal, so one customer can never see another’s stops. Instead, on the round dashboard, Send a customer their report gives each stop its own short, private link showing only that visit and its photos.

Export: A spreadsheet-ready CSV of any week, with each job’s completion time and photo links.

Manage rounds: Open Manage rounds from the home screen to add or edit any round yourself: set the name, client and how often it runs, then add or remove stops (day, road, number, work type, postcode). Changes show in the round straight away, and any stops the crew have already done keep their progress. Archive a round that has ended; the history stays and you can restore it later.

How often it runs: A round can be weekly, fortnightly or monthly. Fortnightly and monthly rounds only show up on the weeks they are due; on an off week the round reads “Not due this week” with the next date.

Every job across the business, from enquiry to close-out.

Pipeline: Projects move through Enquiry → Scoping → Tendering → Delivery → Close-out. Filter by stage or business area, or search.

Financials: Contract price, value of work done, invoiced, paid and outstanding per project, feeding the register’s money rollup.

Field delivery & team: Link a project to the field round that delivers it, and assign the people working it (with a lead). Labour to date shows the hours logged against it and their cost.

Archive an enquiry: Keep a cold enquiry on record but out of the pipeline figures: Archive it; restore any time.

Build and trade work delivered under a project: one job per unit of work (strip-out, kitchen, landscaping), assigned by trade.

Set up a job: On a project, add a trade job (title, trade, description) and assign the build-team member doing it.

Delivery on site: The assigned person opens the job and moves it through To do, In progress, On hold and Done, adds site notes, and captures before and after photos, all from their phone.

What it costs: Labour logged against the job plus materials on its purchase orders add up to a live job cost that rolls into the project total. You can raise an invoice straight from a job.

One-off jobs for any client, tracked end to end: quote requested, quoted, work order, on site, completed, invoiced, paid.

Assign a client: Every job is logged against a client from your address book (Masons, Archdiocese, Prima, Boxpark and the rest), so it is never guessed. Record who raised it and their reference or PO.

The board: Jobs grouped by stage, with a money rollup and an overdue flag once an invoice passes its terms. Filter by client to see just one client’s reactive works, with their own totals, so one client’s jobs stay out of another’s view.

Before & after photos: Capture the evidence photos on each job, and assign the site team.

Raise an invoice: When a job is done, Raise invoice opens a new invoice with the client, the works and the agreed value already filled in, ready to issue.

Manage everyone on the Team screen.

Add & manage: Add a person (they get a PIN), set their role and trade, deactivate or issue a new PIN.

Subcontractors: Add a subcontractor firm and its people the same way, with a company you can create inline. Bill them hourly, by the day or at a fixed price per job. They get a login too, so their time and work are tracked like the crew, and their cost shows separately from payroll.

Rates: Set each person’s £/hr (or day rate for a daily-rate sub). This turns their logged hours into labour cost across the app.

Assign: Put people on a project, round, reactive job or trade job (with a lead) from that job’s page.

Resourcing board: Who’s on what, everyone’s current assignments, busy first, with a list of who’s free to pick up work.

Their side: Each operative sees their assigned jobs under Your jobs on the home screen.

How the crew log time: Operatives clock in and out on site, it records the time and their location for health & safety and fills in the hours automatically. Manual entry is HQ-only, for verified exceptions.

Approvals: Submitted time comes to Ops / Finance / Directors to approve or query, per person or all at once. Each shift shows two location pins, where they clocked on and where they clocked off. Approved time locks. HQ can add time on behalf of someone who couldn’t clock in.

Weekly hours & cost: Finance → Weekly hours gives a per-person Sat→Fri tally with a labour cost column, to cross-check against each person’s weekly invoice.

A live health and safety board of who is clocked in right now.

On the clock now: Everyone currently on site, how long they have been on (a running timer), where they clocked in, and an amber flag once someone passes 10 hours.

Clocked out today: Who has finished and their hours. The board refreshes itself, so it can stay live on a screen in the office.

Prompts: The home screen nudges the crew to clock in when they arrive and to clock out on a long shift, so the board stays accurate.

Money dashboard: Leads with Owed now (what’s outstanding) and a chase shortcut. Invoiced / collected figures sit behind a period toggle (last 12 months by default), with aged debt and who owes the most.

Invoices: The full ledger imported from Invoice Simple, search, filter by client, unpaid-only.

Weekly hours cost: The payroll-style hours + labour cost view (above), for cross-referencing invoices.

Operatives can’t see any of this.

Raise estimates and invoices in the app, in your own branding.

Create & send: Build an estimate or invoice (line items, VAT, terms), issue it, then share a link or Save as PDF. The client opens it with no login. Record a payment (part or full) and it flows straight into the finance dashboard.

From a job or report: Raise an invoice straight from a project, reactive job, trade job or a finished stop report, with the client and the work already filled in, so there is no re-keying. Convert an accepted estimate into an invoice in one tap. Numbering carries on from your existing invoices.

Clients & statements: The address book keeps each client’s details, and produces a branded statement of account showing what they have been invoiced, paid and still owe.

Settings: Your company details, VAT number, bank details and default terms sit under Invoicing settings.

The money going out: materials and subcontractor costs.

Raise a PO: Record a purchase order against a project, round, reactive job or trade job, with the vendor, amount and status (Ordered, Delivered, Invoiced, Paid).

Into job cost: A job’s committed spend feeds its cost, so you see labour plus materials in one place, and what each vendor or subcontractor is owed.

Client-facing documents (the weekly report, CSV exports) are Prepared by Mustard Seed, with a quiet Powered by Sorted Software credit. Everything the client sees is presented as your work.