Thursday 15 October 2026 · Bristol
Good morning, Owen.
30 live jobs. 2 are losing margin, £6,930 of approved extras are not billed yet, and 6 h on site are missing from the timesheets.
JOB 4012Snagging
Kitchen and utility fit-out
Hannah and James Whitcombe · Henleaze · Crew A with Kate · handover Fri 16 Oct
Live from the site app · synced 8 s ago
CostEstimateActualDifference
Labour697 h logged against 645 h estimated, at each fitter's true cost rate£18,000£19,400+£1,4007.8% overMaterials8 purchases received, 2 of them for the extras£14,000£15,100+£1,1007.9% overSubcontract5 invoices from the electrician, plumber and plasterer£5,450£5,450On budgetTotal cost£37,450£39,950+£2,5006.7% overExtras captured on site
£3,200 approved by the client, not billed yet
Quoted margin22.0%£10,550 on £48,000
Margin now16.8%£8,050 with the extras not billed
With the extras billed22.0%back to the quoted margin
Adds both to the completion invoice going out on Fri 16 Oct, and posts it to Xero as a draft.
Flagged Fri 25 SepLabour on Job 4012 is £1,012 ahead of the work done: 64% of the labour budget used at 58% complete. Kate called Steve the same afternoon: the extra larder unit was being built on a handshake. It was captured and signed before the crew left site.Margin board
Every live job: quoted margin against margin now
QuotedNowDown 3 points or more0 to 35%
4024LEAKINGEmery16.4%-7.1 pts4012LEAKINGWhitcombe16.8%-5.2 pts4019Porter23.5%-1.6 pts4008Hobbs22.0%-1.5 pts4022Wyvern Cycles19.4%-1.5 pts4011Quillan Dental Care18.1%-1.4 pts4027Cottle22.8%-1.4 pts4017Tallow and Thyme20.4%-1.3 pts4023Lyle30.5%-1.3 pts4020Pearce24.3%-1.2 pts4029Kemp30.0%-0.9 pts4021Godwin25.3%-0.8 pts4002Batten23.3%-0.6 pts4028Webber30.6%-0.4 pts4005Saltmarsh Lettings18.8%-0.4 pts4006Tremlett25.7%-0.2 pts4025Pelham Rowe Architects22.5%-0.1 pts4016Coombs26.9%+0.0 pts12 booked jobs start 21 Oct to 11 Jan 2027: £253,700, quoted at 23.6%View →
Extras not billed
Variations →Approved by the client, not on any invoice yet
£6,930
5 extras across 4 jobs
Fluted oak counter front instead of painted MDFJob 4017 · Tallow and Thyme · approved 26 Sep£2,260Extend the larder run: one more tall unit with a pull-outJob 4012 · Whitcombe · approved 28 Sep£1,850Breakfast-bar upstand and a downdraft hob cut-outJob 4012 · Whitcombe · approved 6 Oct£1,350Two extra data points and a fused spur in surgery 2Job 4011 · Quillan Dental Care · approved 2 Oct£1,180Recessed shower nicheJob 4024 · Emery · approved 8 Oct£290
On site, not on a timesheet
Timesheets →Clock-on hours this week that nobody logged to the job
6 h
caught before Friday's approval and invoices
TA
Tom Ashby · Job 4025
Tue 13 Oct: on site 9.25 h, logged 6.5 h
Wed 14 Oct: on site 8.75 h, logged 6.25 h
Time and materials: Friday's invoice goes out £252.00 short
RH
Waiting for clients
Variations →Priced and sent to the client portal to approve
This week's crews
Where everyone is, Mon to Fri. Today they clocked on where the schedule has them
Mon12 OctTue13 OctWed14 OctToday15 OctFri16 Oct
Crew CCommercial4025Pelham Rowe Architects4025Pelham Rowe Architects4025Pelham Rowe Architects4025Pelham Rowe Architects4025Pelham Rowe Architects
Invoices due to go out
Drafted from the stages, extras and timesheets
Job 4025 · Weekly time and materialsPelham Rowe Architects · 68.75 h so far£12,827.80TomorrowJob 4012 · CompletionWhitcombe · 1 line£12,000.00TomorrowJob 4021 · CompletionGodwin · 1 line£3,300.00TomorrowJob 4006 · CompletionTremlett · 1 line£10,975.00Mon 19 OctJob 4016 · CompletionCoombs · 1 line£3,400.00Mon 19 OctJob 4023 · CompletionLyle · 1 line£2,625.0022 OctJob 4008 · CompletionHobbs · 1 line£3,112.5023 OctINV-2430 overdue · Job 4013Winter · due 28 Sep · reminder sent£4,287.00
Auto-pilotAutomations →
AUTOXero sync: 2 payments matched (INV-2441, INV-2442), 8 invoices and 3 supplier bills posted10:30WAITINGHalbrook confirmed the café counter for Wed 21 Oct. Crew C stays on Job 4025 until then; Tallow and Thyme told10:05AUTOQ-1192 priced from the true labour rate on 15 kitchens: 207 h instead of 184. Waiting for your OK09:20WAITINGPO-5543 to Halbrook Worktops (£2,776.80) is over the £2,500 limit. Waiting for your OK09:10WAITINGElaine Porter opened V-4019-1 in the portal but has not signed. Sent 9 days ago; Job 4019 is held at first fix08:52AUTO12 people clocked on across 6 jobs, every one where the schedule has them07:30FLAGGEDTom Ashby was on site at Job 4025 5.25 h longer than his timesheet says (Tue and Wed). Time and materials: Friday's invoice would go out £252.00 short07:05WAITINGLabour check on 18 live jobs: 2 losing margin (4024, 4012); £6,930 of approved extras not billed yet07:00
4 things need your OK
one click eachQuote · Q-1192
Helen and Richard Lockwood, kitchen-diner fit-out, £24,850
Priced from the true labour rate: 207 h, not the 184 h the old rule gives. Over £20,000
Purchase order · PO-5543
Halbrook Worktops, worktops for Job 4020, £2,776.80
Over the £2,500 limit. Template booked for Tue 27 Oct
Subcontractor invoice · SC-3770
Andy Rees Electrical, Job 4011, £640.00
Over the agreed price. It matches variation V-4011-1, which the practice approved
Holiday · HOL-JP-1102
Josh Penrose, Mon 2 and Tue 3 Nov
Crew A is back at the Batten extension that week; Steve and Liam can cover
Nothing waiting for you. Everything you approved is in the activity log.
19 people on one system: crews on the site app, the office at a desk, clients in their portal
Unlimited users, £0 per seat. Invoices and supplier bills go to Xero; Xero stays your ledger.