Real workflows, handled end to end

Construction - tendering for a project

The complete workflow for preparing and submitting a construction tender, from reviewing the ITT and conducting a site visit through pricing, obtaining sub-contractor quotes, and following up after submission.

Handling an inbound sales inquiry

Covers every step from receiving a new customer inquiry to sending a qualified quote, ensuring no lead goes cold and no quote is built without confirmed requirements.

Issuing a deposit invoice after quote acceptance

A step-by-step process for converting a quote acceptance into a deposit invoice, confirming payment, and releasing the job to operations.

AV - corporate conferencing room installation

How to manage a corporate AV conferencing room project from site survey through design approval, hardware procurement, first and second fix installation, commissioning, and client sign-off.

Quotes · Jobs · RFQs · Purchase Orders +4

AV - digital signage supply and installation

Covers the full workflow for a digital signage project: from enquiry and site survey through hardware procurement, on-site installation, CMS setup, and signed commissioning handover.

AV dry hire kit dispatch and return

Covers the end-to-end process for an AV hire business managing dry hire kit - from deposit collection and kit prep through signed dispatch, return inspection, damage resolution, and final invoicing.

AV live event production - quote to derig

Covers the full production lifecycle for a live corporate or entertainment event, from client brief and quote through crew and kit scheduling, event-day delivery, derig, and final invoice.

AV system integration - running the commissioning and handover process

A structured workflow for AV system integrators running the commissioning and handover phase of an installation project - covering pre-commissioning checks, component and signal flow testing, end-user acceptance, handover pack compilation, and same-day invoicing.

AV system upgrade and technology refresh

A step-by-step workflow for AV integrators managing the upgrade or replacement of an existing client system, from structured site audit through procurement, installation, commissioning, and close-out.

Architectural lighting project (supply and installation)

Covers the full delivery of an architectural or decorative lighting scheme for a commercial space, from client brief and specification through procurement, installation, commissioning, and handover documentation.

Leads · Quotes · Contracts · Purchase Orders +4

Audio-Visual - managing an AV equipment hire job

A complete operational workflow for AV hire businesses, covering written booking confirmation through kit preparation, dispatch, show-day additions, kit return and condition check, and same-day invoicing.

Building automation and smart controls installation

A step-by-step workflow for electrical contractors and lighting specialists managing a DALI or smart controls installation, from site survey and system design through commissioning, programming, and signed handover.

Construction - daywork recording and billing

Covers the end-to-end process for recording daywork on a construction project - from confirming the instruction and briefing operatives through daily sheet completion, obtaining signatures, and submitting the claim with the application for payment.

Construction - fit-out and partitioning contract - tender to practical completion

Manages a commercial fit-out and partitioning sub-contract from tender enquiry and pricing through to on-site delivery, snagging, practical completion, and retention tracking.

Construction - managing material deliveries and three-way cost matching

Receiving materials on a construction or trade job without a clear delivery and matching process leads to overpayments, missing cost capture, and margin erosion.

Construction - managing site preliminaries

Workflow for budgeting, tracking, and recovering construction site preliminaries - the indirect project costs covering site setup, welfare, plant hire, insurance, and project management from mobilisation through to final account.

Construction - managing a defects liability period

How to log the DLP start and end dates at practical completion, maintain a defects register through the period, raise repair works orders for each notified defect, and trigger the final retention invoice when the Defects Certificate is issued.

Construction - managing a domestic subcontract scope change

Covers the process for formally instructing and recording a change to a domestic subcontractor's agreed scope of work mid-project, from entitlement assessment through to agreed valuation and cost capture.

Construction - managing a facilities management contract

Facilities management contractors need to track planned maintenance, reactive callouts, and cost capture across multiple properties in one system. This workflow covers contract setup through to monthly billing and renewal.

Jobs · Works Orders · eForms App · Purchase Orders +2

Construction - managing a liquidated damages claim

A structured process for contractors receiving a liquidated damages notice. Covers EOT review, exposure calculation, formal response, and job account recording.

Contracts · Project Tracking · Jobs · Invoices +1

Construction - managing a loss and expense claim

A delay or disruption caused by the employer has resulted in additional costs beyond the contract sum.

Jobs · eForms · eForms App · Invoices +1

Construction - managing a measured term contract

How a building or maintenance contractor manages an ongoing measured term contract - receiving individual work orders, pricing against a schedule of rates, and billing through periodic payment applications.

Construction - managing a nominated subcontractor

Step-by-step process for a main contractor managing a client-nominated subcontractor, from nomination instruction through subcontract issue, payment applications, and final account settlement.

Construction - managing a nominated supplier

When a main contract specifies a nominated supplier for particular goods or materials, the main contractor must procure through them regardless of market alternatives.

Construction - managing a programme delay

A structured process for identifying, documenting, and formally notifying a programme delay on a construction project - from issuing the delay notice to submitting an extension of time claim and updating the programme.

Construction - managing a provisional sum instruction

How to convert a provisional sum allowance into confirmed instructed work - from receiving the written instruction through RFQs, purchase orders, cost notification, and interim valuation.

Construction - managing a schedule-of-rates contract

Manage the full cycle of an SOR term contract - from loading the agreed rate schedule and logging works instructions to recording quantities, submitting payment applications, and tracking disputed items through to final account.

Construction - managing an extension of time claim

When a qualifying delay event occurs on a construction project, the contractor must act quickly to protect their programme entitlement and prevent liquidated damages from running.

Jobs · eForms · Mentions

Construction - plant hire and equipment management

Manage hired plant and equipment from booking through to return and cost reconciliation, with every hire cost attributed to the right job from day one.

Jobs · RFQs · Purchase Orders · Delivery Notes +2

Construction - processing a payment application

Submit and track monthly payment applications on construction contracts, monitor Payment Notice deadlines, and reconcile payments against certified amounts. Keeps retention balances visible and disputes resolved quickly.

Construction - raising and managing a snagging list

Covers the process of compiling a snagging list before practical completion, assigning defects to trade contractors, tracking rectification, and obtaining client sign-off. Keeps handover on track and protects final payment.

Jobs · eForms App · eForms · Works Orders +1

Construction - roofing - quote to final invoice

How a roofing contractor manages the full job lifecycle from initial enquiry through site survey, materials procurement, and site records to deposit and final invoicing.

Education AV - system installation and handover

End-to-end workflow for supplying and installing AV systems in schools, colleges, and universities - from site survey and quote through multi-room installation, staff training, and formal handover sign-off.

Handling a delivery discrepancy (promotional merchandise)

What to do when branded goods arrive short, damaged, or incorrectly decorated - from logging the issue at receipt to resolving it with the supplier and keeping the client informed.

Delivery Notes · Purchase Orders · Jobs · Invoices +2

Heat pump survey to MCS commissioning

End-to-end workflow for MCS-certified heat pump installers, covering enquiry capture, heat loss survey, BUS grant application, equipment procurement, commissioning, and final invoice.

Joinery - workshop order to site installation

Covers the end-to-end process from a confirmed joinery order through workshop production, site delivery, and installation to sign-off. Includes specification lock and quality check gates before items leave the workshop.

Landscaping & groundworks - quote to final invoice

A complete workflow for landscaping and groundworks contractors, covering site survey, quote, deposit, materials procurement, on-site delivery checks, variation handling, and final invoice.

Construction - managing a two-stage tender

How to manage a two-stage construction tender from Stage 1 competition and PCSA appointment through open-book sub-package pricing to Stage 2 contract award and site mobilization.

Construction sub-contractor payment application

Covers the process a main contractor follows when a sub-contractor submits a payment application - from scope check and certification through purchase order, invoice matching, and confirmed payment processing.

Closing out a completed job: from delivery to final invoice

Streamline your project closeout process from customer acceptance to final billing. Ensure all costs are captured and invoiced accurately.

Jobs · Purchase Orders · Works Orders · Invoices

Construction - chasing and releasing retention

Retention withheld during a construction project must be actively tracked and chased at two defined milestones: practical completion and the end of the defects liability period.

Construction - final account preparation and agreement

The process of compiling, submitting, and agreeing the final financial settlement on a completed construction contract. Covers variation reconciliation, provisional sum adjustment, daywork verification, and final invoice issue.

Jobs · Purchase Orders · Invoices · Mentions

Finance - chasing an overdue invoice

A structured 7-step escalation sequence for recovering payment on overdue invoices, from first polite reminder through to formal demand.

Finance - following up on an overdue invoice

A structured chase sequence for recovering late customer payments, from the initial written reminder through to phone escalation and the decision to suspend credit or refer to collections.

Finance - issuing a final invoice and closing a job

The pre-invoice close process for project-based businesses: three-way cost match, variation reconciliation, correct invoice structure, and retention tracking.

Finance - raising a deposit invoice and confirming payment before work starts

How to raise a deposit invoice the day a quote is accepted, confirm payment before releasing job start, and record the deposit so it deducts correctly from the final invoice.

Quotes · Jobs · Invoices · Xero +2

Issuing a credit note to a customer

Streamline the credit note process from customer confirmation through to accounting reconciliation. Ensure proper documentation, accurate calculations, and seamless integration with your accounting system.

Invoices · Xero