Job tracking
Job tracking software for subcontractors
One number per job from sold to paid, with the stage, the money, the documents, the photos and every change on the same screen, and stages you can switch off if your shop does not have them.
Nobody can say where a job is without asking somebody
The sale is in an email, the schedule is on a whiteboard, the completion is a text message from the crew, and the invoice happens when the office notices. Every one of those is somebody's memory, and the gap between "the crew finished it" and "we billed it" is where a fortnight of cash goes missing.
Then the reconciliation: the estimate number, the job name and the invoice number are three different things, so tying a builder's question about an invoice back to the estimate they approved is a manual job every single time.
- Finished work that nobody queued for invoicing
- A change order the crew already built and the office never billed
- Three numbering schemes for one piece of work
What you get
What it does
The estimate number is the job number
And the invoice number. One number runs the whole way, so an invoice landing in a builder's accounts payable ties back to the estimate they approved without anybody matching anything by hand.
Stages that move one way, on purpose
Scheduled, completed, ready to invoice, invoiced, paid. Every move goes through one rule, so a job cannot skip a step or go backwards because somebody edited a dropdown.
Your workflow, not ours
The rep sign-off stage is right for a shop with a sales team and wrong for an owner-operator. Switch it off and a finished job goes straight to the invoice queue, without breaking the jobs already waiting in it.
A money gate you cannot talk past
A job with a priced change order still sitting unapplied cannot reach the invoice queue. It is enforced in the database, not by a warning somebody dismisses, so the wrong amount is never what goes out.
Everything about the job, on the job
The scope sheet and the bid PDF, the itemised bill, the change orders and where each one stands, the photos, the crew's own reports and a notes timeline: one screen instead of four tabs and a text thread.
On the calendar, verified
The job's dates land on Google Calendar with its documents linked. The push is checked against where the event actually ended up, and a job that failed to sync says so until somebody fixes it rather than losing it silently.
The money reads correctly at every stage
Bid amount, applied change orders, the final amount, part payments and the balance still due. A part-paid invoice bills the balance and reads as partially paid, everywhere.
An audit trail you cannot rewrite
Who moved the job, when, and what it was before. Append-only, including for us. It is the record that answers a dispute months later.
How it works
Start to finish
- 1
The job starts from the won bid
An accepted bid becomes a job carrying its number, its line items and the customer's own acceptance note, through a guided intake rather than a silent copy.
- 2
The field moves it
Ops mark the work complete from a board built for a phone, and the job advances itself to whatever your shop's next stage is.
- 3
The office bills it
A worklist of exactly what is ready to invoice, with the change orders applied first. Marking a job invoiced is what stamps the invoice date.
- 4
Nothing gets forgotten
Finished-but-unqueued, queued-but-unbilled, invoiced-but-unpaid: each is a list somebody works, ranked by money, not a report somebody remembers to run.
Why one state machine and not a status dropdown
Job status could have been a text field anyone can set. It is not, because every number in the business hangs off it: what counts as won, what counts as revenue, what is owed, what a rep is paid on. A status somebody can type is a status that eventually disagrees with itself, and then two screens report two different figures for one month and nobody trusts either.
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So there is exactly one way a job changes stage, it checks who is asking and whether the move is legal, and it writes the audit row itself. The change-order money gate lives in the same place, which is why "invoice at the wrong amount" is not a mistake this platform lets an office make.
What is configurable is which stages your company has. A two-person concrete outfit where the person who sold the job is the person who poured it does not need a rep to approve their own finished work, and switching that pair off collapses the chain in one gesture. The status vocabulary itself never shrinks, so a job already sitting in a stage you switched off still has a way out, and the gate on the money moves with the workflow rather than vanishing with it.
Everything a job accumulates is filed against its number: photos with GPS and a timestamp, the crew's reports from site, the costs if you run the costing module, the emails the platform sent about it. Deleting a job takes all of it, so nothing is left claiming that invoice number, which is what makes rebuilding a duplicated job safe.
Common questions
- No. It is a per-company switch. Turn it off and a completed job goes straight to the invoice queue in the same gesture that already advanced it, and the jobs already sitting in the approval stage still have a way forward.
See it on your own jobs.
A 20-minute walkthrough, on your real pipeline. No slide deck, no pressure.