Contracts, Cashflow & Document Management System
A bespoke system for a construction company that brings contracts, costs, CIS and VAT, invoicing and cashflow into one place — with receipts and invoices read and matched to jobs automatically, and every contract ranked by margin.
- Client
- Construction company
- Delivered in
- 5 phases
- Built as
- Web app with mobile views
- Users
- Unlimited
Knowing where the money is, job by job
With several contracts running at once, the business needed to see net cash, what it was owed and what was left to invoice — and which jobs were making or losing money — without rebuilding spreadsheets every month or keying in stacks of receipts.
- Costs, sales and billing schedules tracked across spreadsheets
- CIS deductions and the VAT domestic reverse charge to handle correctly
- Months of supplier receipts and tickets to match to the right jobs
- No quick way to see which contract was losing money
From the dashboard down to the document
Every figure can be drilled into: dashboard → contract → ledger line → the document it came from.
Cash dashboard
Net cash, what’s owed to and by the business, what’s left to invoice and cash in and out month by month — every contract listed worst-margin first.
Contracts, CIS & VAT ledger
Clients and contracts over a ledger of categorised costs and sales, with CIS taken from labour only and VAT including the domestic reverse charge.
Bulk upload & matching
PDFs, photos, spreadsheets and Word documents read and matched to contracts. Uncertain items wait in a review queue, grouped by supplier for one-click posting.
Invoicing, outstanding & forecast
Invoices raised from each contract’s billing schedule, unpaid items ticked off against remittances, and the next quarter’s cash forecast week by week.
Checks
Rules that flag the same cost twice, figures that don’t add up and work billed past its value — with AI summarising which matter today.
Secure accounts & audit log
Admin-managed accounts with no self sign-up, role-based permissions and an audit log of every change.
A phased core build
- 1
Design & foundations
Layout, user roles and permissions, account management, audit logging and security.
- 2
Contracts & ledger
Clients, contracts and the ledger every figure is built from — CIS, VAT, billing schedules and settlements.
- 3
Dashboard & forecast
Live management reporting across the business, plus the forward cash forecast.
- 4
Mobile & RAMS
Mobile web-app views for site use, and AI-assisted RAMS drafted from job details for review and sign-off.
Related
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Job scheduling, competencies, safety documents and ISO registers for a rail engineering company — in one system used from the office and trackside.
Read the case studyServiceSoftware for construction companies
What we build for contractors, from CIS and cashflow to job sheets and RAMS.
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