Systems we build and run
Bespoke job tracking systems
Every job from enquiry to invoice, with its stage, its owner and its history in one place. Built for the way work moves through your business, hosted in the UK, and looked after by the people who built it.
What it is, and where it fits
Where this kind of system fits
- Builders, contractors and trades
- Legal, accountancy and professional services
- Installers, engineers and maintenance contractors
- Manufacturing and fabrication
- Waste, skips and recycling
A job tracker answers "where does that stand?" without anybody going to find out. Each enquiry, quote, job and invoice is one record with a stage, an owner and a history, and the board shows the week in the order it needs doing.
It suits any business that takes work in, does it over days or weeks and bills at the end. Matters in a solicitor's office move through stages much the way installations do.
A first tracker might cover one team and be live in weeks. The same system two years on might carry variations, subcontractor logins and a depot in three towns.
What it usually grew out of
Most trackers replace something that worked, right up until the business outgrew it.
Usually a master job list on a spreadsheet, with a tab per year and a column somebody added in a hurry. Sometimes a whiteboard, a shelf of job bags, or email threads where the last agreed change sits three replies down.
None of that is a mistake. What it can't do is be read by two people at once, say what it looked like last Tuesday, or point out that a job has sat at "waiting on the customer" for three weeks. Wanting it quicker or tidier is reason enough.
What it does
Every job on one record
Enquiry, quote, work and invoice on one job, with the stage it's at, who's responsible and when it last moved.
Stages you already use
Named the way your office says them out loud. A job moves when somebody moves it, and the record keeps who and when.
Nothing sitting quietly
Anything parked too long flags itself. Three weeks at "waiting on the customer" turns amber on a screen instead of being remembered by luck.
The work reports itself
Notes, photographs and completed items go on from a phone at the time, so nobody rings round at four asking how far it got.
Variations logged as agreed
What changed, who asked, what it's worth and who said yes, recorded on the day rather than reconstructed at the final account.
What's ready to invoice
Finished work not yet billed, coming off the jobs themselves, so month end stops being a memory test.
Where it saves time, we build in AI features: a short summary of a long job's notes and calls at the top of the record, or an enquiry email read and turned into a new job ready to confirm. More on AI and automation.
Usually built alongside scheduling and run sheets, quotes and pricing or timesheets and sign-offs. The other eleven are on the services page.
How it gets built, and how it gets run
| Fixed price | Scope, price and dates in writing before anything starts, with what isn't included written as plainly as what is. It doesn't move because the job turned out harder than we thought. |
|---|---|
| Timescale | A first tracker is weeks rather than months. Something that runs a department is longer, and goes live in pieces so the useful part arrives early. |
| Onboarding and training | We build how a job actually moves through your place, bring the live work across, and train the people who'll be on it daily. If a system needs explaining twice, it's built wrong. |
| Hosted in the UK | UK infrastructure, backed up nightly to somewhere that isn't the machine running it, kept thirty days, and checked every few minutes that it's up and answering. |
| Changes | A new stage, a different report, a field somebody needs. What that covers is agreed at the start, so nobody works it out on the day you need something. |
Ask about our free Business Systems Assessment
An hour with whoever runs the day to day. Clear recommendations to act on.
We look at how the work actually runs and what it runs on, then send you a list of what we would change, what each change would do for the business, and what it would take. In person or online, whichever suits you. Nothing to pay, nothing to sign.
- One hour
- In person or online
- Recommendations we talk you through
Honest answers
- We already have accounts software that raises the invoices.
- Then it carries on doing that. A tracker is about the work rather than the ledger, and the two are better joined than merged. Where your accounts package has an interface or an export, a finished job can raise its invoice with nobody retyping it.
- Our jobs are all different.
- Most people's are. The stages repeat even when the work doesn't, and writing down the half dozen states a job can be in is usually a morning's work.
- How much of our history comes across?
- As much as is worth having. Open jobs and live customers always, closed work where there's a reason to keep it. You'll know what comes across cleanly before you commit.
Talk to us
Tell us how a job moves through your place now, and what you'd want to see that you can't. That's usually enough for us to say whether we can help.
Ring, 8am to 6pm Monday to Friday and Saturday mornings, or use the form below. Pick what you'd like to keep track of, add a line if you want to, and leave a name and a way to reach you.