The problem
The work gets done. The margin is a guess.
Field contracting runs on hours, day rates, overtime and materials — and most of it is scattered until the job is already over.
Hours live in spreadsheets and messages
Regular time, overtime and expenses are scattered across chat threads, paper dockets and a handful of spreadsheets that never quite agree.
The real cost of a job is a guess
Worker rates, overtime, materials and travel rarely get added up per project until the work is already finished.
Margin problems surface too late
By the time the numbers are in, the money is spent and the only lesson is for next time.
The solution
One connected workflow, from crew to margin
Workers, assignments, timesheets, expenses and profitability are the same system — so the margin on every project is current, not a month-end reconstruction.
- 01Workers & assignments
- 02Timesheets & expenses
- 03Approvals
- 04Project profitability
How it works
Three steps to a live project margin
- 01
Set up your projects and crew
Add clients and projects with a billing rate and a target margin. Add workers with their internal cost rates, then assign them to projects with start and end dates.
- 02
Log the work
Record regular and overtime hours per worker per day, and project expenses with receipts. Everything runs through a submit-and-approve step.
- 03
See the margin
Approved hours and expenses roll straight into each project's revenue, cost, profit and margin. The dashboard and alerts flag any project below its target.
Features
Everything a field contractor actually tracks
Built around the operational reality of installation, electrical, HVAC and fit-out crews working across borders.
Worker management
Profiles, cost rates, documents with expiry tracking, and project assignments.
Timesheets & approvals
Regular and overtime hours per worker per day, with a submit-and-approve lifecycle.
Project expenses
Categorised costs with receipts, attributed to a project or to the organisation.
Project profitability
Revenue, cost, profit and margin per project, computed from approved data only.
Alerts
Below-target margins, expiring documents, missing timesheets, pending approvals, fleet dates.
Reports & CSV export
Project, worker-utilisation, expense and monthly-profitability reports, exportable as CSV.
Project profitability example
How one project's margin is built
Approved hours become revenue at the project's billing rate and cost at each worker's internal rate. Approved expenses are added. Profit and margin fall out.
- Revenue
- €18,600.00
- Labour cost
- − €14,300.00
- Approved expenses
- − €2,690.00
- Profit
- €1,610.00
- Margin
- 8.7% vs 20% target
600 billable hours × €31.00
500 h × €22.00 + 100 h overtime × €33.00
Materials €1,690.00 + Accommodation €1,000.00
Overtime hours are billed at the standard rate and cost the worker's overtime rate — the CrewFlow model.
Revenue − Labour − Expenses = Profit
This project is at an 8.7% margin against a 20% target, so it shows on the dashboard and in the alert list — worst project first — while there is still time to act on it.
Every figure is decimal-exact and in the project's own currency. Nothing is cached: change an approved timesheet and the margin moves with it.
More on the profitability engineWorker management
Every worker, rate and document in one place
A directory of your field workforce with the details that actually affect a project's cost and compliance.
- Profiles with employment type and internal cost rates
- Documents — A1, work permits, passports, certificates — with valid / expiring / expired status derived from the expiry date
- Project assignments with dates and optional per-worker billing-rate overrides
- Cost figures are gated on a specific permission and never sent to a browser without it
Timesheets
Hours that are actually reconciled
Regular and overtime hours per worker, per project, per day — with a lifecycle that keeps approved data trustworthy.
- Draft → submitted → approved or rejected, enforced on the server
- A work date must fall inside one of the worker's assignment windows for that project
- Filter by worker, project, status and date range
- Only approved hours feed revenue and cost
Expenses
Materials, travel and accommodation, attributed
Record a cost against a project or the organisation, attach a receipt link, and route it through the same approval step as time.
- Categories for materials, travel, accommodation, equipment and more
- Project-level and organisation-level costs kept separate
- Draft → submitted → approved, enforced on the server
- Approved project expenses roll into that project's cost
Alerts
The things worth knowing before month-end
CrewFlow recomputes a live list of alerts on every visit — no digest to wait for, no read/unread to manage.
- Projects below their target margin, worst first
- Worker documents expiring within 30 days or already expired
- Workers with no timesheet for the last working day (weekends aware)
- Expenses awaiting approval, and vehicle service / insurance / registration dates
Security
Server-checked, tenant-isolated by design
Authorisation and financial calculations run on the server, and every organisation's data is fully separated.
- Each organisation's data is fully isolated — cross-organisation identifiers resolve to “not found”.
- Every page, action and API route re-checks the session, membership and permission on the server.
- Revenue, cost and margin are calculated server-side from approved data; the browser can't influence them.
- Billing state is verified by Stripe webhook signature; secret keys never reach client code.
Pricing
Plans by headcount, nothing else gated
Every plan has the full product. The only difference is how many workers you can add — and going over the limit never deletes anything.
Prices exclude VAT. Full pricing details.
FAQ
Common questions
Is there a free trial?
There's no time-limited trial. New organisations start on the free Starter allowance — up to 10 workers, no card required — and subscribe when they outgrow it. Paid plans can be cancelled any time from the billing portal.
How is profitability calculated?
Revenue is approved timesheet hours multiplied by each project's billing rate, honouring per-worker overrides. Cost is those same hours at each worker's internal rate, plus approved project expenses. Profit is revenue minus cost; margin is profit over revenue. Drafts and pending items don't count.
Does CrewFlow do invoicing or payroll?
No. CrewFlow tracks the hours, costs and margins behind your projects. It doesn't raise customer invoices or run payroll — use it alongside your accounting system and export the figures you need.
Can workers log their own time?
Today, timesheets and expenses are entered by a manager or coordinator with the right permission. A worker self-service view is on the roadmap, not available yet.
What currencies are supported?
Each project is tracked in its own currency. CrewFlow does not convert between currencies — multi-currency totals are shown per currency, never merged at an assumed exchange rate.
What happens if we go over our plan's worker limit?
You can't add new workers until you upgrade, but nothing is deleted or locked. Existing workers, projects and history stay exactly as they are.
Do the AI features send our data anywhere?
The optional AI features — daily-report polishing, receipt reading, project risk write-ups — send only the specific text or image involved to the AI provider, and only for the person who triggered them. They're not required; without them you enter everything manually.
See the real margin on every project.
Start free with up to 10 workers. Add your projects and crew, log a week of work, and watch the numbers reconcile.