Auto-pilot · Thursday 15 October 2026
Automations
Each rule is a WHEN and a THEN in plain English. 12 of 12 rules are on. They ran 42 times this morning and took 50 actions on real records this week; open any rule to see exactly which.
Caught this week, before it left the business
A-04£6,930of client-approved extras not on an invoice, on 4 jobsA-026 hon site and missing from the timesheets: Friday's invoice would have gone out £252.00 shortA-012 jobsrunning ahead of the work while there is margin to save (4024 and 4012)A-10£2,776.80purchase order over the £2,500 limit, held for your OK (PO-5543)
Four separate catches, never added together. Each one opens the records behind it.
Handed back today, so far
3 h 20 min
Runs this morning × the minutes each would take somebody by hand
New rule
Pick a WHEN, pick a THEN, give it a name
When
Then
WHEN … THEN …
On
WhenThen
Labour running ahead of the work
WhenEvery morning at 07:00, for every live job
ThenCompare labour spent with the work done; flag the project manager when it runs more than 5% ahead
3 records
07:00
1 h 12 min
What it did, from the records
- 07:00Checked labour against the work done on 18 live jobs: 2 running ahead (4024, 4012)
- 07:00Job 4024, Emery: quoted at 23.5%, now 16.4%. Flagged to Kate
- 07:00Job 4012, Whitcombe: quoted at 22.0%, now 16.8%. Flagged to Kate
- Fri 25 Sep 16:30Job 4012 first flagged: labour was £1,012 ahead of the work done, 64% of the labour budget used at 58% complete.
Saved today
1 h 12 min
18 runs this morning × about 4 min by hand
On. It runs without anyone clicking.
Hours on site but not on a timesheet
WhenA clock-on record is longer than the hours logged to the job
ThenFlag it before the timesheets are approved and before any invoice built from them goes out
2 records
07:05
10 min
What it did, from the records
Saved today
10 min
1 run this morning × about 10 min by hand
On. It runs without anyone clicking.
Extras captured on site
WhenA fitter captures an extra in the site app
ThenSend it to the project manager to price, then to the client portal to approve; remind the client every 3 working days
4 records
Tue 13 Oct 09:00
0 min
What it did, from the records
- Wed 14 Oct 09:35Kate priced V-4027-1 at £260; sent to Jane Cottle's portal to approve
- Tue 13 Oct 15:40Mike captured V-4027-1 at Job 4027: box in the boiler pipework and tile over. Sent to Kate to price
- Tue 13 Oct 09:00Reminded Elaine Porter about V-4019-1 (£640) in the portal and by email, 7 days after it was sent
- Mon 12 Oct 12:15Kate captured V-4002-1 at Job 4002: move the sink to the island. Waiting for a price from Kate
Saved today
0 min
0 runs this morning × about 15 min by hand
On. It runs without anyone clicking.
Approved extras not on an invoice
WhenA client-approved extra is not on an invoice after 5 days
ThenRemind the project manager and put it on the dashboard
5 records
07:00
25 min
What it did, from the records
- 07:00V-4017-1 at Job 4017 (Tallow and Thyme): approved 19 days ago, £2,260, not on an invoice. Gareth reminded
- 07:00V-4012-1 at Job 4012 (Whitcombe): approved 17 days ago, £1,850, not on an invoice. Kate reminded
- 07:00V-4012-2 at Job 4012 (Whitcombe): approved 9 days ago, £1,350, not on an invoice. Kate reminded
- 07:00V-4011-1 at Job 4011 (Quillan Dental Care): approved 13 days ago, £1,180, not on an invoice. Gareth reminded
- 07:00V-4024-1 at Job 4024 (Emery): approved 7 days ago, £290, not on an invoice. Kate reminded
Saved today
25 min
5 runs this morning × about 5 min by hand
On. It runs without anyone clicking.
Friday timesheet pack
WhenIt is Friday at 12:00
ThenSend each crew lead the week to check, then post the approved hours to every job
0 records
Fri 9 Oct 12:00
0 min
What it did, from the records
- Fri 9 Oct 12:00Week ending Fri 9 Oct: 44 timesheet lines, 346 h from 10 people, sent to the crew leads, then posted to 7 jobs
Next run Fri 16 Oct 12:00: 33 lines so far this week, 257.75 h submitted from the site app. Timesheets →
Saved today
0 min
0 runs this morning × about 45 min by hand
On. It runs without anyone clicking.
Deliveries to the job
WhenA supplier delivery is signed for on site
ThenAllocate it to the job and post the supplier bill to Xero
14 records
Yesterday 15:40
8 min
What it did, from the records
- Wed 14 OctPO-5503, worktops, templated and fitted from Halbrook Worktops (£5,281.23), signed for by Steve Rowe: allocated to Job 4002
- Wed 14 OctSupplier bill for PO-5489 (Linmouth Bathroom Supply, £2,029.87) matched to the delivery and posted to Xero
- Wed 14 OctSupplier bill for PO-5491 (Wrenfold Kitchen Supply, £1,056.36) matched to the delivery and posted to Xero
- Wed 14 OctSupplier bill for PO-5516 (Voltmere Electrical Wholesale, £3,266.73) matched to the delivery and posted to Xero
- Tue 13 OctPO-5521, wall and floor tiles, adhesive, grout from Brackwell Tiles (£1,129.75), signed for by Mike Tanner: allocated to Job 4024
- Tue 13 OctPO-5522, tiles and adhesive from Brackwell Tiles (£638.19), signed for by Chris Moss: allocated to Job 4029
- Tue 13 OctPO-5523, joinery timber and sheet from Kestle Timber (£1,606.91), signed for by Dave Kerr: allocated to Job 4025
- Tue 13 OctPO-5524, timber and fixings from Kestle Timber (£320.42), signed for by Mike Tanner: allocated to Job 4027
- Tue 13 OctPO-5525, board, tanking and sundries from Avonmere Builders Merchants (£587.68), signed for by Mike Tanner: allocated to Job 4027
- Tue 13 OctPO-5528, lighting and extractor from Voltmere Electrical Wholesale (£226.27), signed for by Mike Tanner: allocated to Job 4027
- Tue 13 OctPO-5530, lighting and electrical from Voltmere Electrical Wholesale (£1,912.06), signed for by Dave Kerr: allocated to Job 4025
- Mon 12 OctSupplier bill for PO-5487 (Halbrook Worktops, £3,960.00) matched to the delivery and posted to Xero
- Mon 12 OctSupplier bill for PO-5501 (Brackwell Tiles, £380.00) matched to the delivery and posted to Xero
- Mon 12 OctSupplier bill for PO-5510 (Kestle Timber, £301.51) matched to the delivery and posted to Xero
Saved today
8 min
1 run this morning × about 8 min by hand
On. It runs without anyone clicking.
Stage invoices
WhenA job reaches a stage (deposit, half way, handover)
ThenDraft the stage invoice with every approved extra on it, ready for one click
11 records
Yesterday 17:10
0 min
What it did, from the records
- Today7 drafts ready for one click, DRAFT-03 to DRAFT-07: each goes out at its handover or on Friday
- Wed 14 OctProgress invoice INV-2451 for Job 4011 (Quillan Dental Care), £56,250.00: drafted at the stage, sent and posted to Xero
- Wed 14 OctProgress invoice INV-2452 for Job 4017 (Tallow and Thyme), £52,175.00: drafted at the stage, sent and posted to Xero
- Wed 14 OctProgress invoice INV-2453 for Job 4027 (Cottle), £6,550.00: drafted at the stage, sent and posted to Xero
- Wed 14 OctProgress invoice INV-2454 for Job 4028 (Webber), £5,025.00: drafted at the stage, sent and posted to Xero
- Wed 14 OctProgress invoice INV-2455 for Job 4029 (Kemp), £4,950.00: drafted at the stage, sent and posted to Xero
- Wed 14 OctDeposit invoice INV-2456 for Job 4039 (Gulliver), £2,312.50: drafted at the stage, sent and posted to Xero
- Wed 14 OctDeposit invoice INV-2457 for Job 4040 (Rendell), £2,350.00: drafted at the stage, sent and posted to Xero
- Wed 14 OctDeposit invoice INV-2458 for Job 4041 (Brindle Bakehouse), £9,225.00: drafted at the stage, sent and posted to Xero
- Mon 12 OctCompletion invoice INV-2449 for Job 4026 (Urch), £2,025.00: drafted at the stage, sent and posted to Xero
- Mon 12 OctDeposit invoice INV-2450 for Job 4038 (Calloway Brooke Accountants), £10,850.00: drafted at the stage, sent and posted to Xero
Saved today
0 min
0 runs this morning × about 20 min by hand
On. It runs without anyone clicking.
Xero, both ways
WhenAn invoice or bill is approved here, or a payment lands in Xero
ThenPost it to Xero; mark the invoice paid here when the money arrives. Xero stays the ledger
4 records
10:30
28 min
What it did, from the records
- 10:30Xero sync: 2 payments matched (INV-2441, INV-2442), 8 invoices and 3 supplier bills posted
- Wed 14 OctPayment for INV-2441 matched in Xero: £7,920.00 from Anna and Will Godwin, marked paid here
- Wed 14 OctPayment for INV-2442 matched in Xero: £5,775.00 from Gemma and Toby Selby, marked paid here
- Tue 13 OctPayment for INV-2439 matched in Xero: £28,800.00 from Hannah and James Whitcombe, marked paid here
Saved today
28 min
14 runs this morning × about 2 min by hand
On. It runs without anyone clicking.
Worktop dates
WhenA fabricator changes a template or fitting date
ThenTell the project manager and the client, and offer the crew another job for those days
2 records
10:05
25 min
What it did, from the records
Saved today
25 min
1 run this morning × about 25 min by hand
On. It runs without anyone clicking.
Big purchases need Owen
WhenA purchase order is over £2,500
ThenHold it until Owen approves
1 record
09:10
2 min
What it did, from the records
Saved today
2 min
1 run this morning × about 2 min by hand
On. It runs without anyone clicking.
Quotes from true labour cost
WhenA new quote is drafted
ThenPrice the hours from what similar jobs really took, not the rule of thumb
4 records
09:20
30 min
What it did, from the records
- 09:20Q-1192 for Helen and Richard Lockwood: 16 cabinets priced at 207 h from 15 kitchens finished this year, not the 184 h the old rule gives. £24,850, over £20,000, so it waits for Owen
- Wed 14 OctQ-1189 for Edward Oatley, kitchen and utility fit-out: 142.5 h for 11 cabinets, from what 15 similar jobs really took. £17,850
- Wed 14 OctQ-1190 for Alistair Trowbridge, kitchen-diner fit-out: 129.5 h for 10 cabinets, from what 15 similar jobs really took. £16,450
- Wed 14 OctQ-1191 for Sophie and Oliver Wakefield, kitchen fit-out: 155.5 h for 12 cabinets, from what 15 similar jobs really took. £19,250
Saved today
30 min
1 run this morning × about 30 min by hand
On. It runs without anyone clicking.
Weekly time-and-materials invoice
WhenIt is Friday and the week is approved
ThenBuild the invoice from the approved timesheets, and the materials and subcontract at cost plus 15%, then post it to Xero
0 records
Not run yet
0 min
What it did, from the records
No runs on record yet.
Not run yet: Job 4025 started this week. DRAFT-03 builds as the hours come in: 68.75 h from the submitted timesheets, 3 deliveries and 1 subcontractor invoice at cost plus 15%, £12,827.80 so far. It goes to Xero on Fri 16 Oct once the week is approved. DRAFT-03 →
Saved today
0 min
0 runs this morning × about 30 min by hand
On. It runs without anyone clicking.
When
Then
0 records
Not run yet
0 min
What it did, from the records
Nothing yet. It runs the next time .
Saved today
0 min
On. It runs without anyone clicking.