Workspace · Larchfield Interiors Ltd
Settings
19 people on one system (12 on the site app, 7 in the office), 4 connections working, and every site person's cost and charge rate in the open. Unlimited users, £0 per seat. Every change you save here shows in the activity log.
Company and how the system is set up
The details on every quote, variation and invoice, and the rules the whole firm runs on.
Company details
This demo
Everything you approve, bill, add or switch is saved in this browser so it carries across the screens.
Restart the demo to clear it and go back to Thursday 15 October 2026, 10:42.
How the firm runs
AccountsXero. Invoices, supplier bills and payments go both ways; Xero stays the ledger
VAT20% on every invoice; retention of 5% held on commercial jobs
Purchase ordersOver £2,500 wait for Owen's OK
QuotesOver £20,000 go out with Owen's OK
Time and materialsHours at each person's charge rate; materials and subcontract at cost plus 15%
Stage invoicesDeposit 25%, progress 50%, completion 25%, with every approved extra
TimesheetsLogged from the site app every day, approved on Fridays at 12:00 (rule A-05)
Live since1 Jun 2026. Jobs before then were imported from the paper job sheets and Xero
Demo dayThursday 15 October 2026, 10:42
Team
Everyone on the system, what they can see, which crew they are in and who is on the clock now.
Unlimited users, £0 per seat
Every fitter and apprentice has the site app and every client a portal login. Adding someone never adds to a bill.
19people
19on the clock
0invited
JP
Holiday request · HOL-JP-1102
Josh Penrose, Mon 2 and Tue 3 Nov
Crew A is back at the Batten extension that week; Steve and Liam can cover
Crew AVan 1
Kitchens
SRLDJPSteve, Liam, Josh
Crew BVan 2
Bathrooms
MTRHCWMike, Ryan, Callum
Crew CVan 3
Commercial
DKTAERDave, Tom, Ellie
Small worksVan 4
Small jobs and snagging
CMChris
FloatingBetween crews
Decorating and labouring
RFSKRob, Sam
| Person | Role | Crew | Access | Hours | Today |
|---|---|---|---|---|---|
OFOwen FairleyOwner and managing director | Owner and managing director | Office | Owner, full access | Full time | Since 07:50Office |
KLKate LyonsProject manager, domestic | Project manager, domestic | Office | Full time | Since 08:05Job 4012, snag walk | |
GPGareth PriceProject manager, commercial | Project manager, commercial | Office | Full time | Since 08:00Office | |
NBNeil BartonEstimator | Estimator | Office | Full time | Since 08:20Office | |
LBLucy BennettKitchen and bathroom designer | Kitchen and bathroom designer | Office | Full time | Since 09:00Office | |
JWJo WhitfieldAccounts | Accounts | Office | Mon to Thu | Since 08:30Office | |
ACAmy ClarkeOffice manager and scheduling | Office manager and scheduling | Office | Full time | Since 07:55Office | |
SRSteve RoweLead fitter, crew A | Lead fitter, crew A | Crew A | Full time | Since 07:29Job 4012 | |
LDLiam DoyleJoiner, crew A | Joiner, crew A | Crew A | Full time | Since 07:36Job 4012 | |
JPJosh PenroseApprentice joiner, crew A (college on Wednesdays) | Apprentice joiner, crew A (college on Wednesdays) | Crew A | Mon, Tue, Thu, Fri | Since 07:43Job 4012 | |
MTMike TannerLead fitter and tiler, crew B | Lead fitter and tiler, crew B | Crew B | Full time | Since 07:25Job 4027 | |
RHRyan HaleFitter, crew B | Fitter, crew B | Crew B | Full time | Since 07:32Job 4027 | |
CWCallum WebbApprentice fitter, crew B (college on Wednesdays) | Apprentice fitter, crew B (college on Wednesdays) | Crew B | Mon, Tue, Thu, Fri | Since 07:39Job 4027 | |
DKDave KerrLead fitter, crew C | Lead fitter, crew C | Crew C | Full time | Since 07:46Job 4025 | |
TATom AshbyJoiner, crew C | Joiner, crew C | Crew C | Full time | Since 07:28Job 4025 | |
EREllie RuddApprentice joiner, crew C (college on Wednesdays) | Apprentice joiner, crew C (college on Wednesdays) | Crew C | Mon, Tue, Thu, Fri | Since 07:35Job 4025 | |
CMChris MossSmall works and snagging fitter | Small works and snagging fitter | Small works | Full time | Since 07:42Job 4029 | |
RFRob FinchDecorator | Decorator | Floats | Full time | Since 07:49Job 4011 | |
SKSam KerridgeLabourer and driver | Labourer and driver | Floats | Full time | Since 07:31Job 4020 |
What each access level sees
OwnerEverything, including settings, rates, approvals and purchase orders over the limit
OfficeJobs, schedule, quotes, purchases, timesheets and billing; no settings or rates
SiteThe site app: today's job, clock on and off, log materials, capture an extra with the client's signature
Integrations
What the system connects to. It keeps them right; it does not stand in for any of them. Xero stays your ledger.
XeroAccounts
Invoices, supplier bills and payments sync every 15 minutes. Xero stays your ledger.
Invoices posted this week10, £151,712.50 ex VAT
Supplier bills posted6 this week
Payments matched3 this week, £42,495.00
RuleA-08, every 15 minutes; last run 10:30
Last sync 10:30Billing →
Use QuickBooks instead of Xero? It connects the same way: invoices, bills and payments both ways, and QuickBooks stays the ledger.
Site appCrew phones
Clock on, log hours to the job, log materials, capture extras with the client’s signature.
Clocked on today12 of 12 site staff
Extras captured this week2, with photos
Deliveries signed for8 this week
ConnectedOpen the crew's view →
Client portalClients
Progress, extras to approve, invoices to pay.
Live clients with a login30
Messages this week4
Opened todayV-4019-1 at 08:52
ConnectedOpen a client's view →
EmailYour mailbox
Quotes, variations and invoices go out from your own address.
Invoices sent this week10
Variations sent to clients1 this week
Reminders sent1 this week
ConnectedActivity log →
Cost and charge rates
What an hour of each person really costs the firm, and what a client pays for it on time-and-materials work. Every job's labour figure is built from these.
How the rates work
Cost rateWages plus on-costs per paid hour: National Insurance, pension, holiday pay, the van and tools
Labour on a jobThe hours on its timesheets × each person's cost rate. Job 4012's labour is built this way
Charge rateWhat a client pays per hour on time-and-materials work; fixed-price jobs are priced from the hours instead
Office staff7 people, run as overheads: not costed to jobs
QuotingNew quotes take the hours similar jobs really took: kitchens 12.95 h per cabinet from 15 jobs, not the old rule of 11.5 h. Quotes →
By crew, this year
Average per hour on jobs, weighted by the hours each person logged
Crew A, kitchens3,657 h on jobs£27.57cost£44.99charge
Crew B, bathrooms2,680 h on jobs£27.49cost£44.88charge
Crew C, commercial3,341 h on jobs£27.76cost£45.11charge
Small works648 h on jobs£30.00cost£48.00charge
Decorator and labourer1,080 h on jobs£25.33cost£41.00charge
Every site person
Hours and labour cost on jobs since 1 Jan; before 1 Jun from the paper job sheets. Tap a row for their timesheets.
| Person | Crew | Cost rate | Charge rate | Margin an hour | Hours on jobs | Labour cost |
|---|---|---|---|---|---|---|
SR Steve Rowe Lead fitter | Crew A | £34.00 | £55.00 | £21.00 38% | 1,320 h | £44,880 |
LD Liam Doyle Joiner | Crew A | £30.00 | £48.00 | £18.00 38% | 1,324 h | £39,720 |
JP Josh Penrose Apprentice joiner | Crew A | £16.00 | £28.00 | £12.00 43% | 1,013 h | £16,208 |
MT Mike Tanner Lead fitter and tiler | Crew B | £34.00 | £55.00 | £21.00 38% | 976 h | £33,184 |
RH Ryan Hale Fitter | Crew B | £30.00 | £48.00 | £18.00 38% | 944 h | £28,320 |
CW Callum Webb Apprentice fitter | Crew B | £16.00 | £28.00 | £12.00 43% | 760 h | £12,160 |
DK Dave Kerr Lead fitter | Crew C | £35.00 | £56.00 | £21.00 38% | 1,192 h | £41,720 |
TA Tom Ashby Joiner | Crew C | £30.00 | £48.00 | £18.00 38% | 1,188.75 h | £35,663 |
ER Ellie Rudd Apprentice joiner | Crew C | £16.00 | £28.00 | £12.00 43% | 960 h | £15,360 |
CM Chris Moss Small works and snagging fitter | Small works | £30.00 | £48.00 | £18.00 38% | 648 h | £19,440 |
RF Rob Finch Decorator | Floating | £28.00 | £45.00 | £17.00 38% | 600 h | £16,800 |
SK Sam Kerridge Labourer and driver | Floating | £22.00 | £36.00 | £14.00 39% | 480 h | £10,560 |
| 12 site staff | 11,405.75 h | £314,015 |