Win more jobs, cut the admin, and know where every pound goes. Quotes, jobs, staff, payroll, VAT and invoices, all in one system built for builders.
| Job | Stage | Value | Margin |
|---|---|---|---|
| Kitchen Extension · Belfast | In progress | £34,500 | 38% |
| New Build · Ballymena | In progress | £182,000 | 24% |
| Commercial Fit-Out · Newry | Accepted | £96,400 | 28% |
| Loft Conversion · Lisburn | Quote sent | £25,980 | 35% |
The missed calls, the “any update?” texts, the VAT deadline, Friday’s wages. By the time you’ve made the list, you’ve lost the evening. Here’s the same Sunday, with CrewFlow already on it.
It doesn’t just store your information. It keeps an eye on the things that quietly cost you money when they’re missed, and flags them before they do.
A quote that’s sat unopened for days gets flagged, so you can follow up while the job’s still warm.
Reminders go out on day 3, 7, 14 and 21 on their own, so you stop being the one who chases the money.
Put someone on two jobs at once and CrewFlow catches the clash before the week starts, not on Monday morning.
Insurance, qualifications and permits with an expiry date get flagged before they lapse.
An enquiry no one’s followed up gets surfaced, so nothing slips while you’re out on site.
A plain-English weekly summary and a company-health view, so the important stuff is never out of sight.
From the first enquiry to the final payment, every step lives in CrewFlow, and they all talk to each other.
Every call, web form and referral lands in one place, so nothing slips while you’re on site.
| Name | Source | Job | Status |
|---|---|---|---|
| S. McGrath | Web form | Kitchen ext · Belfast | New |
| Murphy Developments | Referral | New build · Ballymena | Contacted |
| T. Doyle | Phone | Loft · Lisburn | Quoted |
| R. Campbell | Garage conv · Antrim | New | |
| O’Neill Retail Ltd | Referral | Fit-out · Newry | Quoted |
| Labour · 18 days @ crew rate | £10,800 |
| Materials · timber, insulation, plaster | £7,420 |
| Velux windows ×3 + fit | £3,160 |
| Staircase + balustrade | £2,940 |
| Building control + waste | £1,660 |
Build a professional quote in minutes, send it, and see when it’s opened. Then turn it into a job the second it’s accepted.
See live stages, costs against the quote, and who’s on site, so a job never quietly slips into the red.
| Foundations & groundworks | Complete |
| Frame & roof | Complete |
| First fix | In progress |
| Plastering & second fix | Scheduled |
This is the Kitchen Extension in Belfast moving through every stage. You enter things once; CrewFlow carries them all the way to the bank.
Plan the week, see clashes before they cost you, and turn clocked hours into payslips, without the spreadsheet gymnastics.
| Staff | Role | Hours | Gross | Net |
|---|---|---|---|---|
| Conor D. | Site lead | 42.5 | £1,360 | £1,142 |
| Seán M. | Joiner | 40.0 | £1,200 | £1,016 |
| Liam K. | Bricklayer | 38.0 | £1,140 | £968 |
| Niall B. | Groundworker | 40.0 | £1,080 | £918 |
| Aidan R. | Apprentice | 37.5 | £640 | £592 |
| Declan F. | Labourer | 40.0 | £920 | £654 |
They see the quote, where the job’s up to, and what’s left to pay, all in one tidy link. You’ll get far fewer “any update?” texts.
| Quote accepted | ✓ Signed |
| First fix | ✓ Complete |
| Second fix | In progress |
| Documents & photos | 3 shared |
| Final invoice | £34,500 · on completion |
Profit by job, cashflow, and your VAT and Corporation Tax figures ready before HMRC asks. The reports an accountant actually wants.
| Job | Quoted | Costs | Margin |
|---|---|---|---|
| Commercial Fit-Out · Newry | £96,400 | £69,400 | 28% |
| Kitchen Extension · Belfast | £34,500 | £21,400 | 38% |
| New Build · Ballymena | £182,000 | £138,400 | 24% |
| Refurb · Newry | £12,400 | £10,900 | 12% |
Keep your accountant. Keep Xero. We move you across by hand and slot CrewFlow in as the system that runs the day-to-day.
Switching systems is the scary part, so we don’t leave you to it. Your customers, jobs and finances are brought across, checked, and shown to you in a preview before anything goes live.
CrewFlow isn’t an HMRC filing tool, and there’s no live sync to set up or break. It keeps your numbers straight and hands them over clean, so you and your accountant stay in control.
No invented numbers. Just the things CrewFlow does on every job, without being asked.
Most companies are live in 2–3 days. We import your existing customers, invoices and finances from a CSV or Excel export. Anything that needs review, you see in a preview before we commit, with one-click rollback if anything looks wrong.
No. Many of our customers run CrewFlow alongside Xero. CrewFlow is the operations layer for quotes, jobs, hours and invoices, while Xero stays the accountant’s tool. Your numbers export cleanly to Xero and Sage when it’s time to file.
No. UK construction runs on bank transfer, so CrewFlow tracks payments rather than processing them. You keep 100% of every invoice. No card-processor skim, no gateway fee. Match your bank transactions to invoices and reconcile in one place.
Yes. The staff view is mobile-first in the browser, with big tap targets, clock-in, today’s rota and expected take-home pay. Built for someone standing in a van, not a CFO at a desk.
Yes. Daily automated backups with point-in-time recovery and storage redundancy across multiple zones. Built and hosted to UK standards, with your data kept secure.
£500 a month, plus a one-time £1,000 for setup and onboarding, where we migrate your data and get you live. No per-seat fees and no surprises. Book a demo and we’ll show you the system on your own numbers first.
Yes. Full data export to CSV any time. No lock-in and no early-termination fees. Your data is yours; we just take care of it while you use us.