From your first job
to your daily review.

1. Set up your workspace

1. Create a workspace using your OpenAI account, or accept your colleague’s invitation using the exact invited email.
2. As an administrator, add customers, sites, suppliers, work categories and agreed rates in Administration.
3. Invite colleagues with the minimum role they need. Each person signs in individually.

The demo is separate. It never imports fictional revenue into your live workspace.

2. Record and recover extra work

1. Open Extra work → Record extra work. Choose a customer, site and job reference.
2. Check unit quantity × unit rate, or minutes ÷ 60 × hourly rate. Estimates are GBP excluding VAT; unpriced jobs are excluded from totals.
3. Add supporting evidence and confirm the work is outside the included contract scope.
4. Propose approval, then review the pending action in Approvals. Internal approval is not proof of customer acceptance.
5. Use Ready to invoice and Customer summary for billing review. Record the invoice reference only after your accounting process has issued it; record payment only once received.

CSV import supports up to 100 rows per upload. Download the template in Import CSV, review validation errors, then import.

Customer approval links

Open an extra-work record and use Customer approval portal. An admin or approver reviews the customer-facing charge snapshot, enters the intended email, writes a shareable evidence summary and explicitly selects any documents. Create a link lasting 1, 3 or 7 days, then copy and send it manually.

The customer does not need a warehouse account. They must verify access to the intended email address using a short-lived code before viewing the selected charge or evidence. They can approve, partially approve, dispute or request clarification, then confirm their response and download a receipt. Mailbox verification does not prove legal identity or signing authority. Share the private link only with the intended recipient.

Any record change makes the link unavailable. Revoke access from the record when needed; response history remains. Customer acceptance does not internally approve or invoice the job. Pending, partial, disputed and clarification responses block new invoice proposals; a later full acceptance is required to clear a customer-response hold.

3. Track supplier commitments

1. Add a purchase order line with the original and current promised dates, SKU, quantity and owner.
2. Save relevant supplier communications. Propose date changes with a reason; approval appends to history.
3. Review overdue dates and risk reasons. Prepare a follow-up, edit it and submit it for human approval.
4. Copy an approved draft into your email application and verify its recipient. This application does not send messages.
5. Record actual receipt through approval to update reliability reporting.

Exports include the filtered PO list and a separate promise-history file. A CSV export is a report, not a complete backup of documents or audit data.

4. Know who can do what

Admins manage configuration; operators record and propose; approvers review actions; viewers read. Server permissions remain authoritative.

1. Review the proposed action, affected record, evidence, confidence and reason.
2. Edit the proposal, approve it, or reject it. Submission to the inbox alone does not apply the change.
3. If someone changed the record meanwhile, reopen it and prepare a fresh proposal. Stale approvals are blocked.

Audit history records application activity. Archiving hides a record from active totals and can be reversed through the approval workflow.

Your daily routine

Start with Today’s worklist on Overview: overdue supplier commitments first, then eligible approved charges awaiting invoicing, other high-risk deliveries, then remaining unbilled jobs. Within each group, older dates come first. These are explicit rules, not AI scores.

Export the currently filtered list for your finance or supplier meeting. Spreadsheet formulas in text are escaped to make exports safer.

Help and service boundaries

If a save fails, keep your input, read the error and retry. For access problems, ask your workspace administrator to check your email and role. For other issues, record an enquiry with the page, steps and visible error; omit passwords and sensitive operational data.

No response-time guarantee is published. Pilot pricing, support ownership, retention and tested backup/restore procedures must be agreed before a production rollout. Live AI requires server-side configuration; deterministic checks work without it. Customer verification email requires a configured, verified sender. Approval requests and supplier follow-ups remain reviewed drafts for manual sending. Accounting integration is not connected.