CrewBook

The job book your whole firm runs on.

Job management for surfacing and groundworks contractors — scheduling, costing, invoicing and CIS in one place. CrewBook was built inside a working contractor, and it runs that firm today.

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The problem

You know this mess.

Jobs on a whiteboard. Crews organised through WhatsApp threads. Day rates and materials scribbled on the back of delivery notes. Invoices built by hand in a spreadsheet, and CIS worked out at the kitchen table on the last weekend of the month. It works — right up until two jobs move, one crew splits, and nobody tells the office.

CrewBook replaces that patchwork with one place where the schedule, the costs and the invoices all agree with each other.

What it does

One place. One version of the truth.

  • Scheduling and job tracking

    See every job, every crew, every day. Move a job and the whole picture moves with it — no rubbing out the whiteboard, no ringing round to check who knows.

    CrewBook's week calendar: five jobs laid out Monday to Friday with crew counts, contract numbers and a provisional job awaiting confirmation

  • The whole job on one card

    Open any job and everything's there — client and contact, coordinator, crew, owned plant, booked materials with delivery times, hired plant with day rates, and the site notes the crew actually need. No ring-round.

    A CrewBook job card: client, site and contact details, four crew, six items of plant, booked materials with delivery times and prices, hired plant with day rates, and site notes

  • Labour, materials and plant

    Capture day rates, materials and plant against the job as it happens — not from memory a fortnight later. Every job shows what it actually cost, while there's still time to do something about it.

    A job's cost breakdown in CrewBook: materials, hired plant and labour lines with every crew day listed and a running total

  • Invoicing, including proforma

    Build invoices and proformas straight from the job. The numbers come from what was captured on site, not re-typed from a pile of paper — so the invoice matches the work.

    An invoice preview in CrewBook with labour and materials split out, the CIS deduction noted, and totals ready to send

  • CIS-aware Sage 50 export

    CrewBook routes every invoice line the way CIS expects — labour netted for deduction and materials paid gross, gross-status lump sums left untouched, and non-CIS work left alone — then exports it clean to Sage 50. No re-keying, no month-end untangling.

    CrewBook's Sage 50 export screen: a fortnight of purchase invoices typed as materials, hired plant and subcontractor lines, ready to download as CSV

  • WhatsApp job notifications

    Crews get the job where they already look: WhatsApp. Where, when and what's needed — sent from the schedule, not typed out by the office each evening.

    CrewBook's WhatsApp preview: the job brief message with client, address, map link and date, and the crew selected as recipients

  • The emails that send themselves

    Each coordinator gets tomorrow's operations brief by email every day — crew, materials, plant and credit status for their jobs. The weekly wage summary lands with the office on Mondays, and holiday approvals notify the right people. Set once, then forget.

    CrewBook's notifications setup: holiday approver, daily coordinator brief recipient and weekly wages recipients, each with their own email address

  • Wage sheets, straight from the schedule

    The week's shifts become the week's wage sheet — split days, sick, yard and holiday all accounted for, basic and charge rates side by side, exported to Excel in one click.

    CrewBook's wage summary for a week: each worker's day-by-day shifts with contract numbers, split days, sick and holiday badges, shift totals and rates, with an Excel download button

  • Expense claims, without the shoebox

    Crews claim diesel, permits and PPE with the receipt attached and the job number against the line; the office approves, rejects or pays with the VAT already split out.

    CrewBook's expenses list: four claims with claimant, description, job number, VAT split, and pending or approved status

  • Mileage, logged and claimed

    Journeys are logged against the job, then turned into expense claims in one click — batch the week's trips or claim them one at a time.

    CrewBook's mileage log: journeys from the depot to sites with miles, rate and value, a claim button per journey and a claim-all option

  • Holidays without the wall planner

    Requests, approvals and allowances in one tracker — approved leave shows on the calendar, pending requests are flagged, and remaining days count themselves.

    CrewBook's holiday tracker calendar for July: an approved holiday bar across three days, a pending request flagged with a question mark, and a legend of leave types

Built in: QCI

A sales pipeline that's a whole app in itself.

QCI is CrewBook's sales side — effectively a second application inside the app. Leads, quotes and chase-ups, contracts, invoicing, proformas and applications for payment, retentions and credit control each get their own register, and the pipeline runs the way contracting actually works: lead → quote → contract → invoice → retention.

Because it lives inside CrewBook, nothing is re-typed. A won quote becomes a contract the schedule already knows about, invoices land against the same job the costs were captured on, and Costings shows sales against cost per contract without anyone reconciling spreadsheets.

QCI's overview: eight modules — leads, quotes, contracts, invoicing, proformas and applications, retentions, credit control and settings QCI's quotes register: three quotes with values and statuses — quoted, emailed follow-up and won, the won quote linked to its contract number

Where it comes from

Born on site, not in a pitch deck.

CrewBook wasn't designed from interviews with contractors. It was built inside one — a working surfacing and groundworks firm — and it has run that firm's scheduling, costing and invoicing every working day since. When something didn't survive contact with a real Monday morning, it got fixed, because the builder was also the user.

See it running.

Request a demo and Peter will walk you through CrewBook on jobs shaped like yours — and tell you honestly whether it fits your firm. Or explore it yourself at crewbook.me.

Request a demo