Three steps. In this order. Nothing skipped.
This is the sequence every piece of work goes through — and it's what makes the paper trail hold up when a client questions an invoice.
Not from bad work. From a broken paper trail.
A day's work gets scrawled on a pad, re-typed into a spreadsheet, re-typed again onto an invoice — and somewhere in that chain, a quantity changes, a rate gets misapplied, or a client simply says "prove it."
No record of where work happened
A disputed claim with no location or time attached to it is just one person's word against another's.
Rates applied from memory
Manually keying a rate card onto an invoice, job after job, is exactly where a wrong price slips through.
Invoices that can quietly change
If a spreadsheet can be edited after it's sent, "the invoice you got" and "the invoice on file" can drift apart.
Log. Review. Invoice.
Each step exists specifically to close off one of the gaps above — this isn't three arbitrary stages, it's the fix.
Log it on site
A crew logs the work against the job's rate card, from a phone, with a grid reference and timestamp attached automatically — not typed from memory back at the office. This is what closes the "no record of where work happened" gap.
Review it once
An admin checks it against the day's target, corrects anything genuinely wrong, and approves it. One clear review step, not a chain of edited spreadsheets — closing the "rates applied from memory" gap.
Invoice it, on the record
The invoice is generated from what was approved and keeps its own copy of every line. Editing a work entry or a rate afterwards doesn't touch it. It only changes if an admin deliberately rebuilds it before it's paid, with a reason, and the original stays on file — closing the "invoices that can quietly change" gap for good.
Want to see this workflow with your own rate cards?
Book a free demo and we'll walk you through it, on a working demo company set up like yours.
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