Coastal Electrical

Testing only: This connects to your Supabase project. Use test records until access permissions and payroll calculations have been fully tested. Do not use this version for payroll or invoicing.

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Timesheets & payroll

Jobs & invoicing

Invoice details

Record details from an invoice already issued in Xero. One invoice per job, amount excluding VAT. This does not issue an invoice.

Xero invoice referenceInvoice dateActual invoice amount (£ ex VAT)

Invoicing queue

Office-only handover. This records invoice progress, not payment status, and does not create or sync Xero invoices.

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Job overview

Office-only overview of quoted revenue, approved labour and recorded expenses. Figures are provisional and exclude VAT. Unapproved timesheets and missing labour cost rates are not included.

Job statusFind job

Invoicing handover

Office-only workflow for Sharna. Job status (open/closed) and invoicing status (in progress/ready/invoiced) are separate. Mark a job ready once work is complete, variations are agreed and timesheets/expenses checked. Recording an invoice here does not create one in Xero.

Supplier invoice / materials batch entry

Paste supplier purchase lines as CSV: job reference, date (YYYY-MM-DD), supplier, invoice reference, description, cost ex VAT. Review the preview before saving. This does not fetch emails or sync Xero. Duplicate invoice lines must be checked manually.

Materials Log

Quick site entry. No prices visible to employees.

SourceJob

SupplierOrder / collection reference

Short list of materials used

Job reference not listed? Create a job

Choose an existing customer. The new job is automatically assigned to you and flagged for office review.

New job referenceCustomer

If the customer is also new, contact the office to add them first.

Materials history for my jobs

Office — material log costing

Enter actual purchase cost ex VAT. Standard markup 20%; change if needed. Save costing, then use Approve and Allocate to post the purchase cost to job expenses. Selling value is retained for invoicing; no Xero invoice is created. Check for existing supplier invoice imports before approving.

Site progress updates

Employees see only jobs assigned to them. No quotations, costs, invoices or profit are shown here.

Assign staff to jobs (office only)

JobEmployee

Update assigned job

JobCompletion (%)Site notes / work outstandingFlag an issue for the office

Progress update history

Jobs

Create a test job

CustomerReferenceDescriptionCharge-out rate (£/hr)

Create a test customer

Customer name

Job costing — labour preview

Approved work and travel timesheets only. Employee hourly cost rates are saved securely for office users. Client value is estimated using the job charge-out rate, not an invoice. Excludes materials, plant, overheads, and other expenses. Overlapping records must be corrected before relying on figures.

FromToJob

Employee labour cost rates (£ per paid hour)

Job profitability

All figures exclude VAT. Quoted value is entered independently from costs. Actual purchases are recorded at supplier cost, not marked-up selling price. Estimates remain provisional until the job is complete.

JobOriginal quoted value (£ ex VAT)Approved variations (£ ex VAT)Remaining estimated cost (£ ex VAT)

Add actual job expense

CategoryDateSupplier / descriptionActual cost (£ ex VAT)Supplier reference

Recorded expenses

Timesheets

Enter your hours and press Submit timesheet once. Save draft is optional. Payroll is a preview only. Paid leave and Xero export require further testing.

Add test timesheet

On iPhone, tap a notes field and use the microphone on the keyboard to dictate. Check technical terms before saving.

StaffJobDateTypeStartFinish

Unpaid breaks

Paid tea breaks are not recorded. Use 0 minutes if lunch is outside the recorded job times.

Work completed (iPhone voice dictation supported)Additional works / variationsMaterials used

Paid tea breaks are not recorded. If lunch is between separate job entries, set unpaid break to 0 on both. Record the start time of each unpaid break for accurate overtime deductions. If lunch is between separate job entries, record no break on either entry.

Reason for correction (required)

Office corrections are recorded in an audit log and retain the original timesheet ID.

Timesheet history

Review previous entries, approve submitted hours or manage drafts. Select a payroll period (16th–15th), employee and status. Only 25 entries load at a time; older records remain stored.

Payroll month (period ending 15th)EmployeeStatus

Awaiting approval across all dates (including older periods)

Only submitted entries can be selected.

Payroll hours preview

Preview only — not yet approved for live payroll. Uses approved entries only. Check bank holidays, training, breaks and overlapping times manually. Holiday pay amounts and Xero export are not included.

Payroll period ending on the 15th