Loading connected contract data…
Project financial control
Change Orders & T&M
Track change exposure, approvals, T&M support and billing readiness from one connected workspace.
AI
TRADWRK CHANGE BRAIN
Analyzing change exposure…
TRADWRK will use stored change and project truth without inventing missing values.
Change & T&M Register
Stored records onlyLoading connected change records…
Needs Attention
Exceptions firstChecking approval and exposure risks…
Recent Change Activity
Loading connected activity…
Project command center
Jobs / Projects
One place to see every job, what needs attention, and where TRADWRK should act next.
AI
TRADWRK PROJECT BRAIN
Reviewing connected jobs and project health…
TRADWRK will prioritize the jobs that need attention using connected schedule, financial, field and document information.
Project Portfolio
Connected jobsLoading projects…
AI Project Insights
Exceptions firstTRADWRK is checking project health.
Selected Project Snapshot
Current jobSelect a connected project to view its snapshot.
Recent Project Activity
Latest connected eventsRecent project activity will appear here.
What TRADWRK Still Needs
Project readinessTRADWRK is checking project setup completeness.
Labor Control & Crew Planning
Track hours. Plan crews. Protect the labor budget.
SAMPLE DATA — Overview is a design example, not live job totals.
Crew & Labor Register
| Crew | Area | People | Hours Today | Status |
|---|---|---|---|---|
| Crew 1 | Level 1 Rough-In | 6 | 48 | On Track |
| Crew 2 | Level 2 Branch | 8 | 64 | Watch |
| Crew 3 | Site Utilities | 4 | 32 | On Track |
Needs Attention
- Crew 2 productivity below plan
- Two timecards need review
- Confirm Monday manpower
Recent Labor Activity
- Crew 1 hours submitted
- Foreman reviewed timecards
- Crew plan updated
Crew details, timecards & cost codes
Existing labor tools and legacy sample scenario. Overview sample totals are separate.
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Workflow Pass #6 • Labor / Manpower
WEEKLY MANPOWER • PLAN VS ACTUAL
See overstaffing, understaffing and unplanned overtime before payroll closes.Mon36 / 34Actual / Plan
Tue38 / 35Actual / Plan
Wed38 / 36Actual / Plan
Thu36 / 36Forecast / Plan
Fri33 / 34Forecast / Plan
LABOR ALERTS
!
Level 2 Rough-In+146 hours over weekly plan
!
Overtime84 OT hours forecast this week
!
Distribution PhaseInstalled production is trailing labor burn
✓
UndergroundCompleted 4.1% under labor budget
PHASE / COST CODE LABOR CONTROL
Original budget stays fixed; actual, earned and forecast update throughout the job.Phase / Cost CodeBudget HrsActual HrsEarned HrsVariance% CompleteETC HrsForecast
Mobilization / ELEC-0101,2401,1881,240-52100%01,188
Underground / ELEC-1003,6003,4523,600-148100%03,452
Distribution / ELEC-2006,9003,7403,390+35049%3,7807,520
Branch / Lighting / ELEC-30012,8004,6204,210+41033%8,59013,210
FA / LV / Closeout / ELEC-4004,100920740+18018%3,5704,490
CREW BY CLASSIFICATION
GF
General Foreman1 planned • 1 actual
1FM
Foremen4 planned • 4 actual
4JW
Journeymen20 planned • 22 actual
22AP
Apprentices11 planned • 11 actual
11LABOR COST
Regular$812KProject to date
Overtime$74KProject to date
Burden$286KCompany rules
Total Labor$1.172MActual cost
OT / DT CONTROL
RATE
Company rate presetsLabor cost and billing rates come from Master Control by classification, with authorized job-specific exceptions audit tracked.
PRODUCTION TRACKING
Compare installed quantity to hours spent instead of waiting for the final cost report.3/4" EMTInstalled 8,420 LF / 12,000 LF
0.42 hr/LF actualPlan 0.37Branch WireInstalled 41,800 LF / 96,000 LF
0.082 hr/LF actualPlan 0.086Lighting FixturesInstalled 184 / 860
1.18 hr/ea actualPlan 1.20Feeder CableInstalled 6,100 LF / 18,400 LF
0.31 hr/LF actualPlan 0.27FORECAST REMAINING LABOR
Field leaders and PMs can forecast by phase while preserving the original budget.Original Budget28,640 hrs
Actual to Date13,920 hrs
Estimated to Complete15,940 hrs
Forecast at Completion29,860 hrs
Projected Overrun1,220 hrs
EMPLOYEE / CREW ACCOUNTABILITY
✓
Crew 1 • Distribution12 employees • time complete
✓
Crew 2 • Branch14 employees • time complete
!
Crew 3 • Lighting2 missing time entries
✓
Crew 4 • Support8 employees • time complete
MANPOWER LOOK-AHEAD
This Week38Peak actual
Next Week42Planned
2 Weeks46Planned
4 Weeks34Planned
QUICKBOOKS / PAYROLL HANDOFF
✓
Employee MappingOperational IDs ready
✓
Job / Cost CodeTime coded to project structure
!
Payroll Export / SyncRequires production payroll/accounting connection
LABOR CONTROL FLOW
One labor record should feed the entire company instead of being entered into separate systems.1EstimateBudget hours
2Project BudgetHours by phase/code
3Manpower PlanPeople by week
4TimecardsActual hours
5Daily ProductionInstalled quantity
6Labor ForecastETC / final hours
7WIP / Job CostMargin impact
8Payroll / QBAccounting handoff
AUTOMATIC COMPANY RATE ENGINE
COST RATE—
BILL RATE—
MULTIPLIER—
EXT. COST—
EXT. BILLING—
Rates come directly from Company Settings. When a transaction is committed, RapidFlow can snapshot the applied rate so future company-rate changes do not rewrite historical job costs.
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Integration Pass #8 • Billing / Pay Applications / A/R
SOV • PROGRESS BILLING • CHANGE ORDERS • RETAINAGE • PAY APPS • A/R • CASH • QUICKBOOKS
Billing, Pay Applications & A/R Control
Turn contract value and approved changes into a controlled schedule of values, monthly pay applications, invoices, retainage and cash collection while keeping project management and accounting reconciled.
BILLING ALERTS
!
CO-014 • $236K Approved / UnbilledAdd to next SOV / pay application
!
Invoice #1048 • $142K Past Due12 days beyond terms
!
Pay App #07 Due in 3 DaysPercent-complete review not finalized
✓
SOV Balances to Current Contract$4.82M including approved changes
BILLING CONTROL RULES
✓
Contract / SOV Must BalanceNo billing beyond authorized value
✓
Approved COs Added SeparatelyOriginal contract history preserved
✓
Retainage Automatically CalculatedJob/customer settings control rate
✓
PM → Accounting ApprovalIndividual user/date audit retained
SCHEDULE OF VALUES / PROGRESS BILLING
SOV LineScheduled ValuePrior BilledThis PeriodStored MaterialsTotal Complete% CompleteRetainageBalance
01 • Mobilization / General$265K$198K$18K$0$216K81.5%$10.8K$49K
02 • Distribution$1.42M$502K$146K$82K$730K51.4%$36.5K$690K
03 • Branch$1.51M$468K$128K$34K$630K41.7%$31.5K$880K
04 • Lighting / Controls$865K$244K$74K$28K$346K40.0%$17.3K$519K
05 • Systems / Closeout$440K$0$0$0$00%$0$440K
CO-011 • Added Distribution$84K$84K$0$0$84K100%$0$0
CO-014 • Feeder Reroute$236K$0$0$0$00%$0$236K
PAY APP #07
Prior Applications$1.496M
This Period$366K
Stored Material$144K
Retainage$96K
APPROVED CHANGE BILLING
✓
CO-011 • $84K100% billed
!
CO-014 • $236KApproved / 0% billed
✓
Pending Changes ExcludedNot added to contract billing until approved
STORED MATERIAL
✓
$144K This PeriodReceiving / invoice backup linked
!
$18.4K Delivery ExceptionDamaged material excluded until accepted
✓
PO / Location TraceableOn-site / warehouse / approved storage
A/R AGING & COLLECTIONS
InvoicePay AppAmountDueAgeContactPromiseStatus
INV-1048#06$142K8/0612 daysGC Accounting8/21Past Due
INV-1056#06 CO$84K8/24CurrentGC Accounting—Current
INV-1061#07 Draft$84KDraft—PM Review—Draft
COLLECTION FOLLOW-UP
WIP / EARNED REVENUE
Forecast Revenue$4.82M
Forecast Cost$4.06M
Billed$1.92M
Under / Over Bill+$74K
QUICKBOOKS / ACCOUNTING
✓
Customer / Job MappedSmith Medical Center
✓
Invoice Mapping ReadySOV / change lines retained operationally
!
Production Sync Requires BackendOAuth / server-side accounting sync
CASH FORECAST
Next 7 Days$226K
Next 30 Days$592K
Retainage$96K
Past Due$142K
PAY APP APPROVAL WORKFLOW
✓
Foreman / Field Percent CompleteProduction backup available
✓
PM ReviewContract / CO / stored material / forecast check
!
Accounting Review PendingPay App #07
✓
Final Customer SubmissionVersion / user / date retained
BILLING AUDIT HISTORY
8/18 2:34
Pay App #07 draft updatedJames Reed • Branch completion 38% → 41.7%
8/17 11:08
INV-1048 collection note addedAccounting • promised payment 8/21
8/16 1:48
CO-014 approved for $236KSOV addition required before billing
DAILY MANAGEMENT EMAIL PREVIEW
!
$142K Past-Due A/RPayment promised 8/21
!
$236K Approved CO UnbilledCO-014 / next pay app
!
Pay App #07 Due in 3 DaysAccounting review pending
✓
SOV Balances to ContractNo unauthorized billing
BILLING PERFORMANCE
Contract Billed39.8%
Collected83.9%
Avg. Days to Pay34
Open A/R$310K
OWN
Owner visibility into cash and billing.See unbilled work, A/R aging, collection promises, retainage and pay-app deadlines by job.
BILLING / A/R DATA FLOW
1Contract / COsAuthorized revenue
2SOVBilling structure
3ProgressField / PM completion
4Pay AppStored material / retainage
5InvoiceCustomer billing
6A/RAging / collections
7Cash / QBPayment / accounting
8WIP / ManagementRevenue / reporting
CUSTOMER INVOICE & A/R SYNC
Create RapidFlow customer invoices, send approved invoices to QuickBooks, and bring back customer payment status and balances.
OPEN—
PARTIALLY PAID—
OVERDUE—
PAID—
OPEN A/R BALANCE—
| Customer | Invoice | Job | Total | Balance | Status | QBO Invoice | Action |
|---|---|---|---|---|---|---|---|
| Load A/R status. | |||||||
PROGRESS BILLING / SCHEDULE OF VALUES
Contract Value + Approved Change Orders → Revised Contract → Work Completed + Stored Materials → Retainage → Previous Billings → Current Payment Due.
CONTRACT VALUEBase Contract
CHANGE ORDERSApproved Only
STORED MATERIALSTracked by SOV
RETAINAGECalculated
CURRENT DUEAuto Calculated
| Application | Job | Period To | Revised Contract | Completed + Stored | Retainage | Previous | Current Due | Status | Action |
|---|---|---|---|---|---|---|---|---|---|
| Load progress billings. | |||||||||
PAY APPLICATION / CONTINUATION SHEET
Construction pay-application package with contract summary, application number and period, retainage, certification workflow, and detailed SOV continuation sheet.
| App # | Period | Contract to Date | Completed + Stored | Retainage | Current Due | Application Status | Package |
|---|---|---|---|---|---|---|---|
| Load pay applications. | |||||||
A/P PAYMENT CONTROL & CHECK RELEASE
Control approved bills waiting for payment, due dates, priorities, compliance holds, partial payments and Check/ACH release status.
READYApproved to Pay
HOLDCompliance Control
SCHEDULEDCheck / ACH
PARTIALBalance Tracking
PAIDReconciled
| Vendor | QBO Bill | Due | Priority | Original | Paid | Balance | Method | Status | Reconciliation | Hold | Action |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Load A/P payment queue. | |||||||||||
PAYMENT HISTORY
| Date | Amount | Method | Reference | QBO Payment | Status |
|---|---|---|---|---|---|
| No payment history loaded. | |||||
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Integration Pass #4 • Schedule / Manpower / Labor Production
SCHEDULE • MANPOWER • FOREMEN • LABOR HOURS • PRODUCTION • TIMECARDS • FORECAST
Schedule & Manpower Control
Turn budgeted labor hours into a real crew plan. Track who is assigned, what phase they are working, planned versus actual hours, production progress, schedule impact and the labor forecast from the field.
TODAY'S MANPOWER PLAN
Foreman / CrewPhaseWorkersPlan HrsActual HrsProductionStatus
Robert Chen / Crew ADistribution8807897%On Plan
David Lopez / Crew BBranch L21010010888%Behind
Chris Walker / Crew CLighting77068103%Ahead
Mike Evans / Crew DFeeder6606195%On Plan
SCHEDULE / LABOR ALERTS
!
Branch Rough-In 4 Days BehindCurrent production needs recovery plan
!
Branch Forecast +920 HoursBudget integration exception
!
2 Missing TimecardsForeman follow-up before payroll close
✓
Lighting Crew AheadProduction is beating planned hours
PHASE LABOR & SCHEDULE CONTROL
PhaseBudget HrsUsedEarnedForecast Hrs% CompleteStartFinishVariance
Distribution8,4203,2103,1358,61037%8/2412/18+190 Hrs
Branch Raceway10,1603,8643,40111,08031%9/143/12+920 Hrs
Lighting / Controls5,1801,6881,7395,04034%10/054/16-140 Hrs
Systems / Closeout4,8601,1021,0355,11021%1/117/31+250 Hrs
WEEKLY CREW FORECAST
This Week383,040 planned hrs
Next Week423,360 planned hrs
+2 Weeks46Peak manpower
+4 Weeks41Distribution taper
FOREMAN PERFORMANCE
✓
Robert Chen • 97%Distribution production
!
David Lopez • 88%Branch recovery discussion
✓
Chris Walker • 103%Lighting ahead of plan
✓
Mike Evans • 95%Feeder on plan
LABOR COST IMPACT
Budget Labor$2.82M
Actual Labor$926K
Forecast Labor$2.96M
Variance+$140K
LOOK-AHEAD SCHEDULE
ActivityPhaseForemanStartFinishCrewConstraintStatus
L2 Branch Rough-InBranchDavid Lopez8/178/2810Wall close 8/29At Risk
Main Switchgear PrepDistributionRobert Chen8/208/278Gear deliveryReady
L1 Lighting RoughLightingChris Walker8/249/047Ceiling gridReady
CONSTRAINT / RECOVERY PLAN
TIMECARD INTEGRATION
✓
36 / 38 SubmittedIndividual users / foremen
!
2 MissingAutomatic reminder / PM visibility
✓
Cost Codes ValidatedHours flow to correct phase
DAILY REPORT INTEGRATION
✓
Crew Counts MatchDaily report ↔ manpower plan
!
Branch Delay LoggedSchedule impact needs PM review
✓
Photos / Production NotesField backup linked
CHANGE / T&M IMPACT
!
CO-014 Adds 420 HrsApproved change labor separated from base overrun
✓
T&M Hours TaggedDo not distort base productivity
OWNER / MANAGEMENT DAILY REPORT
!
Branch Rough-In 4 Days BehindRecovery plan owner: David Lopez
!
Labor Forecast +$140KDriven primarily by Branch phase
!
2 Missing TimecardsPayroll cutoff risk
✓
Lighting Crew 103% EfficientFavorable field performance
SCHEDULE / MANPOWER AUDIT
8/18 10:56
Branch forecast 10,760 → 11,080 hrsJames Reed • production trend / recovery review
8/18 7:02
Crew B increased 8 → 10 workersDavid Lopez • L2 rough-in recovery
8/17 4:38
Schedule activity finish moved +2 daysRobert Chen • wall access constraint documented
SCHEDULE / LABOR DATA FLOW
1Budget HoursEstimate baseline
2ScheduleActivities / milestones
3ManpowerForemen / crews
4TimecardsActual hours
5ProductionEarned vs used
6RecoveryConstraints / action
7ForecastRemaining hrs / cost
8ManagementPerformance / email
Field operations & project record
Daily Reports
Labor, work performed, materials, equipment, issues, safety and tomorrow's plan in one connected record.
AI
TRADWRK FIELD BRAIN
Checking today's field record…
Stored daily reports drive this workspace; missing facts remain missing.
Daily Report Register
| Report | Date | Work Performed | Crew | Hours | Status |
|---|---|---|---|---|---|
| Loading connected daily reports… | |||||
Selected Daily Report
Click a rowSelect a report.
Needs Attention
Exceptions firstConnected Records
Verified linksACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Integration Pass #6 • Purchasing / Material / Vendor / Cost Control
BUYOUT • REQUISITION • PO • APPROVAL • DELIVERY • RECEIVING • INVOICE • BUDGET • QUICKBOOKS
Purchasing & Material Control
Control the entire purchasing cycle from the estimate and field request through vendor quote, approval, purchase order, delivery, receiving, invoice match, job cost and accounting reconciliation.
PURCHASING ALERTS
!
3 Long-Lead Packages Need ReleaseSwitchgear / lighting controls / generator accessories
!
PO-26-118 Damaged Delivery12 EMT sticks rejected / vendor replacement open
!
2 Vendor Invoices Outside ToleranceNeed PM / accounting review
✓
Lighting Buyout Saving $18KFavorable against material estimate
PURCHASING CONTROL RULES
✓
Job → Phase → Cost Code RequiredNo uncoded commitment
✓
Approval by Dollar / RankCompany master-control rules
✓
PO Change History PreservedOriginal / revision / approval / user
✓
Three-Way MatchPO ↔ receiving ↔ vendor invoice
PURCHASE ORDER REGISTER
POVendorPackage / Cost CodeOriginalCurrentReceivedInvoicedRemainingStatus
PO-26-101West Coast Electric SupplyDistribution / ELEC-200$382K$401K$276K$241K$125KOpen
PO-26-112Pacific LightingLighting / ELEC-400$286K$268K$142K$119K$126KSaving
PO-26-118Metro Electrical SupplyBranch / ELEC-300$94K$94K$44K$38K$50KDamage
PO-26-124Control Systems Inc.Controls / ELEC-400$51K$51K$0$0$51KRelease
FIELD REQUISITIONS
!
REQ-067 • Branch MaterialDavid Lopez • needed 8/21
✓
REQ-065 • Feeder HardwareConverted to PO-26-126
✓
REQ-064 • Lighting SupportsWarehouse transfer approved
VENDOR QUOTE / BUYOUT
Quotes Due4
Packages Open6
Buyout Saving$18K
Risk Exposure$31K
APPROVAL QUEUE
!
PO-26-127 • $78KPM approved • executive approval required
!
PO Change #3 • $14.6KBudget variance explanation attached
✓
PO-26-126 • $21KApproved by James Reed
DELIVERY / RECEIVING CONTROL
DeliveryPOVendorReceived ByAmountExceptionStatus
DEL-188PO-26-118Metro SupplyChris Walker$18.4K12 EMT damagedPartial
DEL-187PO-26-101West CoastRobert Chen$42.8KNoneAccepted
DEL-186PO-26-112Pacific LightingChris Walker$31.2KNoneAccepted
MATERIAL LOCATION / STATUS
On Site$326K
Warehouse$74K
In Transit$62K
Backordered$48K
!
Switchgear AccessoriesBackorder threatens 9/14 activity
✓
Lighting PackageRelease sequence aligned to schedule
INVOICE / THREE-WAY MATCH
✓
INV-8814 • $42,800PO + receipt + invoice match
!
INV-8841 • $18,960$560 over received value
!
INV-8846 • $12,420No receiving record yet
BUDGET / FORECAST IMPACT
Material Budget$873K
Current EAC$855K
Variance-$18K
Unbought Risk$31K
SCHEDULE / LONG-LEAD IMPACT
!
Switchgear AccessoriesNeed release by 8/20
!
Controls PackageSubmittal approval required before release
✓
Lighting FixturesRelease plan supports current schedule
PO CHANGE CONTROL
VENDOR / COMPLIANCE CHECK
✓
W-9 On FileVendor master record
✓
Insurance CurrentExpires 4/30/2027
✓
Terms / Tax StatusNet 30 / taxable material
!
Vendor AcknowledgmentPO-26-124 awaiting confirmation
MANAGEMENT DAILY EMAIL PREVIEW
!
3 Long-Lead Releases RequiredSchedule risk if not released
!
Damaged PO-26-118 DeliveryReplacement pending
!
2 Invoice Match ExceptionsAccounting hold
✓
Material Forecast $18K Under BudgetFavorable buyout position
PURCHASING AUDIT HISTORY
8/18 3:56
PO-26-118 receiving exceptionChris Walker • damaged material photos linked
8/18 11:22
PO-26-127 submitted for executive approvalJames Reed • $78,000 commitment
8/17 2:40
PO-26-112 revised $286K → $268KPurchasing • vendor buyout saving retained
PURCHASING / MATERIAL DATA FLOW
1Estimate / BudgetMaterial allowance
2RequisitionField / PM request
3Quote / BuyoutVendor comparison
4Approval / POCommitment control
5DeliveryReceive / damage / backorder
6Invoice MatchPO / receipt / bill
7Job Cost / QBActual / reconciliation
8Forecast / ManagementRisk / savings / email
PO → JOB COST INTEGRATION
Code every PO line to Job → Trade → Phase → Cost Code. Approval creates committed cost; receiving converts it to actual cost.
VENDOR INVOICE • 3-WAY MATCH
Compare Purchase Order → Material Received → Vendor Invoice before payment or QuickBooks bill sync.
| Vendor | Invoice | PO | Total | Match | Status | QuickBooks | Actions |
|---|---|---|---|---|---|---|---|
| Load invoice queue. | |||||||
VENDOR INVOICE APPROVAL & 3-WAY MATCH
Match Purchase Order → Receiving → Vendor Invoice before payment approval. Quantity and price discrepancies are flagged automatically.
1 • POOrdered Qty + Price
2 • RECEIVINGActually Received
3 • INVOICEVendor Billing
MATCHException Control
APPROVALReady for A/P
| Vendor | Invoice | Date | PO | Total | 3-Way Match | Approval | QBO | Action |
|---|---|---|---|---|---|---|---|---|
| Load vendor invoices. | ||||||||
OPEN MATCH EXCEPTIONS
| Type | Description | Severity | Status |
|---|---|---|---|
| No exceptions loaded. | |||
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Module #9 • Accounts Receivable
qb
Accounts Receivable ↔ QuickBooks / IntuitCustomer/job, invoices, credits, payments, deposits, retainage and aging references
#9 • ACCOUNTS RECEIVABLE
Accounts Receivable
Track every dollar billed and collected by customer and project, including retainage, aging, payment applications, follow-up activity and QuickBooks reconciliation.
A/R AGING
Open receivables by age.COLLECTION PRIORITIES
OPEN INVOICES / PAY APPLICATIONS
Billing, retainage, payment and aging status by project.Invoice / Pay AppProjectInvoice DateDueOriginalRetainagePaidBalanceStatus
RECORD CUSTOMER PAYMENT
Invoice Balance$72,931
Payment$25,000
Remaining Balance$47,931
RETAINAGE CONTROL
Contract Retainage Held$42,860
Eligible for Release$18,400
Pending Punch / Closeout$24,460
CREDIT / ADJUSTMENT
COLLECTION ACTIVITY / COMMUNICATION
Email, calls, promises to pay and follow-up dates stay linked to the invoice.Aug 18 • Email Follow-UpINV-2088 • Sent to A/P contact • Mike Torres
SentAug 15 • Customer CallCustomer expects payment Aug 22
PromiseAug 8 • Statement SentAll open Smith Medical invoices
DeliveredA/R FORECAST / CASH EXPECTED
📈
Feeds Cash FlowExpected collections can be used by the Cash Flow module while keeping actual posted payments separate from forecasts.
A/R AUDIT / QUICKBOOKS RECONCILIATION
Every accounting-impacting action keeps source, user, timestamp and sync status.RapidFlow Open A/R$186,420Operational view
QuickBooks Open A/R$186,420Last synced balance
Difference$0Reconciled
Unsent Transactions2Pending sync
Sync Errors0No blocking errors
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Module #10 • Accounts Payable
qb
Accounts Payable ↔ QuickBooks / IntuitVendors, bills, POs, receipts, credits, approvals, payments, job/cost-code coding and sync references
#10 • ACCOUNTS PAYABLE
Accounts Payable
Capture vendor bills, match them to POs and receipts, code costs to the correct job, route approvals, prevent duplicates, schedule payments and reconcile everything with QuickBooks.
A/P DUE FORECAST
Cash required for approved and open vendor obligations.PAYMENT / APPROVAL PRIORITIES
ENTER / REVIEW VENDOR BILL
Capture invoice details once and carry the coding through job cost and accounting.3-WAY MATCH • PO / RECEIPT / BILL
Purchase Order$8,450PO-2419
Received Value$8,450Received / accepted
Vendor Bill$8,620GB-88412
Variance$1702.01%
!
Review RequiredBill exceeds PO tolerance.
BILL DISTRIBUTION / JOB COST CODING
Working math for job, phase, cost code, expense and tax allocation.DescriptionProjectCost CodeQtyUnit CostTax %Amount
$0
$0
Subtotal$0
Tax$0
Bill Total$0
PO Amount$8,450
Difference$0
DUPLICATE / DOCUMENT CHECK
✓
Vendor + Invoice NumberNo duplicate invoice found
✓
Invoice AttachmentGB-88412.pdf attached
✓
Project / Cost CodeRequired coding present
!
PO MatchVariance requires approval
APPROVAL WORKFLOW
1
EnteredSarah Kim • Aug 18
2
Field VerificationJames Reed • received
3
PM ApprovalMike Torres • pending
4
Accounting ReviewPending
5
Ready to PayFuture
🔐
Approval authorityMaster Control sets approval limits by user/rank and prevents unauthorized payment approval.
VENDOR COMPLIANCE
✓
W-9On file
✓
Insurance / COICurrent through Dec 31
✓
Payment TermsNet 30
!
Lien / Release RequirementConditional release required with payment
PAYMENT RUN
Select approved bills while keeping cash requirements visible.Pay?VendorBillDueAmountMethod
CEDCED-10444Aug 20$14,850ACH
GraybarGB-88412Sep 15$8,620ACH
FireSafe SystemsFS-7721Past Due$12,900Check
Selected Payment Total$23,470
VENDOR CREDITS / ADJUSTMENTS
A/P AUDIT / QUICKBOOKS RECONCILIATION
Operational commitments, approved bills and accounting records remain traceable.RapidFlow Open A/P$142,680Operational view
QuickBooks Open A/P$142,680Last synced balance
Difference$0Reconciled
Pending Sync3Approved transactions
Sync Errors0No blocking errors
QUICKBOOKS A/P STATUS
Bring vendor-bill balances and payment status back from QuickBooks: Open → Partially Paid → Paid → Overdue.
OPEN—
PARTIALLY PAID—
OVERDUE—
PAID—
OPEN A/P BALANCE—
| Vendor | Invoice | QBO Bill | Total | Balance | Status | Due | Last Payment |
|---|---|---|---|---|---|---|---|
| Load A/P status. | |||||||
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedSUPERINTENDENT Robert ChenCLOSEOUT 72%
Integration Pass #12 • Documents / RFIs / Submittals / Closeout
PLANS • SPECS • RFIs • SUBMITTALS • REVISIONS • AS-BUILTS • O&M • WARRANTIES • TURNOVER
Documents, RFIs, Submittals & Closeout Control
Keep the project record connected from current plans and specifications through RFIs, submittals, field changes, inspections, as-builts and final turnover so the field works from the right information and closeout is built throughout the job.
DOCUMENT CONTROL ALERTS
!
RFI-033 OverdueFeeder routing response affects Level 2 work
!
3 Procurement-Critical Submittals OpenGear / controls / lighting packages
!
9 Field Revisions Need As-Built CaptureDo not wait until project end
✓
Current Drawing Set PublishedField users see latest approved revision
DOCUMENT CONTROL RULES
✓
Superseded Files Stay ArchivedOld revisions cannot silently replace history
✓
Current Revision Clearly MarkedField access defaults to current documents
✓
RFI / Submittal Links to WorkLocation, cost code, schedule and change event retained
✓
Closeout Requirement Starts EarlyTurnover evidence collected during construction
PROJECT DOCUMENT REGISTER
DocumentTypeRevisionIssuedAreaRelated ItemField StatusStatus
E2.31 • Level 2 PowerDrawingRev 68/16Level 2RFI-033PublishedCurrent
26 05 19 • ConductorsSpecificationAdd 038/09JobwideSUB-044PublishedCurrent
SK-E-017 • Feeder RerouteSketchRev 18/18Electrical RoomCO-014Field issuedAs-Built
LTG-CTRL-07Shop DrawingRev 28/14LightingSUB-052Pending approvalReview
RFI CONTROL
Open7
Overdue2
Avg. Response6.4d
Cost Impact3
SUBMITTAL CONTROL
Open11
Critical3
Approved42
Revise / Resubmit4
REVISION CONTROL
✓
Current Set DistributedRevision acknowledgment tracked
!
2 Crew Acknowledgments PendingRevised Level 2 sheets
✓
Superseded Set LockedHistorical access only
RFI → CHANGE / SCHEDULE HANDOFF
!
RFI-033 • Feeder RoutingOverdue • schedule + change impact
✓
Linked to CO-014Pricing and customer approval preserved
!
+3 Day Schedule ImpactRecovery tracked in schedule module
✓
Field Sketch AttachedSK-E-017 becomes as-built evidence
SUBMITTAL → PROCUREMENT HANDOFF
!
SUB-052 • Lighting ControlsApproval needed before release
!
Required On Site 9/14Long-lead procurement window
✓
Vendor / PO Package LinkedRelease status stays visible to PM and purchasing
✓
Approved Equals Release GatePrevents ordering unapproved equipment
AS-BUILT CONTROL
!
9 Revisions Pending CaptureField changes / reroutes / elevations
✓
Photo + Markup SupportAttach evidence at time of installation
✓
Foreman ResponsibilityOwner and due date visible
O&M / WARRANTY
O&M Required18
Received12
Warranties14 / 17
Missing9
TESTING / COMMISSIONING
Required22
Complete13
Failed / Retest2
Upcoming7
CLOSEOUT REQUIREMENT REGISTER
RequirementResponsibleDueCompleteMissing / Action
As-Built DrawingsRobert ChenOngoing64%9 field revisions
O&M ManualsProject Engineer10/0267%6 packages
WarrantiesPurchasing10/0282%3 vendor docs
Testing / CommissioningField / QC10/1059%9 tests / retests
Training / Owner TurnoverPM10/1640%Schedule sessions
TURNOVER PACKAGE BUILDER
✓
Approved SubmittalsCurrent final versions
!
As-Builts9 field updates outstanding
!
O&M / Warranty9 required records missing
✓
Inspection / Testing RecordsLinked from quality module
✓
Change / RFI HistoryFinal project record retained
DOCUMENT / CLOSEOUT AUDIT HISTORY
8/18 4:58
SK-E-017 issued to fieldJames Reed • linked to RFI-033 / CO-014
8/18 2:12
SUB-052 Rev 2 uploadedProject Engineer • lighting controls
8/18 9:04
Drawing E2.31 Rev 6 published12 users notified • 2 acknowledgments pending
DAILY MANAGEMENT EMAIL PREVIEW
!
2 RFIs Overdue1 affects active Level 2 work
!
3 Procurement-Critical SubmittalsLong-lead release risk
!
9 As-Built Updates OutstandingCloseout risk
✓
Current Drawing Set PublishedField revision control current
DOCUMENT / RFI / SUBMITTAL / CLOSEOUT DATA FLOW
1Plans / SpecsCurrent contract docs
2RFI / SubmittalClarify / approve
3RevisionPublish / acknowledge
4Field WorkBuild current info
5Change / QCCost / inspection
6As-BuiltCapture actual work
7CloseoutO&M / warranty / tests
8TurnoverFinal project record
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Module #12 • RFIs
#12 • RFIS
RFIs
Question, response, responsible party, due date, attachments, and cost/schedule impact.
RFI → COST WORKFLOW
→OR→
Original RFI, answer, attachments, scope impact, schedule impact, and linked cost event stay together.
RFI IMPACT
COST IMPACT3Potential cost events
SCHEDULE IMPACT2May affect milestone
OVERDUE2Needs escalation
Project approvals & release control
Submittals
Keep approvals, due dates, responsibility and required-on-site dates visible without hunting through side panels.
AI
TRADWRK SUBMITTAL BRAIN
Checking approval and release risk…
Stored submittals will drive this workspace; missing facts remain missing.
Submittal Register
| # | Title | Spec | Status | Ball in Court | Due | Required On Site |
|---|---|---|---|---|---|---|
| Loading connected submittals… | ||||||
Selected Submittal
Click any register rowSelect a stored submittal to see the important details.
Needs Attention
Exceptions firstChecking stored submittal risks…
Connected Records
Verified relationshipsSelect a submittal to see connected project records.
T&M Tickets
Extra-work command center — field direction, labor, material, equipment, authorization, signatures, change exposure and billing status.
T&M Ticket Register
Loading connected T&M tickets…
Selected T&M Ticket
TICKET—
WORK DATE—
CUSTOMER / GC—
AUTHORIZATION—
TOTAL VALUE—
STATUS—
Field Direction / Scope
Capture who directed the extra work, the requested scope, location, date and field conditions.
Labor / Timecards
Track employees, classifications, regular and overtime hours, labor rates and ticket labor totals.
Materials / Consumables
Record material quantities, units, costs, receipts and consumables used for the extra work.
Equipment / Tools
Track equipment used, hours, rates and recoverable equipment charges tied to the ticket.
Pricing / Markup
Calculate labor, material and equipment cost with approved overhead, profit and contract markup rules.
Authorization / Signature
Track customer or GC authorization, signer, signature status, signed date and any exceptions.
Photos / Documents
Keep field photos, signed tickets, receipts and supporting documents connected to the extra work.
Change Order / RFI
Connect ticket exposure to the related RFI, PCO or change order without duplicating project truth.
Billing / Closeout
Track unbilled, billed and closed tickets and confirm approved extra work reaches the billing workflow.
T&M / Extra Work Data Flow
1 • Field Direction2 • Labor / Material3 • Equipment4 • Ticket Pricing5 • Authorization6 • CO / RFI Link7 • Billing8 • Closeout
Create T&M Ticket
Records internal authorization only. This does not sign for the customer or create a bill.
Selected ticket documents and billing
Upload supporting files through the project Upload control, then load them here.
This records existing evidence; it does not create a signature for anyone.
Choose one billing path. An invoice stays in TRADWRK until separately sent or synced.
Material Tracking & Purchasing
Track requests. Watch deliveries. Prevent shortages.
SAMPLE DATA — Existing example requests and totals, not live inventory.
Material Request Register
| Request | Material | Quantity | Need By | Status |
|---|---|---|---|---|
| MR-221 | Feeder Lugs | 24 | 8/21 | Late |
| MR-224 | 3/4" EMT | 4,000 LF | 8/24 | Approved |
| MR-226 | Lighting Supports | 680 EA | 8/27 | Requested |
| MR-229 | Panel Hardware | 1 Lot | 9/01 | Quoted |
Needs Attention
- Feeder lugs late for installation
- Lighting controls awaiting submittal approval
- Panel hardware quote due tomorrow
Procurement Watch
- MR-224: three vendor quotes received
- PO-1048: partially received
- Branch conduit stock sufficient through Aug 28
Requests, receiving, vendor quotes & cost codes
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Workflow Pass #10 • Material Tracking / Purchasing
MATERIAL REQUEST QUEUE
Field requests carry job, phase, cost code, need-by date, requester and approval history.RequestMaterialQtyNeed ByPhase / CodeStatus
MR-221Feeder Lugs248/21Distribution / ELEC-200Late
MR-2243/4" EMT4,000 LF8/24Branch / ELEC-300Approved
MR-226Lighting Supports680 EA8/27Lighting / ELEC-300Requested
MR-229Panel Hardware1 Lot9/01Distribution / ELEC-200Quoted
SHORTAGE / SCHEDULE RISK
!
Feeder LugsLate • feeder installation planned Aug 21
!
Lighting ControlsRelease blocked by submittal approval
!
Panel HardwareQuote due tomorrow
✓
Branch ConduitStock sufficient through Aug 28
REQUEST → QUOTE → PO
1
Field RequestMR-224 • 4,000 LF EMT
2
Vendor Quotes3 quotes received
3
ApprovalPM review
4
Purchase OrderCreate after approval
VENDOR QUOTE COMPARISON
Graybar$18,4202-day lead • delivered
CED$17,9805-day lead • delivered
Vendor C$17,6409-day lead • freight extra
BUY
Lowest price is not always lowest cost.RapidFlow should show price, lead time, freight, schedule need and approved vendor status together.
APPROVAL CONTROL
PURCHASE ORDER / COMMITMENT CONTROL
Material Tracking stays connected to the separate Purchase Orders module for formal commitments and invoice matching.POVendorOriginalChangesCurrentReceivedInvoicedRemainingStatus
PO-1048Graybar$84,200$4,800$89,000$62,400$58,900$26,600Partial
PO-1051CED$42,600$0$42,600$42,600$42,600$0Complete
PO-1056Lighting Vendor$118,000$0$118,000$34,200$31,000$83,800Partial
DELIVERY / RECEIVING
08/18
Graybar • PO-1048Conduit/fittings • Delivery 6
Received08/18
Lighting Vendor • PO-1056Fixture release #2
Partial08/18
Feeder LugsExpected • no delivery
LatePARTIAL / BACKORDER / DAMAGE
!
Fixture Type F442 received / 60 ordered • 18 backordered
!
Conduit Bundle1 bundle damaged • photo/documentation required
✓
FittingsComplete • quantity verified
MATERIAL LOCATION / INVENTORY
LAY
North LaydownConduit / racks / large material
CON
Container 2Fittings / devices / hardware
L2
Level 2 StagingCurrent-week material
RET
Return AreaUnused / damaged / vendor returns
MATERIAL COST CONTROL
Budget$1.36MOriginal material
Committed$1.08MPOs / commitments
Actual / Invoiced$846KTo date
Forecast$1.42M+$60K risk
RETURNS / CREDITS
!
RTN-041 • Damaged EMT$1,280 vendor credit pending
✓
RTN-038 • Excess Fittings$840 credit received
3-WAY MATCH • PO / RECEIPT / INVOICE
PO
PO-1048Authorized commitment
$89,000REC
Received to DateVerified quantities
$62,400INV
Vendor Invoices$3,500 received-not-invoiced gap
$58,9003X
Exception-based review.Matched items can flow through normal approval; quantity, price, tax, freight or coding mismatches go to an exception queue.
QUICKBOOKS / INTUIT HANDOFF
✓
Vendor MappingOperational vendor IDs ready
✓
Job / Cost Code MappingProject coding validated
✓
PO / Bill ReferencesRapidFlow source records retained
!
Live Bill / PO SyncProduction QuickBooks OAuth/API required
MATERIAL / PURCHASING DATA FLOW
One procurement trail from field need to accounting.1Field NeedDaily / look-ahead
2Material RequestQty / need-by / code
3Quote / ApprovalVendor / authority
4Purchase OrderCommitment
5Delivery / ReceiveQty / damage / location
6Invoice MatchPO / receipt / bill
7Job Cost / WIPActual / forecast
8QuickBooksAccounting handoff
MATERIAL RECEIVING & DELIVERY CONTROL
Receive against POs, track partials, backorders, damage/shortages, and send accepted material value to job cost.
| PO | Cost Code | Destination | Received | Damaged | Short | Backorder | Accepted Value | Status |
|---|---|---|---|---|---|---|---|---|
| Load receipts to view delivery history. | ||||||||
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Module #16 • Cash Flow
#16 • CASH FLOW / CAN WE AFFORD IT?
Cash Flow / Can We Afford It?
Cash now, expected collections, upcoming obligations, confidence, and purchase/hiring decisions.
90-DAY CASH FORECAST
Expected ending cash if collections and costs land as forecastCash
Now15d30d45d60d75d90d
CAN WE AFFORD IT?
PROJECTED CASH AFTER DECISION$0
CASH RISKS
A/R timing$31,200 is already aging.
Payroll timingPayroll is fixed-date cash out.
Unapproved change workCosts can hit before revenue is approved.
Financial control center
Budgets & Costs
AI-connected budget, commitments, actual cost, forecast and profit.
AI
TRADWRK BUDGET BRAIN
Analyzing connected financial records…
TRADWRK will surface the largest variance, cost exposure, forecast profit and missing controls without inventing unavailable values.
Cost Category Breakdown
Budget → committed → actual → forecast → varianceLoading connected budget and cost records…
Key Insights
AI exceptions firstTRADWRK is checking cost exposure.
Top Cost Codes by Variance
Largest exposure firstCost-code details will appear when connected records are available.
Recent Cost Activity
Connected job eventsRecent connected cost activity will appear here.
What TRADWRK Still Needs
Financial readinessTRADWRK is checking for missing budget controls.
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Workflow Pass #2 • Estimating → Awarded Job Handoff
ESTIMATING / BIDDING • AWARD HANDOFF
Estimate → Awarded Job
Build the estimate once, then carry the winning scope, budget, labor hours, cost codes, vendor quotes, subcontractor quotes, exclusions, alternates, documents, and customer information directly into project setup.
ESTIMATEEST-2026-041Smith Medical Center
STATUSAwardedReady for handoff
BID AMOUNT$4,550,000Base + accepted alternates
ESTIMATED COST$3,746,000Labor + material + subs + equipment
EST. GROSS PROFIT$804,00017.7%
LABOR HOURS28,640Budget hours
BID / CUSTOMER INFORMATION
AWARD READINESS
✓
Customer / ProjectComplete
✓
Scope / ExclusionsReviewed
✓
Cost Codes / PhasesMapped
✓
Labor Budget28,640 hours
✓
Vendor / Sub QuotesSelected
!
Executed ContractUpload before final accounting activation
ESTIMATE COST BUILDUP
The same structure becomes the original job budget after award.Phase / Cost CodeLabor HrsLabor CostMaterialSubsEquipmentTotal CostSell
01 • Mobilization / TempELEC-0101,240$86,800$42,000$0$18,000$146,800$182,000
02 • UndergroundELEC-1003,600$252,000$318,000$42,000$22,000$634,000$760,000
03 • DistributionELEC-2006,900$483,000$782,000$65,000$38,000$1,368,000$1,635,000
04 • Branch / LightingELEC-30012,800$896,000$412,000$38,000$26,000$1,372,000$1,645,000
05 • FA / Low Voltage / CloseoutELEC-4004,100$287,000$118,000$86,000$18,200$509,200$628,000
LABOR BUDGET HANDOFF
Journeyman18,900 hrs$62/hr company cost preset
Foreman4,240 hrs$72/hr company cost preset
Apprentice / Other5,500 hrsClassification preset
Total28,640 hrsOriginal labor budget
VENDOR QUOTES / BUYOUT
GraybarDistribution package • selected
$742KLighting SupplierFixture package • selected
$386KAlternate DistributorDistribution • backup quote
$771KSUBCONTRACTOR QUOTES
FireSafe SystemsFire alarm programming / test
$86KCore Drill ServicesSelected allowance
$42KTesting AgencyAcceptance testing
$18KSCOPE / EXCLUSIONS / ASSUMPTIONS
✓
Electrical distribution, branch power, lighting, feeders, grounding and identified equipment connections.
✓
Labor, material, supervision, small tools and normal project closeout included per estimate.
✓
Selected vendor and subcontractor quotes are locked as the award basis and retained for buyout comparison.
BID DOCUMENTS / VERSION HISTORY
1
Estimate V1Initial takeoff • Jul 12
2
Addendum 04Estimate updated • Jul 20
3
Final Bid V3Submitted • Jul 28
4
Award BasisLocked for job handoff
AWARDED JOB HANDOFF MAP
Review exactly what RapidFlow will create or carry forward before the project goes live.1Customer / ContactsABC General Contractors
2Job WorkspaceSmith Medical Center
3Original Contract$4.55M award basis
4Cost Codes / PhasesEstimate structure mapped
5Labor Budget28,640 hours
6Material BudgetVendor quote basis
7Subcontract BudgetSelected quotes
8Documents / ScopeBid basis preserved
9Schedule SeedMilestones ready
10QuickBooks MappingCreate/map after customer authorization
JOB CREATION SETTINGS
POST-AWARD CHECKLIST
✓
Freeze Original EstimatePreserve bid basis for estimate-vs-actual
✓
Create Original Job BudgetCost codes + labor hours + dollars
✓
Create Buyout ListVendor / subcontract commitments
✓
Create Project WorkspaceTeam, documents, schedule, controls
✓
Preserve Estimate HistoryNothing overwritten after award
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Module #19 • Morning Brief & Meetings
#19 • MORNING BRIEF & MEETINGS
Morning Brief & Meetings
One morning screen for jobs, money, field priorities, meetings, and approvals.
TODAY'S MEETINGS
| Time | Meeting / Call | Job |
|---|---|---|
| 9:00 AM | GC Coordination | Smith Medical |
| 1:30 PM | Foreman Planning | Harbor Apartments |
| 3:00 PM | Gear Delivery Call | Smith Medical |
TODAY'S PRIORITIES
1
Review Rough-In labor300 hours over
Urgent2
Review Graybar bill$2,340 PO mismatch
Review3
Call ABC GC$31,200 aging A/R
CollectReports
Project and company reporting command center — financials, labor, WIP, cash, purchasing, field performance and audit history.
ASK TRADWRK • Question + Answer Workspace
Ask about this project's performance, financial position, labor, cash, purchasing, field activity or reporting history.
Ask a reporting question about this project or tell me what report you need…
Use Project DataUse Project DocumentsCompare Records
Answer
TRADWRK will answer here using connected project truth. No report values are invented.
Report Library
ReportScopeSourceStatus
Job ProfitabilityCurrent projectBudget + CostReady
Labor PerformanceCurrent projectLabor + Daily ReportsReady
WIP / BillingCurrent projectWIP + BillingReady
Cash Flow / A/RCompany / ProjectAccountingConnected
A/P / PurchasingCurrent projectPurchasing + AccountingReady
Change ManagementCurrent projectCO + RFI + T&MReady
Field PerformanceCurrent projectDaily Reports + ScheduleReady
Executive / PortfolioPortfolioCross-project truthReady
Audit / HistoryCurrent projectAudit trailReady
Selected Report
REPORTSelect a report
PROJECTActive project
PERIODCurrent
DATA SOURCEConnected TRADWRK records
FORMATOn-screen / Export
STATUSReady
Job Profitability
Contract, budget, committed cost, actual cost, forecast and projected margin.
Labor Performance
Hours, productivity, manpower, field activity and labor exposure.
WIP / Billing
Earned revenue, over/under billing, pay applications and retainage.
Cash Flow / A/R
Cash requirements, receivables, collections and near-term exposure.
A/P / Purchasing
Commitments, purchase orders, vendor bills, materials and payment status.
Change Management
Change orders, RFIs, T&M tickets, exposure and approval status.
Field Performance
Daily reports, schedule impacts, materials, equipment and execution trends.
Executive / Portfolio
Cross-project health, risk, forecast, cash and management priorities.
Audit / History
Traceable project actions, approvals, changes and reporting evidence.
Reporting Data Flow
1 • Project Truth2 • Cost / Labor3 • Field Records4 • Billing / Cash5 • Risk / Forecast6 • Reconcile7 • Report8 • Management
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Workflow Pass #4 • Users / Logins / Roles
COMPANY USERS • IDENTITY • ACCESS • ACCOUNTABILITY
Users, Logins & Roles
Every person gets an individual account. Company rank sets the starting permissions, project assignments narrow access, and authorized administrators can make user-specific overrides without losing accountability.
USER DIRECTORY
Search by employee, role, project, department or account status.SELECTED USER • ACCOUNT PROFILE
MTActive
Mike Torres
Project Manager • Employee ID RF-0024✓
Individual LoginUnique user identity
✓
MFAEnrolled
✓
Last AccessToday • 7:42 AM
COMPANY ROLE / RANK MATRIX
Role defaults define the starting access level. Project assignment and user overrides are applied after the company role.RoleCompany ScopeFinancialsField OpsApprovalsQuickBooksUser Admin
Owner / AdminAllAllAllUnlimitedFullYes
ExecutiveAll / DivisionAllView$100KViewLimited
Project ManagerAssigned JobsJobManage$25KMappedNo
SuperintendentAssigned JobsLimitedManage$5KNoNo
ForemanAssigned CrewLabor / T&MAssigned$1KNoNo
AccountingAllAllLimitedBilling / A/PFullNo
EmployeeOwn / AssignedNoneOwn WorkNoneNoNo
PROJECT ASSIGNMENTS
✓
Smith Medical CenterProject Manager • Full job access
✓
Harbor ApartmentsProject Manager • Read + approvals
—
Service DivisionNo access
USER-SPECIFIC OVERRIDES
APPROVAL AUTHORITY
LOGIN / SECURITY POLICY
✓
PasswordProduction: salted password hash, never plain text
✓
MFARequired by company policy for elevated roles
✓
Session SecurityServer-side session / token enforcement
✓
Password ResetVerified email / identity workflow
ACCOUNT LIFECYCLE
HIST
Never erase accountability.Deactivating an employee removes future access while preserving their timecards, approvals, reports, safety acknowledgments, changes and audit history.
INVITE / ONBOARD USER
OWNER PERFORMANCE / ACCOUNTABILITY VIEW
Activity is tied to the individual login so management can evaluate performance without mixing employees together.Daily Reports98%On-time completion
Approvals1.2 daysAverage turnaround
Labor Variance+2.8%Assigned projects
Safety Actions100%Closed by due date
OWN
Company → project → manager → employee.Owners can drill into individual activity while employees only see information allowed by their role and assignment.
USER AUDIT HISTORY
Security and operational actions remain attributable to the person who performed them.1
7:42 AM • LoginSuccessful MFA session
2
8:06 AM • PO-2419 ReviewedApproval queue activity
3
8:21 AM • CO-009 OpenedChange-order review
4
9:03 AM • Labor Forecast UpdatedSmith Medical Center
PRODUCTION AUTHENTICATION REQUIREMENTS
The prototype shows the workflow; these controls must be enforced by the production backend before customer use.AUTHSecure AuthenticationHashed passwords / identity provider
MFAMulti-Factor AuthenticationRole/company policy
RBACServer-Side PermissionsNever trust browser-only access rules
SESSSession ControlExpiry / revocation / device security
AUDSecurity AuditLogin / role / permission events
Settings
Company, team, roles, rates, accounting, notifications, integrations and security — one governed control center for TRADWRK.
ASK TRADWRK • Question + Answer Workspace
Ask about company settings, access, rates, accounting rules, notifications, integrations or security.
Ask a settings question or tell TRADWRK what company control you need to review…
Use Company SettingsReview PermissionsCheck Integrations
Answer
TRADWRK will answer here using connected company settings and permissions. No production values are invented.
Settings Control Center
AreaAuthorityPurposeOpen
CompanyDefaultsRates, markups and operating rulesCurrent
TeamUsersInvitations and access statusManaged
SecurityRBACRoles, permissions and approval limitsProtected
AccountingRulesFinancial defaults and mappingsConnected
Selected Settings Area
AREACompany Controls
SCOPECompany-wide
CHANGE CONTROLPermission governed
HISTORYAuditable
PROJECT OVERRIDESExplicit only
STATUSActive
Company
Company-wide defaults, operating rules, markups and job inheritance.
Users & Team
Invite users, activate access and manage company membership.
Roles & Permissions
Role-based access, approval limits and permission authority.
Labor & Equipment Rates
Effective company cost and billing rates without rewriting history.
Accounting
Accounting defaults, cost structure and connected financial controls.
Notifications
Company notification rules, delivery preferences and alerts.
Integrations
QuickBooks and external-service connection settings and status.
Security
Sessions, MFA, access controls, audit and security policy.
System Defaults
Shared defaults that keep every TRADWRK module consistent.
Settings / Governance Data Flow
1 • Company Rule2 • Permission3 • Effective Date4 • Default5 • Job Override6 • Module Use7 • Audit8 • Management
Settings Administration & Detailed ControlsUsers • roles • rates • company defaults
USER MANAGEMENT
INVITATIONS72 HOURSEmail invitation tokens
ROLESASSIGNABLECompany-scoped access
DEACTIVATIONSESSION REVOKEImmediately signs user out
SECURITYADMIN ONLYusers.manage permission
Backend endpoints now support listing users, inviting new users, assigning roles, and activating/deactivating accounts. Invitation email delivery uses the V155 notification queue when SMTP is configured.
TEAM & USER ACCESS
Invite employees, assign roles, review account status, and control RapidFlow access.
—Total Users
—Active
—Invitations
—Roles
| User | Role | Status | Access | |
|---|---|---|---|---|
| Sign in as an administrator to load users. | ||||
Invite TRADWRK User
Change User Role
ROLES & PERMISSIONS MANAGER
Create company roles and choose exactly what each role can access.
Open Settings as an administrator to load roles.
COMPANY SETTINGS CONTROL CENTER
Company-wide rates and markups used by estimating, job costing, T&M, change orders, billing, and forecasting.
| Classification | Cost/hr | Bill/hr | OT | DT |
|---|
| Equipment / Truck | Cost | Billing | Unit |
|---|
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Module #23 • Notifications / Alerts
#23 • NOTIFICATIONS / ALERTS
Notifications / Alerts
Route urgent, watch, approval, meeting, financial, and field alerts to the right person.
ALERT RULES
DELIVERY
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Module #24 • Mobile / Field Mode
#24 • MOBILE / FIELD MODE
Mobile / Field Mode
Field-friendly time, daily reports, plans, RFIs, T&M, photos, materials, tools, and equipment.
FIELD TOOLS
EQUIPMENT / TOOL TRACKING
| Tool / Equipment | Assigned To | Job | Status |
|---|---|---|---|
| Greenlee Tugger | Foreman Chris | Smith Medical | On Site |
| Hilti Core Drill | Crew 2 | Smith Medical | On Site |
| Scissor Lift #SL-14 | Rough-In Crew | Smith Medical | Rental • 12 days |
| Megger Tester | James Reed | Harbor Apartments | Checked Out |
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Module #25 • Closeout / Warranty
#25 • PROJECT CLOSEOUT / WARRANTY
Project Closeout / Warranty
Punch, inspections, as-builts, O&M, final billing, retainage, lien waivers, and warranty history.
CLOSEOUT PROGRESS
What is finished versus still open82%Total
Complete82.0%
Open18.0%
CLOSEOUT CHECKLIST
!
Punch list3 items open
Open✓
As-built drawingsUploaded
Ready!
O&M manualGenerator manual missing
Missing!
Final billing / retainage$54,200 remaining
Collect✓
Lien waiversFinal subs/vendors
ReadyWARRANTY TRACKER
WARRANTY STARTOwner AcceptanceActual date stored at closeout
STANDARD TERM1 YearCompany default
OPEN WARRANTY CALLS0Linked to job/equipment
Company security & accountability
Audit Trail
Permanent connected history of important TRADWRK actions. No prototype users, permissions, or security facts.
Events Loaded—
Selected Project Events—
ASK Write-Back Events—
Latest Activity—
Audit Events
Loading connected audit events…
Audit Integrity
Checking connected event history…
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCUSTOMER Smith Health SystemsACTIVE PARTNERS 24
Integration Pass #16 • Contacts / Customers / Vendors / Subcontractors
CONTACTS • CUSTOMERS • VENDORS • SUBCONTRACTORS • TERMS • COMPLIANCE • JOBS • PURCHASING • BILLING • ACCOUNTING
Contacts, Customers, Vendors & Subcontractor Control
Maintain one trusted company and contact record that follows the relationship through estimating, projects, purchasing, subcontract compliance, billing, payments and accounting instead of rebuilding the same information in every module.
RELATIONSHIP ALERTS
!
Vendor Insurance Expires in 9 DaysNorth Coast Controls • active PO exposure
!
3 Possible Duplicate CompaniesMerge review before accounting sync
!
2 Subcontractor Documents MissingCompliance hold before field release
✓
Smith Health Systems Mapping VerifiedCustomer / job / billing relationship current
MASTER DATA RULES
✓
One Company RecordMultiple contacts and roles can attach to the same organization
✓
Role Can Change by JobCustomer, vendor, subcontractor and consultant relationships remain flexible
✓
Terms / Tax / Compliance ControlledRequired information follows purchasing and payment workflows
✓
External IDs PreservedQuickBooks mapping and duplicate prevention supported
COMPANY / CONTACT REGISTER
CompanyRelationshipPrimary ContactCurrent JobTermsComplianceQB MapStatus
Smith Health SystemsCustomerLaura Bennett26-104Net 30CurrentMappedActive
Electrical Supply Co.VendorMark Stevens26-104Net 30CurrentMappedActive
North Coast ControlsVendor / SubAngela Ruiz26-104Net 45Expires 8/27MappedReview
Pacific Firestop LLCSubcontractorJason Lee26-104Net 302 docs missingUnmappedHold
CUSTOMER CONTROL
Customers18
Open Jobs37
Open A/R$1.42M
Past Due$286K
VENDOR CONTROL
Vendors46
Open POs63
Committed$2.18M
Exceptions3
SUBCONTRACTOR CONTROL
Active Subs12
Current10
On Hold2
Open Commitments$684K
CONTACT / COMPANY REVIEW
DUPLICATE / MERGE CONTROL
!
Electrical Supply Co. / Electrical Supply CompanySame address and phone • likely duplicate
!
Pacific Firestop / Pacific Firestop LLCSame tax identity • merge review
!
Smith Health / Smith Health SystemsCustomer hierarchy review
✓
Merge Preserves Transaction HistoryPOs, invoices, jobs and audit records retain original identity
ESTIMATE → CUSTOMER
✓
Bid Contact Becomes Project ContactNo re-entry after award
✓
Customer Terms Follow JobBilling setup inherits approved defaults
VENDOR → PURCHASING / A/P
✓
Vendor Terms Feed POPayment and purchasing defaults
!
Compliance Can Block ReleaseConfigured by company policy
CUSTOMER → BILLING / A/R
✓
Billing Contact + Terms LinkedInvoice and pay-app routing
✓
Payment History VisiblePM can see collection risk
SUBCONTRACTOR COMPLIANCE / RELEASE
SubcontractorInsuranceW-9 / TaxAgreementSafetyField Release
North Coast ControlsExpires 8/27CurrentExecutedCurrentWatch
Pacific Firestop LLCMissingCurrentExecutedMissingHold
West Bay TestingCurrentCurrentExecutedCurrentReleased
QUICKBOOKS / ACCOUNTING MAPPING
✓
73 Company Records MappedCustomer / vendor external IDs retained
!
3 Records Need MappingResolve duplicates before sync
✓
Operational Detail Stays in RapidFlowAccounting identity stays synchronized
!
Live Sync Requires BackendProduction OAuth, persistence and API workers
RELATIONSHIP AUDIT HISTORY
8/18 5:46
North Coast Controls compliance alert createdInsurance expires 8/27
8/18 4:15
Pacific Firestop field hold appliedMissing insurance + safety document
8/18 2:28
Smith Health Systems billing contact updatedJames Reed • project 26-104
DAILY MANAGEMENT EMAIL PREVIEW
!
4 Compliance ExceptionsVendor / subcontractor follow-up
!
3 Duplicate Company RecordsResolve before accounting sync
!
2 Subcontractors on HoldField release blocked
✓
Customer / Billing Mapping CurrentSmith Medical Center
CONTACT / COMPANY DATA FLOW
1CompanyMaster identity
2ContactsPeople / roles
3RelationshipCustomer / vendor / sub
4Terms / ComplianceRules / documents
5Job / PO / SubcontractOperational use
6Billing / A/PMoney workflow
7AccountingExternal mapping
8ManagementRisk / history
VENDOR / SUBCONTRACTOR PORTAL
Secure self-service workspace for W-9s, insurance, licenses, lien waivers, invoices, pay applications, safety documents and compliance responses.
DOCUMENTSSecure Upload
COMPLIANCERequests + Responses
BILLINGInvoices + Pay Apps
WAIVERSLien Documents
ACCESSParty-Specific Portal
PORTAL USERS
| Company | Type | Contact | Status | Last Login | |
|---|---|---|---|---|---|
| Load portal users. | |||||
RECENT SUBMISSIONS
| Company | Submission | Document | Reference | Amount | Status | Received |
|---|---|---|---|---|---|---|
| No submissions loaded. | ||||||
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedSUPERINTENDENT Robert ChenMONTH EXPENSES $38.7K
Integration Pass #15 • Expenses / Receipts / Credit Cards / Reimbursements
RECEIPTS • COMPANY CARDS • EMPLOYEE EXPENSES • REIMBURSEMENTS • JOB CODING • APPROVALS • ACCOUNTING
Expenses, Receipts, Cards & Reimbursement Control
Capture every field and office expense once, require the right receipt and job-cost coding, route it for approval, detect duplicates, reconcile company-card activity and hand approved costs to accounting without losing the project detail.
EXPENSE CONTROL ALERTS
!
6 Receipts Missing$1,842 cannot be fully supported
!
4 Charges Missing Job / Cost CodeJob-cost posting blocked
!
Possible Duplicate • $486.22Same vendor / amount / date requires review
✓
26 Expenses ApprovedReady for accounting handoff
EXPENSE CONTROL RULES
✓
Receipt Required by PolicyThreshold and exception rules from company settings
✓
Job / Phase / Cost Code RequiredProject expenses remain traceable
✓
Employee Cannot Self-ApproveApproval separation retained
✓
Duplicate Check Before PostingVendor + amount + date + card/reference controls
EXPENSE / RECEIPT REGISTER
DateEmployee / CardVendorJob / Cost CodeAmountReceiptApprovalAccountingStatus
8/18David Lopez • 4421Electrical Supply Co.26-104 / ELEC-300$486.22AttachedApprovedReadyReady
8/18Robert Chen • 7814Tool Rental26-104 / ELEC-200$315.00AttachedApprovedReadyReady
8/17Anthony Reed • 4421Electrical Supply Co.Uncoded$486.22AttachedHoldBlockedDuplicate?
8/17Samuel Ortiz • PersonalParking / Toll26-104 / General$74.50MissingPendingBlockedReceipt
COMPANY CARDS
Active Cards12
Month Charges$31.4K
Unmatched3
Reconciled91%
EMPLOYEE REIMBURSEMENTS
Submitted$2.7K
Pending$1.9K
Approved$820
Exceptions2
RECEIPT COMPLIANCE
Required46
Attached40
Missing6
Compliance87%
CODE / CORRECT EXPENSE
APPROVAL WORKFLOW
✓
Employee / Cardholder SubmitsReceipt + business purpose + job coding
!
8 Items Need Supervisor ReviewReceipt / coding / policy exceptions
✓
PM / Accounting ApprovalAmount and project responsibility confirmed
✓
Approved Record Locked for PostingLater edits create an exception and audit event
PURCHASE ORDER MATCH
✓
PO-26118 MatchedVendor / amount / receiving aligned
!
2 Card Purchases May Belong to POPrevent double job-cost posting
EQUIPMENT / VEHICLE EXPENSES
✓
Fuel / Rental Can Link to AssetJob and equipment cost stay connected
!
$315 Rental Charge Pending MatchRT-018 rental period verification
T&M / CHANGE EXPENSES
✓
Expense Can Tag Change EventReceipt becomes customer backup
✓
Markup Preset Applied SeparatelyActual cost remains unchanged
JOB COST / FORECAST HANDOFF
Expense TypeBudgetActualPendingForecast RemainingEACVariance
Small Material$86K$34K$4K$49K$87K+$1K
Travel / Parking$18K$7K$1K$9K$17K-$1K
Fuel / Vehicle$31K$13K$2K$17K$32K+$1K
Misc. Field Expense$22K$9K$2K$13K$24K+$2K
QUICKBOOKS / ACCOUNTING HANDOFF
✓
26 Transactions ReadyApproved + coded + supported
!
10 Transactions BlockedReceipt, coding, duplicate or approval exception
✓
External Transaction ID PlannedPrevents duplicate sync/posting
!
Live Card / QB Feeds Require BackendProduction API, authentication and persistence
EXPENSE AUDIT HISTORY
8/18 5:32
Duplicate warning createdElectrical Supply Co. • $486.22 • Card 4421
8/18 4:48
Tool Rental charge approvedRobert Chen • ELEC-200 • $315.00
8/18 3:26
Reimbursement returned for receiptSamuel Ortiz • $74.50
DAILY MANAGEMENT EMAIL PREVIEW
!
$1,842 Missing Receipt Support6 transactions
!
4 Expenses UncodedJob-cost posting blocked
!
$1.9K Reimbursements PendingSupervisor / accounting approval
✓
26 Transactions Ready for AccountingApproved and supported
EXPENSE / RECEIPT DATA FLOW
1Charge / ExpenseCard or employee
2ReceiptProof / purpose
3Job CodingPhase / cost code
4Policy CheckDuplicate / limits
5ApprovalSupervisor / accounting
6Job Cost / T&MActual / recovery
7AccountingApproved posting
8ManagementExceptions / forecast
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Workflow Pass #23 • Quality / Inspections / Punch Lists / Closeout Quality
INSPECTIONS • CHECKLISTS • DEFICIENCIES • PUNCH • PHOTOS • CLOSEOUT • AUDIT
Quality, Inspections & Punch Lists
Track quality from pre-install planning through field inspections, deficiency correction, punch-list completion and final closeout. Every item stays tied to the job, area, responsible company, drawing/spec reference, cost impact, documents and user audit history.
QUALITY COMMAND CENTER
ItemAreaResponsibleDueStatus
INS-184 • Feeder MeggerLevel 2Electrical8/19Scheduled
DEF-061 • Support SpacingLevel 3Crew 48/18Correct
PN-227 • Device LabelCardiologyCrew 28/20In Progress
QUALITY ALERTS
!
3 Deficiencies OverdueEscalate to responsible foreman / PM
!
2 Failed Inspections Need ReinspectionCorrection evidence required
!
$18.4K Rework ExposureTracked to job/cost code
✓
94.2% First-Pass RateMonthly quality performance
NEW / ACTIVE INSPECTION
INSPECTION CHECKLIST
✓
Installation matches approved drawingsPass
✓
Supports / spacing verifiedPass
•
Test readings recordedPending field result
•
Photos attachedRequired before close
RESULT / SIGN-OFF
QA
Sign-off records user, date and time.Completed records remain in audit history even after later revisions.
DEFICIENCY / NON-CONFORMANCE REGISTER
IDDescriptionAreaResponsibleCost CodeDueCost ImpactStatus
DEF-061Conduit support spacingL3 EastCrew 4ELEC-3008/18$2,100Open
DEF-058Panel directory mismatchElec Room 2Crew 2ELEC-2008/17$650Overdue
DEF-049Fixture alignmentL2 CorridorLightingELEC-4008/15$1,400Corrected
CORRECTIVE ACTION
PHOTO / DOCUMENT EVIDENCE
✓
Before PhotoDEF-061_before.jpg • user/date retained
•
After PhotoRequired before correction closes
✓
Drawing / Spec ReferenceE4.21 • 26 05 00
REINSPECTION
1
Correction SubmittedForeman
2
QA ReviewPending
3
ReinspectField verification
4
Close / ReopenFinal result
PUNCH LIST
Punch #DescriptionAreaTrade / CompanyAssignedDuePriorityStatus
PN-227Label receptacle circuitCardiologyElectricalCrew 28/20NormalOpen
PN-221Replace damaged coverRoom 214ElectricalCrew 38/19HighOpen
PN-208Final device cleanL2 WestElectricalCrew 18/18NormalComplete
PUNCH BY AREA
Level 13
Level 28
Level 311
Site / Roof5
RESPONSIBILITY / PERFORMANCE
Crew 196%
Crew 292%
Crew 395%
Subcontractors89%
MOBILE FIELD USE
✓
Photo CaptureAttach from phone/tablet
✓
Area / Drawing ReferenceFast field entry
✓
Assigned User NotificationPersonal login / task ownership
RFI / SUBMITTAL CONNECTION
✓
RFI-234Installation clarification linked
✓
SUB-088Approved product data linked
SCHEDULE / MANPOWER IMPACT
!
3 Overdue CorrectionsCould affect area turnover
!
16 Rework Hours ForecastIncluded in labor planning
COST / WIP IMPACT
!
$18.4K Rework ExposureQuality cost identified
✓
Cost Codes AssignedRework remains visible in job profitability
CLOSEOUT QUALITY PACKAGE
✓
Inspection Records94% complete
!
Punch List9 items remain open
✓
Test ReportsCurrent documents linked
!
Final QA Sign-OffBlocked until required punch closes
OWNER / MANAGEMENT QUALITY REPORT
✓
94.2% First-Pass Inspection RateCurrent month
!
3 Overdue DeficienciesManagement attention
!
$18.4K Rework ExposureJob-margin impact
!
9 Punch Items to CloseTurnover risk
MASTER CONTROL / PERMISSIONS
✓
Company AdminDefines quality templates and required inspections
✓
QA / SuperintendentCreate, inspect, reject and close items
✓
Foreman / Assigned UserView and correct assigned items
✓
Customer / External ViewCan be restricted to approved punch/closeout records
QUICKBOOKS / INTUIT CONNECTION
✓
Rework Cost CodingLabor/material/vendor costs retain job and cost-code references
✓
Vendor / Sub CostsCorrective costs can reconcile to accounting transactions
!
Operational QA RecordsStay in RapidFlow; accounting impact maps to QuickBooks/Intuit
QUALITY AUDIT HISTORY
10:48 AM
DEF-061 assigned to Crew 4James Reed • due date and cost code recorded
10:22 AM
INS-181 changed from Fail → ReinspectionQA User • correction photo retained
9:51 AM
PN-208 closedSuperintendent • completion evidence attached
QUALITY DATA FLOW
1PlanChecklist / requirements
2InspectField verification
3DocumentPhotos / refs
4CorrectDeficiency owner
5ReinspectPass / reopen
6PunchTurnover items
7CloseoutFinal QA package
8Cost / AuditWIP / QB / history
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST GP 15.8%
Integration Pass #9 • WIP / Forecasting / Profitability
CONTRACT • COST • COMMITMENTS • EAC • REVENUE • BILLING • CASH • PROFIT • RISK
WIP, Forecasting & Profitability Control
Bring the entire job together financially. Compare original budget, approved changes, actual costs, commitments, remaining cost, earned revenue, billing and cash to see where the job will finish before the accounting period closes.
EXECUTIVE FORECAST ALERTS
!
Branch Labor Forecast +$140KProduction trend remains primary job risk
!
$236K Approved Change UnbilledCO-014 affects billing and cash timing
!
$142K A/R Past DuePayment promised 8/21
✓
Material Forecast $18K FavorableBuyout savings offset part of labor exposure
FORECAST CONTROL RULES
✓
Original Budget LockedBaseline remains visible
✓
Approved Changes SeparateRevenue and cost adjustments traceable
✓
Actual + Committed + RemainingForecast uses complete cost exposure
✓
PM Forecast Requires ApprovalUser/date/reason retained in audit history
COST CODE FORECAST / ESTIMATE AT COMPLETION
Phase / Cost CodeBudgetApproved COCurrent BudgetActualCommittedRemainingEACVarianceStatus
Distribution / ELEC-200$1.18M$61K$1.241M$492K$401K$378K$1.271M+$30KWatch
Branch / ELEC-300$1.34M$174K$1.514M$604K$94K$956K$1.654M+$140KRisk
Lighting / ELEC-400$812K$0$812K$286K$268K$240K$794K-$18KFavorable
Systems / Closeout$365K$0$365K$128K$51K$198K$377K+$12KWatch
REVENUE / PROFIT BRIDGE
Original Contract$4.50M
Approved COs+$320K
Forecast Revenue$4.82M
Forecast GP$760K
COST EXPOSURE
Actual Cost$1.61M
Open Commitments$814K
Forecast Remaining$1.64M
Final EAC$4.06M
MARGIN TREND
Original GP17.2%
Prior Forecast16.4%
Current Forecast15.8%
Change-0.6 pts
!
Margin erosion is visible early.Labor productivity is the largest current driver.
WIP / PERCENT COMPLETE
MetricValueMethod / Meaning
Cost-to-Cost % Complete39.7%Actual cost ÷ forecast cost
Earned Revenue$1.914MForecast revenue × % complete
Billed Revenue$1.840MExcluding current draft
Underbilling$74KEarned revenue above billed revenue
Recognized GP$302KEarned revenue less cost to date
BILLING / CASH POSITION
!
$236K Approved CO UnbilledRevenue authorized but not yet in customer billing
!
$310K Open A/R$142K currently past due
✓
$1.61M Cash Collected83.9% of billed-to-date cash conversion
!
$96K Retainage HeldFuture cash release
LABOR FORECAST
!
Branch +920 HoursForecast labor over budget
✓
Lighting -140 HoursFavorable production
!
Overall Labor +$140KPrimary margin pressure
MATERIAL / PO FORECAST
✓
Material EAC $18K UnderBuyout savings
!
$31K Unbought RiskRemaining packages exposed
!
3 Long-Lead ReleasesSchedule/cost escalation risk
CHANGE FORECAST
✓
$320K Approved Revenue$235K approved cost budget
!
$412K Pending ChangesNot included as authorized revenue
!
$28.4K Unpriced T&MCost exposure needs conversion
FORECAST UPDATE
RISK / OPPORTUNITY REGISTER
ItemTypeExposureProbabilityForecast Treatment
Branch productivityRisk$140KHighIncluded in EAC
Lighting buyoutOpportunity$18KHighIncluded
Pending CE-021Opportunity$42K revenueMediumExcluded until approved
Long-lead escalationRisk$31KMediumTracked / not fully realized
MONTHLY WIP REVIEW CHECKLIST
✓
Contract / Approved COs VerifiedRevenue reconciled
✓
Actual Costs / Commitments LoadedOperational accounting view
!
Branch Forecast Requires PM Sign-OffForecast revision pending approval
!
Billing / A/R Exceptions OpenUnbilled CO + past-due invoice
✓
Risk / Opportunity ReviewedPending changes excluded from authorized revenue
FORECAST AUDIT HISTORY
8/18 4:46
Branch EAC revised +$140KJames Reed • labor production trend
8/18 11:22
Material EAC revised -$18KPurchasing buyout savings
8/16 1:48
CO-014 added to forecast revenueCustomer approval recorded • $236K
OWNER / EXECUTIVE DAILY VIEW
!
Forecast GP Down to 15.8%Prior forecast 16.4%
!
Branch Cost Risk +$140KRecovery underway
!
$378K Cash / Billing Attention$236K unbilled CO + $142K past-due A/R
✓
Material Buyout +$18K FavorableOffsets part of labor risk
QUICKBOOKS / ACCOUNTING RECONCILIATION
✓
Job / Customer MappingOperational job tied to accounting customer/job
✓
Actual Cost Mapping PreparedLabor / material / AP / expenses
!
Live Sync Requires BackendProduction OAuth / database / server controls
WIP / FORECAST DATA FLOW
1Contract / COsForecast revenue
2BudgetBaseline cost
3Actual / CommitReal cost exposure
4Field ProductionRemaining labor
5EACFinal cost forecast
6WIPEarned revenue / GP
7Billing / CashA/R / underbilling
8ManagementRisk / profitability
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Workflow Pass #21 • Pay Applications / Schedule of Values / Retainage
SOV • PROGRESS BILLING • STORED MATERIAL • RETAINAGE • CHANGES • A/R • QB
Pay Applications, Schedule of Values & Retainage
Build the contract billing structure once, track progress against cost and field data, roll approved changes into the SOV, calculate retainage, prepare pay applications, follow approvals and payments, and hand accounting entries to QuickBooks/Intuit without losing job-level detail.
PAY APPLICATION STATUS
ApplicationPay App #08
Period Ending08/31/2026
Current Due$461,700
StatusDraft / Review
Owner / GCSmith Construction
Payment TermsNet 30
BILLING CONTROL ALERTS
!
$74K Approved Changes Not Yet BilledAdd to correct SOV lines before submission
!
2 SOV Lines Ahead of Cost ProgressPM review recommended
!
$118K A/R Over 30 DaysCollection follow-up needed
✓
Retainage Calculation BalancedCurrent application reconciles
CONTRACT / BILLING PROFILE
PAY APP HEADER
QUICKBOOKS / INTUIT MAP
SCHEDULE OF VALUES
ItemDescriptionScheduled ValuePriorThis PeriodStoredTotal Complete%Balance
01Mobilization / General$180,000$162,000$9,000$0$171,00095%$9,000
02Distribution / Feeders$1,420,000$780,000$180,000$40,000$1,000,00070%$420,000
03Branch Raceway / Wiring$1,460,000$610,000$196,000$20,000$826,00057%$634,000
04Lighting / Controls$684,000$320,000$76,000$18,000$414,00061%$270,000
05Systems / Closeout$756,000$222,000$25,000$0$247,00033%$509,000
COApproved Changes$320,000$166,000$0$0$166,00052%$154,000
PROGRESS SUPPORT
✓
Field ProgressDaily reports / installed quantities available
✓
Labor ProgressApproved time feeds cost progress
✓
Material ProgressReceived / installed / stored tracked
!
2 Lines Need PM ReviewBilling % exceeds cost/progress indicator
STORED MATERIAL
Prior Stored$92K
New Stored$78K
Installed from Stored$54K
Current Stored$116K
CHANGE ORDER BILLING
✓
$246K Approved / PlacedIncluded in SOV
!
$74K Approved / UnplacedNeeds SOV assignment
•
$118K Pending ChangesNot billable until approved unless contract process allows
APPLICATION CALCULATION
Current Contract Sum$4,820,000
Total Completed & Stored To Date$2,640,000
Less Retainage (5%)($132,000)
Total Earned Less Retainage$2,508,000
Less Previous Certificates / Billings($2,046,300)
CURRENT PAYMENT DUE$461,700
Balance to Finish incl. Retainage$2,312,000
RETAINAGE CONTROL
✓
Standard Rate AppliedPer current billing setup
•
Line-Specific OverrideRestricted to authorized role
•
Final ReleaseCloseout / approval workflow required
BACKUP DOCUMENTS
✓
SOV Continuation SheetCurrent
✓
Stored Material BackupInvoices / photos attached
✓
Approved Change BackupLinked
!
1 Conditional DocumentAwaiting signature
APPROVAL WORKFLOW
1
PM ReviewIn progress
2
Accounting ReviewPending
3
Submit to GC / OwnerPending
4
Approved / RevisedPending
CERTIFICATION / SIGNATURE
•
Prepared ByProject Manager
•
Accounting CertificationPending
•
Authorized SignatureCompany-controlled approval
PAY APPLICATION REGISTER
AppPeriodGrossRetainageNetSubmittedApprovedPaidStatus
#08Aug 2026$486K$24.3K$461.7K———Draft
#07Jul 2026$442K$22.1K$419.9K7/258/028/28Paid
#06Jun 2026$398K$19.9K$378.1K6/257/037/30Paid
A/R & COLLECTION
Current$494K
31–60 Days$118K
61–90 Days$0
90+ Days$0
WIP / REVENUE CONNECTION
✓
Billed to Date$2.64M
✓
Cost / Forecast ComparisonBilling position visible in WIP
!
Unbilled Approved CO$74K exposure
COST CODE / SOV CROSSWALK
✓
ELEC-300 → SOV 03Branch Raceway / Wiring
✓
ELEC-400 → SOV 04Lighting / Controls
✓
Multiple Codes / One SOVControlled rollup supported
OWNER / MANAGEMENT BILLING REPORT
!
$74K Approved Changes UnbilledImmediate billing opportunity
!
$118K A/R Over 30 DaysCollection attention
✓
54.8% Contract BilledCompared with job progress / forecast
✓
$132K Retainage ReceivableTracked separately
MASTER CONTROL / PERMISSIONS
✓
PMPrepares progress and backup
✓
AccountingReviews billing, A/R, retainage and QB handoff
✓
Owner / ExecutiveCan approve and see company billing exposure
✓
Field UsersBilling dollars can be hidden while progress inputs remain available
PAY APP AUDIT HISTORY
10:42 AM
SOV 03 current billing changed $184K → $196KProject Manager • reason and prior value retained
10:18 AM
CO-014 added to billing review$42K approved change • SOV placement pending
9:55 AM
Stored material backup uploadedAccounting User • invoice references attached
PAY APPLICATION DATA FLOW
1ContractOriginal + changes
2SOVBilling structure
3ProgressField / cost support
4Pay AppCurrent billing
5RetainageHeld / released
6ApprovalGC / owner
7A/R / WIPCash / forecast
8QuickBooksInvoice / accounting
RETAINAGE PAYABLE & RELEASE
Track withheld subcontractor retainage by job and subcontract. Final lien-waiver approval is required before release can be requested, approved and sent to QuickBooks A/P.
| Subcontractor | Job | Subcontract | Retained | Released | Remaining | Status | QBO Bill | Action |
|---|---|---|---|---|---|---|---|---|
| Load retainage. | ||||||||
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedSUPERINTENDENT Robert ChenFIELD CREW 38
Integration Pass #13 • Payroll / Timecards / Employees / Labor Cost
EMPLOYEES • CLASSIFICATIONS • TIME • OT / DT • COST CODES • APPROVALS • PAYROLL • JOB COST • FORECAST
Payroll, Timecards & Labor Cost Control
Connect every field hour to the correct employee, classification, job, phase and cost code so payroll, labor cost, production, T&M, change orders and job forecasting all use the same approved labor record.
PAYROLL / LABOR ALERTS
!
7 Hours Missing Cost CodeCannot post cleanly to job cost
!
3 Timecards Await Foreman ApprovalPayroll cutoff approaching
!
Branch Labor Forecast +$140KProduction trend remains primary job risk
✓
Employee Classifications CurrentLabor cost and billing rates loaded from company settings
LABOR CONTROL RULES
✓
Employee + Job + Cost Code RequiredNo uncoded field labor enters final job cost
✓
OT / DT Calculated by RuleCompany / jurisdiction settings control premiums
✓
Foreman → Payroll ApprovalEdits after approval create audit exceptions
✓
One Approved Labor RecordFeeds payroll, job cost, T&M and forecasting
WEEKLY TIMECARD CONTROL
EmployeeClassJob / PhaseSTOTDTTotalCostApprovalStatus
David LopezForemanBranch / ELEC-300182020$2,340Robert ChenApproved
Michael TorresJourneymanBranch / ELEC-300164020$1,920David LopezApproved
Anthony ReedJourneymanDistribution / ELEC-200173020$1,872Chris WalkerPending
Samuel OrtizApprenticeMissing Cost Code7007$392David LopezException
LABOR BY CLASSIFICATION
Foremen148 hrs
Journeymen716 hrs
Apprentices382 hrs
Other40 hrs
OVERTIME CONTROL
ST1,140
OT132
DT14
Premium Cost$7.8K
LABOR PRODUCTIVITY
Budget Hours18,420
Used7,860
Forecast19,340
Over Budget920 hrs
TIMECARD EXCEPTION CORRECTION
APPROVAL WORKFLOW
✓
Employee / Crew EntryDaily hours and activity recorded
✓
Foreman ReviewJob, phase, cost code and hours confirmed
!
3 Cards Awaiting ApprovalPayroll cutoff watch
✓
Payroll Final ReviewApproved record becomes accounting/payroll source
T&M / CHANGE LABOR
✓
Change Hours Tagged at EntryNo reconstruction from payroll later
✓
Billing Rate Separate from CostCompany preset feeds T&M pricing
!
18.5 Hours Await Customer SignatureT&M backup open
PAYROLL / ACCOUNTING
✓
Approved Hours ReadyJob / cost code / classification retained
!
Live Payroll Sync Requires BackendProduction accounting/API connection
✓
Labor Reconciliation DesignedRapidFlow vs accounting totals
EMPLOYEE COMPLIANCE
✓
38 Site Orientations CurrentActive field employees
!
2 Credentials Expire SoonLift / first aid renewal
✓
Worker Documents LinkedSecure onboarding / tax-doc workflow planned
LABOR COST / FORECAST HANDOFF
PhaseBudget HrsUsedRemaining BudgetForecast RemainingForecast FinalVariance
Distribution5,2002,1803,0203,1805,360+160
Branch7,8003,4204,3805,3008,720+920
Lighting3,9001,6402,2602,1203,760-140
EMPLOYEE / RATE CONTROL
✓
Classification Cost RatesCompany settings feed labor cost
✓
Classification Billing RatesT&M/customer pricing kept separate
✓
Equipment / Truck AddersAvailable to T&M when assigned
✓
Rate History PreservedPast timecards retain historical rate basis
PAYROLL / TIMECARD AUDIT HISTORY
8/18 5:02
Samuel Ortiz timecard exception created7 hours missing cost code
8/18 4:21
David Lopez timecard approvedRobert Chen • 20 hours
8/18 3:54
Branch labor forecast updated+920 forecast hours • WIP exception retained
DAILY MANAGEMENT EMAIL PREVIEW
!
7 Labor Hours UncodedPayroll / job-cost exception
!
3 Timecards Await ApprovalPayroll cutoff approaching
!
Branch Forecast +920 Hours+$140K projected labor exposure
✓
38 Active Employees ClassifiedCost / billing rates available
PAYROLL / LABOR DATA FLOW
1EmployeeClass / rates
2Crew / JobAssignment
3Time EntryST / OT / DT
4Cost CodeJob-cost identity
5ApprovalForeman / payroll
6Payroll / T&MPay + billing
7Job Cost / WIPActual / forecast
8ManagementLabor risk
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Workflow Pass #19 • Subcontractors / Vendor Compliance / Insurance / Agreements
VENDORS • AGREEMENTS • COI • LICENSES • W-9 • COMPLIANCE • COST
Subcontractors & Vendor Compliance
Control subcontractors and vendors from prequalification through agreement, insurance, tax documents, job assignment, commitments, invoices, change work, payment and closeout—with expiration alerts, role permissions and QuickBooks/Intuit mapping.
SUBCONTRACTOR / VENDOR DIRECTORY
VendorTradeJobsAgreementInsuranceCompliance
North Coast FirestopFirestopping2Executed9/30/26Compliant
Pacific Controls LLCControls1Executed8/26/26Expiring
Valley Core DrillConcrete1PendingExpiredHold
COMPLIANCE ALERTS
!
3 Vendors Non-CompliantPayment/job-access controls require review
!
9 Documents Expire in 30 DaysAutomated reminder queue ready
!
2 W-9 / Tax Records MissingAccounting onboarding incomplete
✓
18 Active Job Assignments CheckedCompliance status visible to PMs
COMPANY PROFILE
PREQUALIFICATION
✓
Company InformationVerified
✓
References / ExperienceApproved
✓
Safety ReviewCurrent
✓
License ReviewVerified
ACCOUNTING / QUICKBOOKS MAP
COMPLIANCE DOCUMENT REGISTER
DocumentNumber / DetailEffectiveExpirationVerified ByStatus
General Liability COIPolicy GL-882019/30/259/30/26Admin UserCurrent
Workers' CompensationPolicy WC-114029/30/259/30/26Admin UserCurrent
Auto LiabilityPolicy AU-420189/30/259/30/26Admin UserCurrent
Contractor LicenseLIC-008844—12/31/26Compliance UserCurrent
W-9On File8/01/26—AccountingCurrent
INSURANCE REQUIREMENTS
✓
Additional InsuredVerified
✓
Waiver / EndorsementsRequired docs attached
EXPIRATION AUTOMATION
60-Day NoticesOn
30-Day NoticesOn
7-Day EscalationOn
Expired HoldOn
JOB ACCESS CONTROL
✓
Compliant VendorCan be assigned to active work
!
Expired Critical DocumentFlag job access / payment per company policy
•
Admin OverrideRequires reason and audit entry
SUBCONTRACT / AGREEMENT REGISTER
AgreementJobOriginalChangesCurrentBilledRemainingStatus
SC-1048Smith Medical$220K$18K$238K$146K$92KActive
SC-1052Airport TI$96K$0$96K$42K$54KActive
AGREEMENT PROFILE
SCOPE / DOCUMENTS
✓
Executed AgreementSigned PDF attached
✓
Scope ExhibitCurrent revision
✓
Schedule RequirementsLinked to job plan
✓
Compliance PackageCurrent
CHANGE WORK
✓
Sub Change SC-1048-03$18,000 approved
!
Potential Change$7,400 pending review
•
T&M BackupLinked where applicable
SCHEDULE / FIELD PERFORMANCE
✓
Current ScheduleAssigned activities visible
✓
Daily ReportsSub manpower / work can be recorded
!
1 Open Quality ItemClose before final release
VENDOR BILL / PAYMENT CONTROL
BillAgreement / POInvoiceGrossRetainageApprovedComplianceStatus
VB-2088SC-1048NFS-0816$42,000$2,100$39,900CurrentReady
VB-2094SC-1059VCD-441$18,400$920$17,480Expired COIHold
A/P
Compliance status is visible before approval/payment.Actual payment holds and legal requirements should follow company policy, contract terms and applicable law.
INVOICE MATCH / COST CONTROL
✓
Agreement / PO MatchCommitment exists
✓
Cost CodeSubcontract cost assigned
✓
Approved Change CheckCurrent value reconciled
LIEN / CLOSEOUT TRACKING
✓
Conditional / Unconditional DocsConfigurable by jurisdiction/company process
!
Closeout Package1 warranty document pending
•
Final RetainageRelease after required approvals
PERFORMANCE SCORECARD
Safety95%
Schedule92%
Quality96%
Paperwork88%
OWNER / MANAGEMENT REPORTING
!
3 Non-Compliant VendorsReview holds / job exposure
!
9 Expiring Documents30-day window
!
$214K Unpaid Vendor BillsA/P exposure
✓
$682K Open CommitmentsIncluded in job forecast
MASTER CONTROL / USER ACCESS
✓
Company AdminControls compliance requirements and enabled features
✓
AccountingTax docs, bills, vendor mapping and payment status
✓
PM / FieldSees approved vendor/job compliance and performance
✓
Vendor Portal ReadyFuture secure vendor login can submit documents / invoices
VENDOR / COMPLIANCE AUDIT HISTORY
10:18 AM
COI verified for North Coast FirestopCompliance Admin • document version retained
9:44 AM
VB-2094 placed in compliance reviewExpired insurance detected
8:12 AM
SC-1048 change value updatedApproved change SC-1048-03 • prior value preserved
SUBCONTRACTOR / VENDOR DATA FLOW
1PrequalifyCompany / safety
2ComplyCOI / license / W-9
3AgreeScope / contract
4AssignJob / cost code
5PerformField / schedule
6Change / BillCommitment / invoice
7Pay / CloseCompliance / retainage
8QB / AuditAccounting / history
LIEN WAIVERS & PAYMENT COMPLIANCE
Track conditional and unconditional progress/final waivers for subcontractors and vendors. Missing or unapproved required waivers create a payment hold.
REQUIRED—
REQUESTED—
RECEIVED—
APPROVED—
PAYMENT HOLDS—
| Party | Job | Waiver Type | Through Date | Payment Ref | Amount | Status | Document |
|---|---|---|---|---|---|---|---|
| Load lien waiver compliance. | |||||||
PAYMENT RELEASE CONTROL
| Party | Job | Payment Reference | Amount | Status | Reason |
|---|---|---|---|---|---|
| No payment checks loaded. | |||||
SUBCONTRACTOR PAY APPLICATIONS
Review subcontract billing against the subcontract value and approved change orders. Retainage, remaining contract and lien-waiver compliance are checked before payment approval.
CONTRACT CONTROLOriginal + Approved COs
RETAINAGECalculated
WAIVER CHECKRequired Before Approval
OVERBILLINGBlocked
| Subcontractor | App # | Period | Revised Contract | Previous | Current Due | Retainage | Remaining | Compliance | Status / Action |
|---|---|---|---|---|---|---|---|---|---|
| Load subcontractor pay applications. | |||||||||
SUBCONTRACTOR COMPLIANCE CENTER
Track W-9s, insurance, workers' compensation, licenses and safety documents. Missing or expired requirements can automatically create DO NOT PAY and DO NOT SCHEDULE holds.
W-9Tax Documentation
INSURANCEGL / Auto / Workers' Comp
LICENSESExpiration Tracking
SAFETYRequired Documents
HOLDSPay + Schedule Control
| Subcontractor | Document | Number | Expiration | Status | Pay Required | Schedule Required | Verified |
|---|---|---|---|---|---|---|---|
| Load compliance documents. | |||||||
ACTIVE COMPLIANCE HOLDS
| Subcontractor | Job | Hold | Reason | Status |
|---|---|---|---|---|
| No active holds loaded. | ||||
CERTIFICATE OF INSURANCE (COI) MANAGEMENT
Track carriers, policy numbers, insurance limits, endorsements and expiration dates. RapidFlow creates advance expiration alerts and renewal-request status.
60 DAYSEarly Warning
30 DAYSRenewal Alert
14 DAYSUrgent
7 DAYSCritical
EXPIREDCompliance Hold
| Subcontractor | Carrier / Policy | Type | Expiration | Each Occurrence | Aggregate | AI | WOS | P/NC | Status | Action |
|---|---|---|---|---|---|---|---|---|---|---|
| Load certificates of insurance. | ||||||||||
EXPIRATION ALERTS
| Subcontractor | Alert | Expiration | Carrier | Policy |
|---|---|---|---|---|
| No alerts loaded. | ||||
AUTOMATED COMPLIANCE NOTIFICATIONS
Automatically queue vendor/subcontractor and internal reminders for insurance, licenses, W-9s and other expiring requirements.
60 DAYSEarly Reminder
30 DAYSRenewal Request
14 DAYSUrgent
7 DAYSCritical
EXPIREDImmediate Action
| Subcontractor / Vendor | Document | Expiration | Severity | Recipient | Channel | Status | Sent |
|---|---|---|---|---|---|---|---|
| Load notification queue. | |||||||
Equipment / Tools
Your project equipment, availability, maintenance and costs — in one place.
ASK TRADWRKEquipment answers from your connected project records.
Equipment register
Select an asset to see its details.
| Equipment / Tool | Category | Type | ID / Serial # | Status | Location | Assigned To | Hours | Daily Cost |
|---|---|---|---|---|---|---|---|---|
| Loading stored equipment… | ||||||||
Asset details
Add Equipment / Tool
This asset will be saved to the selected project. Only the name is required.
Equipment by category
Maintenance schedule
Related pages & shortcuts
Connected TRADWRK relationships load from the selected project.
On-demand safety meetings
Choose a topic, discuss today’s job conditions, and save the meeting to this project.
All construction trades. Describe today’s work to search official sources and draft a fresh talk.
Saved meetings
Safety
Safety, quality and compliance command center — JHAs, toolbox talks, incidents, inspections, corrective actions, training and closeout evidence.
ASK TRADWRK • Question + Answer Workspace
Ask about this project's safety, quality or compliance status or tell TRADWRK what needs to be recorded.
Ask a safety question about this project or tell me what you need to do…
Attach FilesUse Project DocumentsAdd Photos
Answer
Use ASK TRADWRK to open the question workspace. Answers are not displayed in this panel yet.
Safety / Quality Register
Project safety records are not connected to this view yet. This does not mean there are no open issues.
Selected Safety / Quality Item
No verified record selected.
JHA / Toolbox
Pre-task planning, hazards, controls and worker acknowledgments.
Incidents / Near Misses
Recordables, first aid, near misses and corrective actions.
Safety Inspections
Jobsite walks, findings, photos, owners and closure proof.
Quality / Deficiencies
Inspection failures, rework exposure and reinspections.
Corrective Actions
Responsible person, due date, priority and verified closure.
Training / Credentials
Orientations, OSHA, lift, first aid and expiration tracking.
Documents / Photos
Forms, procedures, attachments and traceable evidence.
Work Release / Schedule
Safety and quality gates tied directly to field release.
Closeout / Compliance
Turnover evidence, subcontractor compliance and audit history.
Safety / Quality / Compliance Data Flow
1 • Crew / Activity2 • JHA / Inspection3 • Field Record4 • Issue5 • Corrective Action6 • Work Release7 • Closeout8 • Management
QuickBooks & Accounting
Accounting command center — company connection, A/P, A/R, mappings, sync, reconciliation and project financial handoff.
ASK TRADWRK will use connected TRADWRK and QuickBooks information. No accounting value is invented when connected data is unavailable.
QUICKBOOKS: Loading authenticated company connection status… Client ID/secret and OAuth tokens are server-side only and are never displayed here.
QUICKBOOKS / ACCOUNTING DATA FLOW
1TRADWRK JobOperational identity
2MappingCustomer / job / accounts
3Approval GateReady-to-post records
4Sync QueueServer processing
5QuickBooksAccounting record
6ReconcileTotals / IDs / status
7ExceptionsHuman resolution
8ManagementTrusted financial view
QuickBooks Sync & Mapping ControlsOpen detailed accounting controls
QUICKBOOKS VENDOR BILL SYNC
Approved 3-way-matched invoices move through Ready → Pending → Synced or Error → Retry. RapidFlow never marks a bill synced unless QuickBooks returns a real Bill ID.
| Vendor | Invoice | PO | Amount | Sync Status | Attempts | QBO Bill ID | SyncToken | Action |
|---|---|---|---|---|---|---|---|---|
| Load the sync queue. | ||||||||
QUICKBOOKS LIVE REFERENCE IMPORT
Refresh the OAuth token when needed and import the connected QuickBooks Vendors, Accounts, and Customers/Jobs into RapidFlow.
CONNECTION—
REALM / COMPANY ID—
LAST REFRESH—
VENDORS—
ACCOUNTS / CUSTOMERS—
QUICKBOOKS VENDOR & ACCOUNT MAPPING
Tell RapidFlow exactly which QuickBooks Vendor, expense/item account, and Customer/Job each record belongs to before live bill sync.
VENDOR MAPPING
Connect each TRADWRK vendor to its authenticated QuickBooks Vendor record before bill sync.
ACCOUNT / COST TYPE MAPPING
Connect TRADWRK cost types to the correct QuickBooks expense or item accounts.
JOB / CUSTOMER MAPPING
Connect the active TRADWRK project to the correct QuickBooks Customer/Job.
QUICKBOOKS PRODUCT / SERVICE & REVENUE MAPPING
Map each RapidFlow billing type to the correct QuickBooks Product/Service item and income account. Unmapped billing types are blocked from invoice sync.
| Billing Type | Product/Service | Item ID | Income Account | Account ID |
|---|---|---|---|---|
| Load revenue mappings. | ||||
ACTIVE JOB Smith Medical CenterJOB # 26-104PM James ReedCONTRACT $4.82MFORECAST 15.8%
Module #27 • Account / Setup
#27 • ACCOUNT / SETUP
RapidFlow Account & Company Setup
Create the RapidFlow company account first, then connect the customer's own QuickBooks Online company securely through Intuit.
1RapidFlow Account
›
2Company
›
3Trades
›
4QuickBooks
›
5Import / Map
›
6Ready
1. RAPIDFLOW ACCOUNT
RapidFlow LoginYour RapidFlow account controls company access, jobs, roles and permissions.
RequiredSign in with Intuit — Future OptionOpenID Connect can be added after the core Intuit OAuth connection is implemented.
Planned2. COMPANY PROFILE
3. CHOOSE YOUR TRADES
Trade choices control starter cost codes, code-question categories, field forms and reports. They can be changed later.
4. CONNECT QUICKBOOKS / INTUIT
qb
I already have QuickBooks OnlineConnect my existing QuickBooks company through Intuit authorization.
+
I need a QuickBooks accountCreate an account with QuickBooks, then return to RapidFlow and connect it.
Go to QuickBooks ↗Set up RapidFlow without QuickBooksConstruction operations can be configured first. Accounting sync stays disabled until QuickBooks is connected.
🔒
RapidFlow never asks for the customer's Intuit password.The production connection redirects the customer to Intuit for consent. RapidFlow receives authorization tokens after approval; credentials and tokens require secure server-side handling.
5. IMPORT & MAP
RapidFlow should match existing QuickBooks records before creating new ones to reduce duplicates.
6. ACCOUNT STATUS
TRADWRKSetup NeededCompany account
QUICKBOOKSNot ConnectedAccounting connection
DATA MAPPINGNot StartedCustomers / jobs / accounts
READY FOR BILLINGNoRequires accounting setup