The live commercial picture, project by project.
Cost Value Reconciliation and work-in-progress keep earned value, committed cost and actual spend in one view — so you know your real position before month-end, not after it, and act while there's still time to protect the margin.
What happens next: we show earned-vs-committed-vs-actual on a project shaped like yours, with Xero feeding the numbers.
Earned vs committed vs actual — automatically
The figures come from the orders and invoices already in the system — not a spreadsheet someone remembers to update — so the position you read is the position you're actually in.
Per-project CVR
Earned value against committed (POs/SCOs) and actual cost. Cost pulls from your orders and matched invoices — and where Xero's connected, the actual can be read straight from the project ledger, so every figure traces back to a commitment someone approved or a line your accountant has booked.
Company-wide WIP
Earned-versus-invoiced rolled up across every active project — the number your board actually wants, ready before the meeting rather than reconstructed after it.
Overspend report
Every line where PO spend has exceeded budget, expandable per line, exportable to CSV — so nothing erodes margin unseen.
Actual cost, read from the ledger itself
The “actual cost” in your CVR shouldn't be a best guess from whichever invoices happen to be matched in the app. Where you connect Xero, Vyntworks reads the real figure booked against each project — straight from the general ledger, bucketed by your project tracking category — so your live position reconciles, to the penny, with what Finance sees in the accounts.
- Read from the general ledger, per project — cost-to-date and invoiced-to-date for every tracked project, taken from Xero's Profit & Loss broken down by your project tracking category — the same view Finance's Account Transactions pivot adds up to
- Accruals and reversals handled honestly — it reads Xero's Journals feed, the ledger line by line, so the reversing journal behind an auto-reversing accrual or a voided bill is seen and netted off. A position built from invoices alone quietly double-counts every open accrual; this one doesn't
- Project cost is project cost — overheads are left out and you set the account list that counts, so a line booked to general overhead never lands on a job's margin
- A read, never a write — it only ever reads your accounts; nothing is posted back to Xero. It refreshes each morning and tops up in seconds, so the figure is current whenever you open the CVR
The honest-numbers other half of the two-way link — the same discipline that flags when a figure edited in Xero drifts now grounds the cost side too.
The earned figure, valued by you — and logged every period
CVR reconciles earned against committed and actual — but the earned side has to come from somewhere honest. The internal valuation is where you set it: your own line-by-line read of how complete the job is, mirroring the project's own section-and-line structure. It's your private assessment — separate from anything you've applied to the client for — and every percentage you set rolls straight into the position CVR reports.
- Value line by line, roll up on its own — the valuation mirrors your project's section-and-line tree; set a percentage on any line and its parents recompute as you type, with an alert on any row whose children have moved since you last set it by hand
- Set the whole job in one move — a quick 0 / 25 / 50 / 75 / 100 chip, or any figure, applies to every line at once; then fine-tune only the handful that differ, instead of scrolling a long project to nudge each row
- Realised GP, live as you go — the summary strip shows Value to Date, whole-job % complete (weighted by each line's share of the contract sell) and Realised GP (each line's margin earned at its own percentage) — the margin you've actually earned, not a month-end guess
- A dated log every period — save a snapshot on a weekly or monthly cadence and open any past log to see the grid frozen exactly as it stood, badged with its date — progress you can read back, never reconstruct
- One assessment, used everywhere — the percentage you set here is the earned value your CVR reconciles against committed and actual cost, and the same valued position is what an application for payment is built from — value the work once, and both follow
Your own honest number, logged and traceable — the earned corner of earned vs committed vs actual.
Approved variations land on the valuation — each carried the right way
A variation is a project change, not a quote line — so it never lived in the estimate the valuation is built from. Vyntworks pulls every approved variation onto the internal valuation as its own row, tagged by type, so the earned figure your CVR reconciles against is complete — not the estimate minus twenty missing VOs.
Every approved change, on the grid and told apart at a glance
The three kinds of variation you raise in procurement flow straight onto the valuation the moment they're approved — each row chipped by type, so a cost the client is paying for is never confused with one they aren't.
- Pulled in automatically — approved variations join the grid as their own rows and fold into the job's totals before the estimate is valued, so no line's share of the job is ever overstated
- Client variations, once confirmed — a change the client is paying for shows with an amber VO chip and counts toward the contract value; a rejected or unconfirmed one never quietly moves your figures
- Internal & subcontractor VOs, kept separate — cost-only changes the client isn't paying for appear on the internal valuation only, badged with a purple chip, so they never touch a client valuation or an application for payment
- The cost still hits your margin — every variation's cost lands in Realised GP as the work is progressed, so the earned position tells the truth about what the job actually cost to deliver
- Retired cleanly if it's pulled — remove, reject or cancel a variation and its row leaves; one that already carried progress is kept, zero-weighted and flagged rather than vanishing without trace
Decide once how cost-only variations are carried — then it just happens
An internal or subcontractor variation is extra cost with no sell, so it can't move the contract value or the headline % complete — but the margin has to come down by exactly that cost. How those rows behave is a single company-wide choice, set by an admin under Settings → Project Control → Valuations. Every option keeps the cost in Realised GP; they differ only in the upkeep.
- Separate lines Default — one row per variation, progressed by hand like any other line. Most granular, most upkeep — and exactly how it worked before, so existing companies change nothing
- One roll-up line that tracks the job — a single cost line whose percentage follows the job's overall % complete automatically, so earned value uses the same rule as the rest of the grid. Nothing to maintain
- One roll-up line, recognised in full — the same single line pinned at 100%, booking the whole margin hit the moment a variation is approved — a prudent, foreseeable-loss treatment that can never flatter early margin
- The roll-up percentage is computed, not typed — it's read-only on the grid and off-limits to the AI assistant too, so the earned figure can't be nudged by hand or by a helper
- Switch safely, when you're ready — a change takes effect as each valuation is next opened, never rewriting history in the background; any hand-entered progress is preserved and flagged, so nothing is lost in the move
Client valuations and applications for payment are never touched by a cost-only variation — with no sell, it has nothing to reach them with.
Phased billing that always balances
Build invoice schedules that must total exactly 100% — fixed percentages, fixed amounts, or valuation-based on work complete. Then let Vyntworks drive the approvals, so no invoice goes out without the right sign-off.
- Fixed % (e.g. 30-40-30), Fixed £, or Valuation-based phases
- Approval emails every Monday for invoices due in the next 7 days
- Quote → Scheduled → Approved → Authorised lifecycle
- Every invoice line carries its full section path, so nothing reads ambiguously
Authorised once, in your ledger the same day
When an invoice is authorised it lands where your finances live — no re-keying — and the status flows back so you always know where each one stands.
- Push each approved invoice to Xero — as a draft to review, or straight through as authorised, your choice per company — reusing the right contact and revenue account
- Xero status mirrors back — Authorised, Paid and Voided keep Vyntworks in step
- Not on Xero? Render any invoice as a branded PDF or Excel and mark it sent / paid by hand
Who connects Xero or Sage 50 to Vyntworks? You never wire it up yourself — linking the systems your finances already live in is part of onboarding, set up with you and checked together on the first sync. See how onboarding works →
Approve the invoice once — Xero and your client are both handled
A payment invoice never slips out on its own. It waits for a real sign-off — routed to the project's manager through the Governance Console — and that single approval carries it the whole way: into your accounts, and out to your client. No second sign-off to chase, no re-keying, no separate email to remember.
- Routed to the project manager — a named person signs it off, and that approval is final; there's no second step left waiting inside Xero
- Pushed to Xero the way you choose — as a draft to eyeball first, or straight through as Authorised — set once, per company
- The genuine Xero PDF, filed back — the exact document your client receives is pulled in automatically, downloadable like a PO, with a branded local copy if you're not on Xero
- Delivered to the client automatically — switch on auto-send and an authorised invoice emails itself out, to a recipient resolved from the project and never invented, with the send time logged and one-click re-send whenever you need it
Prefer to send it yourself? Leave auto-send off and the invoice waits — approved, in Xero, and ready to send on your word.
A figure edited in Xero can't drift — you see it, and you decide
An invoice doesn't stop moving once it's pushed. Finance might round a total in Xero, correct a tax figure, or nudge a date. Vyntworks keeps cross-footing Xero's totals, tax and dates against its own row — and the moment they part company it flags the difference rather than quietly rewriting your numbers. Nothing changes on the Vyntworks side until a person chooses to take Xero's figures.
- Divergence flagged, never silently applied — a chip reading Differs from Xero — ±£X and a Xero Δ column mark any invoice whose total, tax or dates no longer match, so your live CVR and WIP stay honest
- Adopting is a real sign-off — taking Xero's figures is a governed action through the Governance Console; it re-reads Xero live, then re-stamps the un-raised rows of the schedule so the plan still lands on the contract value to the penny
- Certified figures are protected — it refuses to adopt where that would rewrite an agreed application for payment or a retention release, or over-bill the contract, and tells you exactly why
- A full trail, whichever way it goes — every difference detected, cleared, adopted (before → after) or refused is logged on the invoice, so the number in your accounts and the number in Vyntworks are never a mystery
This is the honest-numbers half of a two-way link — the same rigour that proves a quote adds up, now watching the ledger too.
Catch the billing slip before the client does
Before an invoice schedule goes to your accounts or out to a client, run a one-click pre-flight over the whole thing. It's plain code, not an AI opinion — a battery of deterministic checks that returns a clear green, amber or red, every problem named, located and paired with how to put it right. And green is provable, not silent: it lists the checks it ran, so a clean bill of health is something you can actually see — not just the absence of a warning.
- The maths has to foot — percentages that add past 100, or fixed amounts that overrun the contract value, come back red; and every stamped row is cross-checked so its ex-VAT, VAT and total genuinely agree
- No invoice with nowhere to go — a phase with no recipient email is flagged before it's sent, not discovered when a client says the bill never arrived
- Dates that make sense — a due date landing on or before its own invoice date is caught, so your terms read the way you meant them
- Under-billing surfaced, not buried — a schedule that bills less than the contract value is flagged amber, unless the plan is deliberately billing the balance by monthly valuations — then it's noted as expected, never an error
- Nothing left half-converted — dormant rows that never woke up when the job went live are surfaced, so a whole phase can't quietly go unbilled
Read-only and free to run — check it before you push to Xero or Sage, and again before you send. The same deterministic rigour proves your quotes add up before an AI colleague can ever call a job done.
Not every bill sits on a schedule — raise a one-off in the same governed flow
A variation you agreed on the phone, an early deposit, a bit of ad-hoc work — sometimes the invoice isn't a phase of a plan. Add one by hand from the invoice list: pick the client and project, set the dates and who it's addressed to, then build the lines. Vyntworks does the VAT and holds it to the same approvals as everything else.
- Client and project, type-to-search — every invoice belongs to a real project, so it inherits that job's currency and tax rate rather than floating free
- A simple line grid — description, quantity and an ex-VAT price per row; add or drop lines as you go and the VAT is added for you at the job's rate
- Starts as a draft, numbered on issue — a new invoice sits at Scheduled and only takes its company invoice number once it's actually issued; editing is reserved for approvers, and only while it's not yet authorised
Drive the whole lifecycle by hand — with the same sign-offs
Not on Xero or Sage yet? A Local invoice runs entirely in Vyntworks: mark it sent, then mark it paid, from the invoice's own page. It's manual, but it isn't a free-for-all — the same governance that gates a scheduled invoice gates this one too.
- Mark sent, then mark paid — the status you set is the status everyone reads, with a branded PDF or Excel of the invoice to send alongside it
- Sending and deleting need the right permission — only people with Can Approve Invoices can email one out or remove it, the same gate that governs a push to your accounts
- Evidence on the record where you want it — switch on the Governance Console and marking one paid can ask for the approving document first, so the audit trail is complete
Once you connect Xero or Sage, those invoices follow the accounting system automatically — the manual flips step aside, so a figure is never in two states at once.
Set your billing rhythm once — apply it in a click
A payment plan is a named, reusable billing template — your deposit-and-stages pattern saved once. Apply it to any quote and Vyntworks generates both the full invoice schedule and the payment-terms wording that prints on the quote, so you're never rebuilding the same rhythm job by job.
- Stages that map to real billing — deposit, stage payment, completion and retention release, each due on acceptance, a set number of days after invoice, on completion or at month end
- See the terms before you save — a live preview shows the exact payment-terms wording your quote will carry
- By-valuation plans arm the project for monthly applications for payment and set its retention rate automatically
- Edit a plan, and only future quotes change — a schedule already generated on a quote stays exactly as it was
Every company starts with three ready-made plans — 50/40/10, deposit-plus-monthly-valuations-plus-retention, and 100% on completion — to edit or delete.
Win the job, and the billing schedule comes with it
The moment a quote is accepted, you convert it into a live project — and the billing you set on the quote travels across with it. The Convert to Project dialog opens with the payment plan and its invoice schedule already in front of you, so the money side is settled in the same breath the job starts, not rebuilt from a blank page a week later.
- The plan follows the quote across — the schedule you agreed at quote stage arrives already populated; swap in a different plan, or attach one now, right in the dialog
- Tune it before it goes live — edit any stage's wording, amount or %/£ basis, add or drop a stage, and set the invoice and due dates, all at the point of conversion
- Set this project's retention once — for valuation-based plans a retention rate sits in the dialog and applies to this project only, arming its monthly applications for payment automatically
- Nothing commits until you convert — review the whole schedule first; a still-loading or half-set plan can never quietly detach, and converting the same quote twice never doubles a row
Deposit recovery, retention and month-end applications are all armed from the plan — so the very first valuation period runs on numbers you've already approved.
Win the job, and your estimate becomes the budget
A project can only be over or under budget if it had a budget to begin with. When you convert a won quote, Set Budgets turns the estimate you already priced into the project's cost budget — every costed line valued and filed under a cost code — so the Overspend Report and CVR measure spend against a real baseline, not a round number typed in a week later.
- Your estimate, valued as the budget — every costed line from the won quote carries across at its own cost (Buy × quantity), so the budget is built from the numbers you actually priced, line by line — nothing re-keyed
- Filed under your cost codes — assign each line a code from your accounting system (e.g. Sage 50), with per-row chips and a move-to menu, so committed cost and actual spend land in the same buckets your finance team already reports on
- One button files the routine ones — Auto-assign reads the lines you haven't coded yet: a name you've filed on an earlier quote matches instantly and for free; the rest are drafted for you. It's an AI action you review — not a decision it makes for you
- Low-confidence lines are flagged, not hidden — anything the draft is unsure of gets an amber marker and a count of how many to look at, so your attention goes to the handful that need judgement, not all nine hundred lines
- It has to balance before it applies — a running check confirms every line is coded and the budget totals to the job before you Apply; lines you've already set by hand are left exactly as they are
The budget is the baseline the rest of cost control reads from — the Overspend Report flags every line where committed cost creeps past it, and CVR reconciles it against earned and actual. Both are part of Vyntworks Intelligence. See plans & pricing →
The billing side of conversion is the schedule carried across; this is its cost-side twin — so the moment a job goes live, both what you'll invoice and what you're spending against are already set.
From valued work to an agreed invoice — one unbroken thread
Each period, value the work, send the application, agree what the client certifies and raise the invoice — with retention handled correctly at every step. Nothing is re-typed between stages, and every figure traces back to the quantities you set.
Value the period
Snapshot each project's valuation for the period from your level quantities. Previously-applied amounts carry forward automatically, and retention is held at the project's rate.
Send the application
Generate a branded submission pack — Excel and PDF, at the detail level the client or QS expects — and email it straight from Vyntworks. The figures are frozen exactly as submitted.
Agree the response
Upload the client's marked-up return and Vyntworks reads their figures line by line, showing yours against theirs with the variance. Keep yours, accept theirs, or counter — row by row, over as many rounds as it takes. Nothing changes until you agree it.
Invoice & retention
Raise the payment invoice on a net basis, so retention is never double-deducted. A per-project retention ledger tracks what's held and releases it at practical completion and final account.
The number you report is the number the client certified
Once you agree the response, the certified invoice pushes straight to Xero as a draft — reusing the right contact and revenue account — with its sync status shown at a glance. And the part accountants care about: your CVR and company-wide WIP recognise revenue on the certified position, not the amount you applied for. Every valuation carries its certified-to-date basis and the CVR gains a Recognised column, so earned always reconciles to invoiced plus retention held — a month-end figure you can stand behind.
When the QS marks it down, hold your ground — on the record
An application rarely comes back agreed first time. Take a stance line by line — accept the client's figure, hold your own, or counter with a new one — and Vyntworks reissues the same period as a revision, tracking every exchange as a numbered round. One hard rule runs underneath it all: you can only ever invoice off figures the client has actually seen.
- A position on every line — accept theirs, hold yours or counter, with a reason on any line (encouraged, never forced) and an overall note to frame the round
- Reissue as revision B of the same application — the response pack sets out ours vs theirs vs your position, with the reasons, and emails to the same recipients as last time
- A round history you can read back — every exchange timelined Round N — awaiting client or awaiting us, each one click-through to the grid exactly as it stood that period
- The seen-figures guard — the invoice can only be raised from figures the client has seen; a counter forces a reissue first, so you can never certify a number nobody agreed
- Moved on since you applied? It's detected — an untouched grid takes the counter back to your working figures; a grid that's already moved on gets a snapshot-only revision with a clear notice, so live work is never overwritten
A plain accept-all isn't a negotiation — it routes straight to Mark agreed. Rounds are for when there's genuinely something to settle.
Set the period with the whole contract in view
An application never stands on its own. A deposit is still recovering, retention is held back, a stage invoice went out last quarter — and with only this period's figures on screen, it's hard to see why the application nets to what it does. The billing strip puts the project's whole invoice ladder at the top of the valuation, so every percentage you set is set in context.
- The contract, at a glance — a single bar carries the contract value with invoiced, paid and outstanding beneath it, so the billing position is a fact you can read in a second, not a sum you reconstruct
- Show invoices, see every rung — expand the bar to every deposit, stage, one-off, application and retention release, each with its status and a click-through — the full ladder, collapsed by default so it never gets in the way
- Why it nets to that — a deposit pool recovering against the sum due, retention held at the project's rate — both visible while you set the percentages, so a surprising net figure explains itself
- Retention held and deposit still to recover — tracked to the penny alongside the ladder, not kept in a spreadsheet someone has to remember to update
- A read-only lens, not another place to edit — the invoice schedule stays the one place figures change, so the strip can only ever reflect the record, never quietly rewrite it
The context that used to live in someone's head — now on the page, the moment you open the valuation.
Every project's margin on one screen — before month-end finds it for you
CVR shows you one project in depth. Project Summary shows you the whole book at once: a single flat table of every project's original (as-quoted) versus current (as-built) Buy, GP and Sell. Scan the entire portfolio for margin drift in one read — no opening jobs one at a time, no spreadsheet someone has to keep current.
- Original vs current, side by side — as-quoted against where each job stands today, so a project quietly shedding margin shows up the moment you look, not at final account
- A GP-change marker on every row — green when current GP holds or beats the quote, red when it's slipped, a star when it's up more than 5%; hover for the exact point-and-£ movement. A live totals band rolls the whole portfolio up and turns red the moment the book slips
- Group and sub-total by whoever owns the number — project manager, estimator, sales person, authoriser or type; each band carries its own sub-totalled Buy / GP / Sell. Scope to Current, Current & Live or Archived in a click
- Open a row without leaving the table — its purchase orders and client, internal and subcontractor variations expand inline; an amber FX chip flags any project carrying a foreign-currency PO, and mixed-currency portfolios total in GBP-equivalent at each project's locked rate
- Export the lot to CSV — every project as a row of ~40 columns, finished with a Totals row, honouring the scope and grouping on screen — the board pack, built in a click
The portfolio at a glance — then drill any project into the six built-in reports below.
Seven built-in reports, plus anything you can describe
The same governed data behind the CVR feeds every report — one source of truth, whichever way you slice it.
SKU Report
Find a part code across every quote and project; filter current, archived or live.
Project Compare
Pick multiple projects and export them side by side.
Project Report
Performance with date-filtered charts — Buy, Sell, GP% and GP value.
Sales Report
Every quote in one table, expandable to line items, with summary panels.
Section Analysis
Initial vs current GP by top-level section to spot drift early.
Overspend Report
Lines where PO spend exceeds budget, with per-line detail and CSV.
Which quotes are giving margin away between revisions — and where
A quote rarely goes out once. Rev A becomes B, then C, and every round of “can you sharpen that?” takes a little more off the margin. The GP Tracker follows each quote's gross profit from its first revision to the live one, so erosion shows up while you're still negotiating — not after the job is won at a number nobody meant to give.
- One row per quote, worst erosion first — current GP%, a sparkline of every revision, the change in points, sell, buy and GP value, with a revision-count badge; the quotes bleeding most sit at the top
- Four headline tiles — sell-weighted average GP%, the average movement from first revision to current, how many quotes are at risk (down more than two points) and the total sell value with rising and falling counts
- Cut it your way — filter by client, estimator, sales person or project manager, by GP% range or by trend; click a row for its revision timeline, and export the view to CSV
- “Why the change?” across the whole book — the aggregate analysis compares first and last revisions section by section and names the sections that keep giving margin away, and the ones that grow it
- AI Insight on any quote — an AI read of why that margin moved, grounded in your own section benchmarks and that client's history. It's a read you weigh up, not a decision made for you, and it's metered in £ like every AI action
Every revision is kept, so the trend is real history, not a reconstruction — and a quote with no sell value shows a dash and stays out of the averages, so a placeholder can't skew the picture. Revisions themselves are part of estimating on every plan: see how quotes are versioned →
Reports show you the margin when you look. To be told the moment it moves, put the watching on a schedule — see Automations below.
Reports are there when you look. Automations look for you.
A number only protects margin if someone opens it in time. Put the watching on a schedule and Vyntworks checks your live figures for you — telling the right people the moment the margin moves, straight to email, Slack or Microsoft Teams. The same CVR and overspend data you read on demand, now keeping watch while you get on with the job.
GP-movement watch
Get told the moment a project's gross profit moves — in £ and %, either direction — since the last check. Set a threshold, or catch every move.
Overspend digest
A periodic summary of every active project carrying overspent lines — where PO commitment has crept past the line budget — so nothing erodes margin unseen.
Scheduled reports
Run a saved playbook — a monthly CVR review, a single-project health check — on a schedule and have its report sent out. It runs read-only: it reports, it never changes your data.
Choose the cadence — and the channel
Every automation runs on its own timetable and lands wherever your team already works. Connect a channel once, then switch it on per automation.
- Schedules from every 15 minutes to hourly, daily, weekly or monthly — set per automation
- Delivered by email, Slack or Microsoft Teams — connect a channel once, then toggle it on for any automation
- GP-movement and overspend alerts arrive with a sortable Excel (.xlsx) attached — ready to filter and share
- A full run history with last-run status and summary, plus a Run-now button to test any automation on the spot
- Created and governed by admins under Settings → Automations
Part of the same review-first assistant — see scheduled playbook runs and the wider automation platform on the Governed AI page →
Automations report; they never change your data — the same review-first discipline as the rest of Vyntworks.
See your live CVR before month-end.
We'll show you earned-vs-committed-vs-actual on a real project shape, with Xero feeding the numbers.