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, including Xero where connected — every figure traceable back to a commitment someone approved.
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.
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.
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 or accept theirs, row by row — 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.
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.
Six 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.
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.