Everything between the enquiry and the final account.

app.vyntworks.com · Quote editor

Build estimates as a tree of sections, line items and sub-items. Select any line (or several) and adjust GP while the sell price recalculates live — GP% = (Sell − Buy) / Sell. AI Edit drafts changes right here; nothing applies until you approve it.

• Keyboard-driven: Alt+A adds a line, Alt+S a sub-item, Alt+arrows move & nest
• Multi-select to copy, paste, highlight or delete whole branches
• Four item statuses — Included, Excluded, No Money, Below The Line
• Flag items for reviewer attention without affecting price

Set the rules once and every new quote auto-fills its reference, name, version label and download file name. Each quote then keeps a revision tree — start a new revision, set any one live, or compare two and read the sell delta. Existing quotes are never touched; the rules only apply to new work. It's the same discipline the AI works under: history kept, nothing overwritten.

• Auto reference, name, version & download file-name rules
• Describe the rules in plain English, or set them by hand
• A revision tree per quote — New revision, Set live, Compare
• Version labels as A, B, C, as 1, 2, 3 or in Roman numerals

One click hides every commercial figure — buy values, GP%, adjust-GP controls, cost breakdowns and the discount box — while item names, descriptions, sell prices, quantities and the total stay on screen.

• Toggle from the toolbar eye icon or the hamburger → Display menu
• Optionally reveal the discount and pre/post totals to the client
• Display-only — nothing is saved or changed

Calibrate each drawing page to scale, measure lengths, areas and counts into named groups, and combine them with analyses. Then link a quote line's quantity to a measurement, a group total or an analysis — change the takeoff and a drift badge flags every line that needs review. Quantities never change silently; the decision always stays with you. Drawings carry through to the project as job documents.

• Per-page calibration, then Linear, Area & Count tools
• Group Σ totals and analyses (points / length in area, overlap)
• Link a line's quantity to a measurement, group total or analysis
• A drift badge flags when the takeoff changed or a qty was edited

Basic takeoff is on every plan. The named groups, saved analyses and drift-linked quantities above are the Takeoff & Drawings add-on — £150/mo on Pro, a flat company-wide fee not per user, included in Enterprise (ex VAT). See plans & pricing →

Author your pricing model in Excel with the Vyntworks add-in, then pick a template, turn on the systems you need, and Vyntworks calculates transport & access, attendance and programme times for you. Output is a polished Excel quote — built from your method, not an improvisation.

• Templates authored in Excel via the Vyntworks add-in, kept versioned
• Or describe a job in plain English and AI drafts the whole template — you review before it goes live
• Systems off by default — enable only what applies
• Auto-calculated transport, attendance & programme times
• Print by level and exclude £0 lines on export

app.vyntworks.com · Price Tables

Keep your items and costs in one library by category, attach client- or job-type rate cards, and build line costs on underlying base rates — so the right pricing applies every time, whether a person or the AI is drafting.

• Products library pulled into quotes and fast quotes
• Price Tables — rate cards attachable per quote
• Base Costs underpin line-item pricing

app.vyntworks.com · Spec Library

Maintain a library of standard specification text and insert it into a line's spec with a picker. It renders into your branded Word output via the [specifications] tag — approved wording, used everywhere it should be.

• Insert standard specs from a picker
• Rich-text blocks managed in Settings → Spec Library
• Flows into the Word quote template automatically

Configure a Default Quote Items template and new quotes can auto-populate with your standard lines, keeping every estimate consistent and complete from the first click. Set it once in Settings → Default Quote Items.

• Auto-populate new quotes from a saved template
• Keep your standard lines consistent across estimators
• Managed in Settings → Default Quote Items

Map a supplier or manufacturer workbook once — name, buy, sell, quantity, unit, section, part number — and import it straight into a quote as structured, priced lines. Then define the costs that aren't on that sheet (labour, travel, survey, delivery) as reusable cost categories, and Vyntworks apportions them across the imported items so every line carries its true share. Set up in Settings → Cost Category Templates.

• Column mapping saved per template — preview the import before you commit
• Cost categories priced as % of sell, % of buy, a fixed pot or per unit
• Apportion by value, by quantity or by your own allocation column (e.g. m²)
• Declare your own per-item fields — width, drop, fabric — that print in your Word quote

app.vyntworks.com · Tender Board

Open a board from any quote or project. Work groups into trade packages; each subcontractor's prices sit in their own column so you can read value item by item, then select the best per line. Applying selections back to the estimate is audited and undoable — the board never changes your numbers silently.

• Send portal-first RFQs and record returns
• Target rounds — send your plugged budget as per-line targets for subs to confirm or beat
• Selections held separately from the estimate
• Award a package, then push the winner to SCO and/or PO
• Apply selected prices back to the estimate — audited & undoable

Raise POs against project lines to commit spend to suppliers. Vyntworks tracks committed against estimated cost, and apportionment across grouped and lump-sum lines is handled for you. Every order is attributable — raised by a named person, held for approval where your tiers require it.

• Raise directly from project lines or by awarding a tender
• Committed vs estimated cost tracked per line
• Apportionment handled automatically

SCOs commit work to a subcontractor and move through their own lifecycle — raised through to active — with authorisation and automated notification emails. Every state change is on the record.

• Dedicated raised → active lifecycle
• Authorisation and notification emails built in
• Raised from lines or straight from an awarded tender

Built on a reference Short Form Order set, the suite bundles the order, Subcontract Conditions, drawing register, attendances, payment schedule, sum analysis, works-package and pre-start minutes — each a separate file to review, edit and send. Define your own suite types under Subcontract Tendering settings. AI is kept exactly where it belongs: only the works-package scope is AI-drafted, always human-reviewed; legal and financial documents carry no live AI at all.

• Eight documents assembled in one click, as separate files
• Conditions snapshotted from your approved terms, frozen at issue
• No live AI in legal/financial docs — only the works-package scope is AI-drafted, always reviewed

Set authorisation tiers so orders need sign-off before they're issued. The authoriser cascades from the team authoriser to the company default, so approvals always have an owner. The same gates govern AI-prepared work: drafts wait; approvals commit.

• Approval required before a PO/SCO is issued
• Authoriser cascades team → company default
• Approve / decline by email

Send a Short Form Order or raise a purchase order and Vyntworks files the rendered pack into the project's document register — alongside drawings and conditions, revision-aware and tagged by trade. One retrievable record per order, no manual saving — when someone asks "what did we actually send?", the answer is on file.

• Short Form Orders filed on send, head POs filed on raise
• Revision-aware — a re-issue supersedes the older copy, kept not deleted
• Filed with drawings & conditions; one record per order, no duplicates

Raise a variation from a section in the project table. The three types behave differently: internal variations go for authorisation; client variations track the client's position; subcontractor variations adjust an order. Change never enters the numbers without the right approval attached.

• Internal — created pending, emailed for approval, counts once approved
• Client — tracks a pending → approved / rejected client position
• Subcontractor — requires a supplier; feeds the sub variation report

app.vyntworks.com · Tender Board

When you award, Vyntworks can mint one order per trade with group and lump-sum pro-rata apportionment and a balance guard. Subcontractor add-ons resolve by merging into a line or raising a variation — nothing falls between the tender and the order.

• One order per trade on award
• Group / lump-sum pro-rata apportionment
• Add-ons merge into a line or raise a variation

Cost Value Reconciliation shows earned value against committed (POs/SCOs) and actual cost. Cost pulls from your orders and matched invoices, including Xero where connected — the same audited record everything else writes to. A built-in assistant explains every column, so nobody nods along to a number they don't understand.

• Live earned-vs-committed-vs-actual on every project
• Per-section breakdown and forecast margin
• A built-in assistant explains every CVR column

WIP rolls every active project into one company-wide view of earned value against what you've invoiced — the number your board actually wants, refreshed live from the same model as project CVR.

• Earned vs invoiced across all active projects
• Excludes archived work
• Built from the same model as project CVR

app.vyntworks.com · Reports

The overspend report surfaces lines where committed PO spend is over budget, expandable for per-line over/underspend, so erosion never hides until it's too late — the system raises its hand before the final account does.

• Per-line over / underspend detail
• CSV export
• FX-aware on multi-currency jobs

Create invoice schedules from a schedule-type quote — fixed %, fixed £ or valuation-based — that must balance to 100%. Vyntworks drives the approvals and pushes approved invoices to Xero as drafts: nothing bills without a sign-off, and nothing leaves the record.

• Fixed % (e.g. 30-40-30), Fixed £, or Valuation-based phases
• Approval emails every Monday for invoices due in 7 days
• Quote → Scheduled → Approved → Authorised lifecycle

Value the work done in a period using the project's level quantities, feeding earned-versus-invoiced and keeping cashflow visible — the same figures the CVR and WIP positions read from.

• Period valuations against each project
• Uses level quantities where set
• Feeds the WIP and CVR position directly

Carry a currency and FX rate on quotes, purchase orders and invoices. Override the rate per project and review rates quarterly — conversion is always project rate ÷ order rate, so there's never a surprise retro-conversion.

• Currency & FX on quotes, POs and invoices
• Per-project manual FX override
• Quarterly review, no surprise retro-conversion

Right-click any item or section and describe the change, or drop in a supplier PDF, spreadsheet or drawing. Vyntworks proposes colour-coded INSERT / UPDATE / DELETE operations you review and edit before applying — the AI drafts, you decide.

• Plain-English changes, one task at a time
• Import line items from PDF, Excel, Word or images
• Choose Haiku, Sonnet or Opus per task; live £ cost shown
• Apply, then undo — nothing commits without review

app.vyntworks.com · Reports

Ask for "projects with GP below 20% in the last 6 months" and Vyntworks generates the report definition. Add parameters, set visibility and save — alongside six built-in reports. The AI writes the definition; the numbers come straight from your own record.

• Custom reports from a plain-English brief
• Private, Company or Shared visibility
• Conversational Reports → Chat with drill-downs & filter chips

Ask Vynt answers in the context of your current screen, your role and the modules you have switched on — pointing you to the exact menu, shortcut or setting. It can read your data to answer, but it always confirms before it changes anything.

• Context-aware: knows the page and your setup
• Reads your quotes, projects, invoices, suppliers and POs
• Always confirms before it changes anything