✨What you can do
Run every job as a project with a budget and fee, record what you spend on it, and know your profit — perfect for agencies, IT companies, event managers, cleaning and maintenance firms.
ProjectsClient, dates, budget (planned cost) and contract value (your fee).
ContractorsYour freelancers, subcontractors and vendors.
Project costsMaterial, Labour, Contractor, Equipment or Other.
ProfitBudget, spent, remaining and profit on each project.
Your daily routine in 5 steps
- Add vendorsfreelancers, subcontractors
- Create projectbudget + fee
- Record costsper project
- Open projectbudget vs spent
- Reportsby status
This guide is for these business types
Advertising AgencyDigital Marketing AgencyWeb DevelopmentIT ServicesSoftware CompanyAccounting / AuditSecurity ServicesEvent ManagementCleaning CompanyMaintenance CompanyLandscaping CompanyLogistics / Transport CompanyCourier / Delivery CompanyInterior Design CompanyFacility Management
🧭Where to click
Business Console
Overview
Sales
Purchases
Finance
People
Business
Settings
Your business name
Projects
Contractors
Reports
Find your section
After you sign in, look at the left menu. Below the common groups you will see a section for your business: Your business name. Everything in this guide starts from the items inside it.
The common groups (Sales, Purchases, Finance, People, Business, Settings) are the same for every business and are explained in Getting started.
🚀Day-1 setup
Do these once, in this order, before your first day of work.
Add your freelancers / vendors
- Open your business section → Contractors → + Add contractor.
- Enter Name, Phone and Specialty (e.g. Graphic designer, Security guard supplier).
Good to know: The screen says Contractors — use it for any outside person or company you pay for project work.
Add clients as customers
- Open People → Customers → + Add customer for each client so you can attach them to projects.
🛠️Everyday tasks
Click a heading to open or close it. Steps are numbered in the order you press.
Run maintenance contracts (AMC)
- Open 📑 Service contracts (AMC) → + New contract. Choose the customer, give it a name (e.g. AC maintenance – 4 units), the site and the start and end dates.
- Choose how often to visit (every month, 3 months, 6 months…), the usual time, staff and what to do on every visit.
- Enter the contract value and how to bill: full amount up front, every month / 3 months / year (bills are made by themselves) or per visit (added to each visit's job card).
- Each visit becomes a job card a week before it is due — it shows on the calendar and the staff phone page.
- Contracts ending in 30 days are listed under Ending soon: press Ask to renew to WhatsApp the customer, then Renew. You can also Pause or Cancel contract.
Tip: A contract entered late does not create job cards for visits that are already past.
Create a project
- Open Projects → + New project.
- Enter the project Name, choose the Client and add the Site address (or location).
- Set Start date, End date, Budget (planned cost) and Contract value (fee you charge).
- Set Status (Planning, Active, On Hold, Completed, Cancelled) and save.
Record a cost on a project
- Open the project (View) → + Record expense.
- Choose the Category — use Contractor for freelancers/vendors, Labour for staff time, Material for purchases, Equipment for tools/rentals, Other for the rest.
- Choose the Contractor (optional), Amount, Date, Description, and Cash / Bank. Save.
Check profit on a project
- Open the project: Budget, Spent, Budget remaining and Project profit update with every cost you record.
Track everyday overheads (rent, salaries, software)
- Use Finance → Expenses → + Add expense. See Getting started → Expenses.
See the big picture
- Open Reports for the number of projects in Planning / Active / Completed and total contract value.
Keep site workers with their ID and passport expiry
- Open Workers & ID expiry → ＋ Add site worker: name, trade (e.g. Cleaner), nationality, the site they work at and the camp.
- Fill ID / residence card, Passport, Health card and Driving licence numbers with their expiry dates.
- Choose How we pay: monthly salary, per day worked or per hour worked, and the overtime pay per hour.
- Expired documents turn red, ones ending in 30 days turn yellow. You get a notice 30 and 7 days before and on the day — press WhatsApp to remind the worker.
Tip: A candidate who has joined can be made a site worker from the placement page with ＋ Make site worker — passport and visa are copied.
Add client sites and move workers
- Open Sites: site name, client, location, supervisor, and how you bill the client — per hour, per day or per month per worker — with the rate and the overtime rate.
- On the site page choose workers and press Move here; Take off this site removes them.
Take attendance at each site
- Open Site attendance, choose the site and the day, press ✓ Mark all present and change the few who were absent or half day.
- Leave Hours empty for a normal day, or type the hours worked. Add OT hours for overtime.
Good to know: Payroll pays per-day and per-hour workers for the days / hours marked here, and adds the overtime hours for everyone.
Plan duty shifts at each site
- Open Duty roster. Under a site add each shift — e.g. Day 06:00–18:00, Night 18:00–06:00 — and how many workers it needs.
- Choose workers and press Put on this shift; set their Weekly off day if it differs from the company's.
- Shifts that are short turn red. Press 🖨 Print duty list for the site supervisor.
- On the site attendance a worker's normal hours come from their shift, and workers on their weekly off are not marked present by ✓ Mark all present.
See profit per site and worker
- Open Site profit and choose the month: for every site and worker, what the client is billed against what we pay (salary for the days, or day / hour rate, plus overtime) and the profit.
- A site worker's own page shows their month: sites, days, hours, overtime, pay and the amount billed.
- ⬇ Excel downloads it.
Give the client a monthly timesheet
- On the site page or in Client billing press 📋 Timesheet: every worker by day (P / A / ½ with hours and +overtime) with totals, and lines for the supervisor's and client's signature.
- 🖨 Print it or download Excel and send it with the invoice.
Bill each client every month
- Open Client billing and choose the month: each site shows every worker's days, hours, overtime and amount.
- Press 🧾 Make invoice — one invoice per site per month goes to the client (a line per trade plus overtime). A month cannot be billed twice.
Run camps and count their cost (advanced)
- Switch on Camps & accommodation cost in HR settings → Advanced features.
- Open Camps: add each camp with its beds, monthly cost (rent, electricity, water…), and food and transport per person. Choose workers and press Move in.
- The cost per person is added to each worker's cost in Site profit, so the profit shown is the real profit.
⚙️What the system does for you
- Every project cost is posted to your accounting books.
- Profit per project is calculated for you.
- Your Overview shows active and total projects.
📈Reports & numbers
| Report / number | What it tells you |
|---|---|
| Planning | Projects not yet started |
| Active | Projects in progress |
| Completed | Finished projects |
| Total contract value | Total fees across all projects |
Also open Analytics for sales, expenses and profit charts.
🏷️Status guide
| Status | Meaning |
|---|---|
| Planning | Not started |
| Active | In progress |
| On Hold | Paused |
| Completed | Finished |
| Cancelled | Stopped |
❓Common questions
What should I use “Contractors” for?
Any outside person or supplier of services on a project — freelancers, subcontractors, vendors.
Can I invoice my client?
Yes, through the Sales section. Ask us if you want a set-up for milestone/stage invoices.
Stuck? We are one message away.
Send us a screenshot on WhatsApp +974 3398 2304 and tell us what you were trying to do.