Invoicing & Payments
Margin is not lost on the quote. It is lost in materials nobody costed, expenses nobody recorded and variations nobody billed. Gaffer handles purchase orders, suppliers, deliveries, expenses and VAT in the same place as the jobs they belong to — so profit is calculated rather than hoped for.
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Rarely on price. Almost always on the admin between winning the job and closing the books.
Purchase orders raised against the job mean committed spend is visible before the supplier invoice arrives a month later at the wrong margin.
Fuel, parking, skip hire and counter purchases captured on site with the receipt photographed, so they land against the job instead of vanishing.
Scope changes priced and approved as variation orders, so the extra work that was agreed verbally on site actually reaches an invoice.
Delivery notes recorded against the purchase order, with shortages and damage documented while the driver is still there.
Retention withheld and released as a tracked step, rather than a sum somebody hopes to remember in twelve months.
CIS deductions and MTD-ready VAT summaries handled the way UK trades need, with VAT stored as its own value on every expense.
Purchasing, expenses and finance connect to the jobs they came from, so job costing is real.
Yes. Gaffer handles the operational finance — what was ordered, spent, billed and collected — and pushes it into Xero or QuickBooks automatically. Your accountant still does the accounts, but with clean data instead of a carrier bag.
No, it feeds them. Invoices, payments and contacts sync automatically, with retry on failure, so you are not entering everything twice. Gaffer is the operational system; the ledger stays where your accountant wants it.
CIS deductions are recorded against subcontractor payments, and subcontractors get their own portal with CIS statements. Combined with subcontractor compliance records for insurance and safety policy, both sides of using subbies are covered.
Labour from time entries, materials from purchase orders and stock, and expenses from the field all reference the job. Margin is then calculated from what the job consumed rather than estimated from the quote.
No. Purchasing, expenses, job costing and the UK finance features are part of the platform. The accounting integrations are included too — you only pay the third party for their own service.
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