Features
The operational reality of a field contractor, in one system
Everything below is available today. Roadmap items are listed separately and clearly marked.
Workforce
The people, documents and assets behind every project.
Worker directory & profiles
Employment type, position, status and internal cost rates. Archiving keeps a worker's history intact.
Documents & expiry tracking
Work permits, A1 certificates, passports, ID cards, visas and certificates, each with an optional file in private storage and a valid / expiring-soon / expired status derived from its expiry date.
Project assignments
Assign a worker to a project with start and end dates and an optional billing-rate override; current and past assignments are kept separate.
Accommodation
Track the flats and houses rented for crews — capacity, live occupancy, monthly cost and cost per worker.
Vehicles
A fleet register with mileage, service interval and insurance / registration dates. Service-due and expiry state is derived, never stored stale, and feeds the alert list.
Time & cost
Capture the work in a form the numbers can trust.
Timesheets
Regular and overtime hours per worker, per project, per day, with a server-enforced draft → submitted → approved lifecycle and assignment-window checks.
Expenses
Categorised costs with a receipt link, attributed to a project or the organisation, on the same approval lifecycle as time.
Daily reports
A short written record of what happened on site, with an optional AI pass that tidies rough notes into a clean paragraph you edit before saving.
Money
One profitability engine, decimal-exact, no month-end reconstruction.
Project profitability
Revenue, cost, profit and margin per project from approved timesheets (× the billing rate, with per-worker overrides) and approved expenses. Decimal maths only — never a floating-point cent.
Below-target flagging
Set a target margin per project; the dashboard, project list and alerts flag anything below it, worst first.
Breakdowns
Labour by worker and expenses by category for any project, plus global KPIs on a dedicated profitability page with a date filter.
Per-currency totals
Every figure is in the project's own currency. Multi-currency portfolios are grouped per currency, never converted at an assumed rate.
Insight
See problems while you can still act on them.
Alerts
Below-target margins, expiring documents, missing timesheets, pending expense approvals and vehicle service / insurance / registration dates — recomputed live and surfaced in the header and a notifications page.
Reports & CSV export
Project, Worker Utilisation, Expense and Monthly Profitability reports over server-side filters, each exportable as CSV. Figures reconcile with the profitability page.
Project risk summary
Deterministic signals — declining margin, excessive overtime, unusual expenses, recurring cost increases — computed from the same engine, with an optional AI write-up of those signals.
Receipt extraction
Scan a receipt photo and the model reads the merchant, date, amount, currency and category to pre-fill the expense form. You confirm every field; nothing is saved automatically.
Foundations
Multi-tenant, permission-aware, server-checked.
Roles & permissions
Owner, Admin and Member with granular permissions — for example, only people with financial access see cost and margin figures.
Organisation isolation
Every record is scoped to one organisation and verified on every query; automated tests cover cross-organisation access on each entity.
Server-side authorisation
The session, organisation membership and the specific permission are re-checked on the server for every page, action and API route.
Billing
Self-serve Starter, Business and Pro plans through Stripe Checkout, with upgrades, downgrades, cancellation and invoices in the Stripe-hosted billing portal.
Roadmap
Planned, not available yet
These are on the roadmap. They are not part of CrewFlow today — don't choose CrewFlow on the assumption that they are.
- Worker self-service for logging time and expenses
- A client portal
- Email notifications for alerts and approvals
- Saved and scheduled reports, and PDF export
- Accounting and payroll integrations
- Forecasting and fixed-price revenue recognition