Your crew is in a different building every day. Their timesheet should keep up.
See it for yourself just below: run a pretend building services company for two minutes, one tap at a time.
Free for 30 days. No card needed to start.
Try it yourself
Run a building services company for two minutes.
A pretend company, so you can try everything: the board, your technician’s phone and the invoice. Nothing you tap is saved or sent.
- 1The call
- 2The week
- 3On site
- 4The fix
- 5The money
About two minutes, one tap at a time, with the app’s own quiet sounds. A pretend company: every name in it is made up.
KārgāhFlow is time and job management for building services trades: HVAC, mechanical, electrical, fire protection, ventilation, and maintenance crews working across client sites. Hours get recorded where the work happens, jobs stop living in a group chat, a finished job’s invoice is made from its own hours and dockets, and the fortnight ends with a file payroll can use.
Built alongside a working HVAC contractor, on real client sites, not from a specification written at a desk.
A week on client sites
Four things that go wrong on paper.
None of this is unique to building services, but all four of them happen in the same week when your people are never in the same place twice.
Four buildings before lunch
Right now, the day’s hours are whatever got written down at the end of it. Someone remembers 7:30 as 7:00, quarter hours become halves, and nobody is lying: they are remembering. You sign it off because there is nothing to check it against.
With KārgāhFlow
Print a QR poster for each job and put it where your crew already walks past: the plant room door, the riser cupboard, the switchboard. One scan clocks a worker in, the next scan clocks them out, stamped with the time and the place.
- Nothing to install and no login on the wall poster
- Every clock-in is stamped with the time and the place
- One poster per job, plus a company-wide one for anywhere else
The job list, not the group chat
The address went out in the group chat on Tuesday. By Thursday it is forty messages up, someone is at the wrong building, and someone else is calling you to ask which level. You are the job list, and you are on another site.
With KārgāhFlow
Every job carries its address, its map pin, and the people assigned to it. Your crew opens the app and sees where they are meant to be, without a phone call to you.
- Assign workers to jobs, or let them pick from the available list
- Set a radius around a site so you can see who clocked in from where
- Archive a job when it is finished, without losing its history
Parts, parking, and fuel
The fitting bought on the way to site is on a receipt in a ute door pocket. It stays there until the end-of-month shoebox, and the ones that never make it out of that pocket come out of your margin instead, every single time.
With KārgāhFlow
A worker photographs the receipt on the forecourt and files the claim there and then. You approve it from your phone, and it lands on the same timesheet as their hours.
- Categories for fuel, tools, materials, accommodation, and parking
- The photo is stored with the claim, so there is nothing to chase
- Approved claims total up per worker and per period
The fortnight becomes payroll
Sunday night, the pay run is due, and it is you, a spreadsheet, and a pile of paper that disagrees with the group chat. Every fortnight ends the same way, and it ends late.
With KārgāhFlow
Hours per worker, per job, per day, with overtime worked out against your own thresholds. Export a PDF, a spreadsheet, or a QIF your accountant can import, or email it straight out of the app.
- Daily and weekly overtime thresholds, set per company or per worker
- Pay rates for worked hours and for approved leave days
- Approved expenses and leave included in the same total
- A shift clocked to the wrong job moves or splits, and nobody’s pay changes
Running the jobs
Four things that live in your head.
The clock-in is only part of it. Who is in which van tomorrow, how to get into each plant room, whether the service was done to the sheet, and which job still needs invoicing: today all of it is in your head. Here is where it goes instead.
Who is in which van tomorrow
Sunday night is texts: who goes to the hospital job, who has the long ladder, who starts at six. Monday morning one of them is sick, and you rebuild the week from a phone call in a car park.
With KārgāhFlow
Put people on jobs day by day, with a start time and a note. Each worker sees their own week on their phone, and who else is on that job. Change it, and they get one notification once you have finished, not one for every change.
- Copy last week, then change what is different
- Leave and double bookings show up before you save
- Changes made late at night wait for the morning
- When they clock in, the jobs on their roster today are marked
Service sheets that come back
The maintenance checklist was filled in on a clipboard in a plant room, got smudged, and is somewhere in a ute now. When the client’s facilities manager asks what was checked, you are reading handwriting.
With KārgāhFlow
Make your checklists in the app, or photograph your paper service sheet and the app drafts it for you to check. The crew fill them in on their phone with big Pass, Fail and N/A buttons, and anything that fails asks for a note and a photo. Give a checklist a pass mark and every visit gets a score, with the checks that must pass marked; something put right on the spot is photographed and counted as fixed. Each one becomes a signed PDF report.
- A score out of 100, and a note to you when one fails
- Set a site’s checklists once: every new job there gets them
- Email the PDF report to the client from the app
- The client can sign the job off on your technician’s phone
Every site’s way in, and its hazards
Which loading dock, who holds the plant room key, where the asbestos register is kept: it lives with whoever did the job last, and they are on another site today.
With KārgāhFlow
Keep each client with their sites and the people to call. Each site carries how to get in, what to watch out for and who to ring, and every job there shows it on the crew’s phone, with directions and an I’m here button that clocks them in.
- Clients, sites and contacts in one place; sites can be made from your jobs
- A site is the building, each job the work there: write the way in once, every job has it
- How to get in and what to watch out for, on the crew’s job card
- I’m here on the job card clocks them in
From the first call to paid
A builder rings for a price on a heat pump install. The note is on the whiteboard, the quote is in your sent mail, the dockets for the copper pipe are in the glovebox, and three finished jobs are waiting to be invoiced because nobody told the office they were done.
With KārgāhFlow
Log every enquiry as a job with its own number, and move it across one board: Enquiry, Quote sent, Won, Booked, Under way, Finished, Invoiced and Paid. Each card says what comes next, and each job shows what it makes: approved hours at your charge-out rates, plus the dockets and claims on it with your markup, against what they all cost. When it is finished, those same figures become its invoice, ready for you to check and send.
- Every job numbered, like SA-0042
- A finished job’s card says Invoice it, so none waits for someone to remember
- Approve each finished job’s hours, every shift marked on the roster or at the site
- A finished job moves to Invoiced and Paid by itself as its invoices go out and are paid
Getting paid
Four things between the job and the money.
The install is finished. Now the hours, the dockets and the extra trip have to become an invoice, the invoice has to be paid, and you want to know whether the job made money. Today that is the office, the glovebox and your memory.
Which jobs make money
The heat pump install was priced as a fixed job. It took an extra day, a second trip for a part and more copper than anyone planned. Whether it made money is a question for the accountant, at the end of the year.
With KārgāhFlow
Set your charge-out rates, GST and markups once, with a rate for each level, like apprentice and tradesperson. Every job then shows what it is worth, what its hours and materials cost, and the profit, whether it is charged by the hour or at a fixed price. One list shows every job, least profit first.
- An hour costs what you pay plus your own top-up for holiday pay and levies
- Rates agreed with one client, or for one job, when they differ
- Every job’s profit in one list, and as a spreadsheet
Dockets that end up on the invoice
The copper and the fittings went on the trade account. The docket is in a door pocket, and the office hears about it when the supplier’s statement arrives, a month after the job was invoiced without it.
With KārgāhFlow
Your technician photographs the docket on the job and says who paid. A docket on the company’s account goes to the office to check; their own money comes back to them as a claim. At the office, photograph a supplier’s bill and the app reads it for you.
- Who it is from, the date, the GST and the total fill themselves in
- Filed against the job, so its costs are never a month behind
- Materials on-charged with your markup
Finished on Friday, invoiced on Friday
The job finished on Tuesday. The timesheets come in on Friday, the dockets whenever, and the invoice goes out the week after, typed from all three, if somebody remembers it at all.
With KārgāhFlow
Approve the job’s hours, and its invoice is made from them with everything ready ticked: a line for each level at your rates, the dockets and claims you charge for, and photos of the work if you want them. Check it and send it. It goes out in your company’s name, with your logo’s colour and your own numbers, and a page that shows your client how to pay.
- Every hour and docket goes on one invoice, never two
- Your invoice numbers carry on from the system you used before
- You see when your client opened it, and replies come to you
Chasing what is owed
Three builders owe you money, and one of them always pays late. Finding out which invoices are overdue means the bank statement, the inbox and a spreadsheet, and the phone call happens when you finally remember.
With KārgāhFlow
Everything you are owed is on one page, with what is overdue in red and counted in the menu. Send a reminder sits beside each late invoice, its polite words already written. Payments are recorded as they come in, part payments included, and when something needs putting right, a credit note comes off the invoice with the reason printed on it.
- Reminders go when you send them, never by themselves
- Each payment kept with the day it came and how it was paid
- Each client’s invoices on the client’s own page
The lost time calculator
Small minutes, real money.
Nobody writes 3:47 on a paper timesheet. A 7:38 start goes down as 7:30, a 3:52 finish goes down as 4:00, and the extra minutes always land on your bill. Put your own numbers in: the sum is just multiplication, and you can redo it on the back of a receipt.
In your own currency: whatever you actually pay.
Think ten is unfair on your crew? Slide it down and look again.
10 minutes × 8 people × 21 working days a month
= 28 hours a month, $1,260 in wages
paid, in your own money, for work nobody did.
With KārgāhFlow, the clock-in is stamped at the wall, not remembered at the end of the day. Those hours stop leaking:
28 hours saved every month, for $64/mo
Every feature included, founder account free.
And those extra minutes are only the part you can put a number on. The Sunday-night spreadsheet, the receipt that never made it home, and the two vans at the wrong building are all on top of it.
Why building services first.
KārgāhFlow is built alongside a working HVAC contractor whose crews move between client sites all week, rather than from a specification written at a desk. That is why the clock-in is a poster on a wall rather than another app to install, and why overtime is worked out against thresholds you set instead of a rule we picked.
Starting with one trade means the next company in that trade gets a product that already fits, and an answer to “does anyone like us use this?” that is not a marketing page.
See the companies using KārgāhFlowEverything, on every plan.
There is no building services edition and no feature held back for a bigger tier. You pay per person, and you get the lot.
- Clock in and out from a phone, a QR poster, or an admin correction
- Live dashboards: who is on the clock now, hours by person and by job
- Expense claims with photo receipts and approvals
- Sick, annual, and public holiday leave requests
- Threaded messaging with push notifications to the crew
- Timesheets and payroll exports (PDF, Excel, QIF)
- Clients, their sites and contacts, with how to get in and what to watch out for
- A job board from first enquiry to paid, every job numbered
- A roster, with everyone’s week on their own phone
- Checklists with photos and signatures, PDF reports and the client’s sign-off
- Charge-out rates, GST, supplier bills and what every job makes
- Invoices made from the job, payments, reminders and credit notes
What you are probably thinking.
Fair questions, straight answers. The longer list is on the pricing page.
My crew won’t install another app.
There is nothing to download from an app store. The poster on the plant room door is the clock-in: a worker scans it with their phone’s camera, signs in once in the browser, and from then on one scan clocks them in and the next clocks them out. The rest of the app is there in the same browser when they need it, for a receipt or tomorrow’s job.
I don’t have time to set this up.
You can have a real job running through KārgāhFlow on day one: register, create your jobs, print a poster for each one, and invite the crew by email or send them your join link by text. There is nothing to migrate. You start with the next timesheet, not by re-typing the old ones. When you are ready for the rest, your existing jobs can become sites for you, after a preview you can undo.
We already do our invoices in Xero or MYOB.
Keep doing that. Tell KārgāhFlow once that you invoice from another system, and each finished job just asks to be marked as invoiced. The board still shows which jobs are waiting to be billed, and every job still shows what it made.
What if it doesn’t stick?
The first 30 days are free and we do not ask for a card, so the worst case is a free month of tidy timesheets. Your data stays yours: hours, expenses and leave export as PDF, Excel or QIF whenever you like, and you can cancel from your billing page at any time.
Set it up in less than an hour.
Register your company, print a poster for your first site, and invite the crew. You can have a real job running through KārgāhFlow on day one.
Not in building services? Nothing here is trade-specific. The same product runs any crew that works away from a desk.