Your crew is in a different building every day. Their timesheet should keep 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, 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.
Free for 30 days. No card needed to start.
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 site 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
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: hours by worker, by job, and over time
- 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)
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.
Most founders have a real job running through KārgāhFlow on day one: register, create your jobs, print a poster for each site, and invite the crew by email. There is nothing to migrate. You start with the next timesheet, not by re-typing the old ones.
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. Most founders 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.