Administration

Principles⁠

Administration is a by-product, not a job⁠

If quoting, scheduling and invoicing all happen in one place, the admin is mostly already done by the time anyone sits down to do it.

Enter a number once⁠

A price typed into a proposal, an invoice and a spreadsheet is three chances to be wrong. One record, referenced everywhere, is the whole point.

Approvals need a trail⁠

Who approved these hours, who sent that invoice, who applied that credit note. A month you cannot reconstruct is a month you cannot defend.

Deadlines belong to the system⁠

VAT periods, payment terms and payroll cut-offs are dates. Anything that runs on a date should be chased automatically, not remembered.

Your accountant should not need you⁠

The books should already contain the invoices, the payments and the VAT treatment. Answering questions is fine. Rebuilding a quarter from email is not.

Corrections beat deletions⁠

Withdraw an approval, credit an invoice, adjust an entry, and keep the record of it. History that can be quietly rewritten is not history.

Practices⁠

Approve hours in bulk⁠

Clear a whole day or a whole event in one action, with the option to correct a single entry or withdraw an approval afterwards.

Export payroll for a period⁠

Approved hours become a payroll spreadsheet for the dates you choose, and anything already exported is marked so the same shift cannot be paid twice.

Let hours draft themselves⁠

Planned shifts become draft time entries, so the common case is a worker confirming what was scheduled rather than typing it in from scratch.

Set VAT per line, once⁠

Configure your rates and let each line item carry the right one. Food, drink, staffing and room rent stop being a decision made at speed.

Keep purchase costs against the line⁠

Record what you paid next to what you charged, on the same line item, so margin is a fact rather than a monthly reconstruction.

Let reminders chase payment⁠

Overdue invoices are followed up on a schedule, including run sheets with a balance still outstanding before the event runs.

Sync the books in the background⁠

Invoices and payments flow to your accounting package automatically, with retries when a provider is down rather than a silent gap.

Credit rather than delete⁠

Cancellations become credit notes against the original invoice, which keeps both your audit trail and your VAT return correct.

Close the month from one screen⁠

Outstanding invoices, unapproved hours and unsynced records in one list, so closing is a checklist rather than an investigation.