01
Capture the work
The site team records photos, quantities, notes, dates, and available location context while the details are still fresh.
Learn LedgerCapture
From site work to payment evidence.
See how a site change record moves from field capture to supervisor sign-off, then into office preparation without exposing field users to commercial values.
Evidence sequence
Six connected steps from site to office.
- 1Capture
- 2Check
- 3Sign
- 4Approve
- 5Prepare
- 6Replay
Workflow
The route from site record to office action.
Each step has a clear owner and a clear next action, so the record can move without asking field teams to become commercial administrators.
On siteWhen neededIn the office
- On site
Capture the work
The site team records photos, quantities, notes, dates, and available location context while the details are still fresh.
- On site
Check the record
Missing information can be fixed before the record reaches the office and before memory becomes the only evidence.
- On site
Get sign-off
The supervisor signs, rejects, or returns the record with a clear reason so the next action is obvious.
- When needed
Use external approval when needed
One-off approvers can use a scoped browser link without opening the office workspace or seeing commercial controls.
- In the office
Prepare the office pack
Signed work moves into office queues for change packs, Applications for Payment, and supporting evidence.
- In the office
Replay the trail
The team can return to who captured it, who checked it, what changed, and what supported the payment record.
Mobile capture
Built for site phones, not office desks.
Field capture happens where the work is. Drafts stay safe offline, and supervisors can sign assigned records without opening commercial screens.
Capture on site
Foremen record photos, quantities, notes, and context from the mobile app while the work is still visible.
Keep drafts offline
Poor signal does not stop the record. Drafts stay on the device until sync is available.
Sign from the field
Site supervisors review and sign assigned project records without opening the office workspace.
Financial Firewall
Field teams prove the work. Office teams control the money.
LedgerCapture keeps site sign-off practical while protecting who can see and approve money. The people confirming work are not asked to approve rates, markups, totals, or exports.
Site lane
Foremen and site supervisors work with evidence, quantities, photos, and signatures — not rates or totals.
Office lane
Commercial leads handle valuation, change packs, payment applications, exports, and audit evidence.
Assignment boundary
Project assignment decides which field users can open each live project.
Owner controls
Organisation owners see their package, payment details, and invoices in settings, and can ask us for changes there.
Organisation access
Who runs the workspace.
Organisation access is separate from platform roles. Owners and admins manage people and access; members work inside projects according to their Commercial, Site supervisor, or Foreman permissions.
Owner
Highest organisation authority, including package billing and membership control.
- View the package, payment details, and invoices, and ask for changes
- Promote or demote organisation membership roles
- Invite admins and seed project access
Admin
Runs day-to-day organisation access without billing or ownership transfer rights.
- Invite members and manage project assignment
- Change field roles and platform roles for members
- Cannot view package billing or change ownership
Member
Accepted internal user with workspace access only.
- Works inside assigned projects according to platform role
- Cannot manage organisation membership or billing
- Uses Commercial, Site supervisor, or Foreman permissions separately
Platform roles
Who does the work on each project.
Commercial, Site supervisor, and Foreman are platform roles. They decide what someone sees inside assigned projects without widening the Financial Firewall.
Commercial
Office commercial lead for valuation prep, change packs, payment applications, and exports.
Office commercial workspace
- Live Log commercial view
- Change pack preparation
- Payment application queue
- Cannot sign or reject site records as the supervisor
- Rates and totals stay hidden from field roles
Site supervisor
Checks assigned project records and signs or returns evidence without seeing commercial values.
Assigned project review
- Site change review list
- Sign, reject, or return with reason
- Evidence trail preserved
- Cannot see rates, totals, exports, or payment values
- Cannot manage organisation access or billing
Foreman
Captures assigned project work while the evidence is still fresh.
Field capture queue
- New site change drafts
- Photos, notes, and quantities
- Returned records to fix
- Cannot approve commercial value
- Only opens projects they are assigned to
Outcomes
What the team gets from the workflow.
The goal is simple: record work clearly, get it accepted quickly, and give the office the evidence it needs when payment gets difficult.
Fewer lost details
Capture happens while people still know what changed, who was there, and what needs to be signed.
Cleaner office queues
The office can filter signed work, group evidence, and prepare packs without chasing scattered messages.
Protected money controls
Rates, totals, exports, and payment-facing actions stay away from field roles.
Ready to run this on your projects?
Tell us about your projects and we will set you up, or sign in when your workspace is already live.