Know the margin on every job while you can still change it.
NEO ERP brings procurement, labour, subcontractors and plant onto one live job-costing ledger, with 3-way matching, CIS deductions, valuations and retentions built in.
- Hosted in London (europe-west2)
- Xero and QuickBooks ready
- HMRC CIS deductions built in
- Working at height
- PPE compliant
- Edge protection
- Weather acceptable
| Job | Contract sum | Cost to date | Live margin | Status |
|---|---|---|---|---|
| Leadenhall Street re-roof | £642,000 | £451,300 | 29.7% | Warning |
| Bristol Fruit Market cladding | £318,500 | £201,900 | 36.6% | Healthy |
| Gloucester depot envelope | £1,120,000 | £931,000 | 16.9% | Critical |
| Cheltenham school M&E fit-out | £486,200 | £298,700 | 38.6% | Healthy |
Built with commercial contractors in roofing and cladding, M&E, fit-out and groundworks.
The final account is too late to find out.
Most contractors learn what a job really made months after handover. The data existed all along, in four places that never meet.
Costs in four silos
Materials in the accounts package, labour on timesheets, subbies in a spreadsheet, plant on a supplier portal. Nobody adds them up until the end.
Bills paid blind
A supplier invoice arrives for 40 sheets when 32 were delivered, at a price 8% above the order. It gets paid because nobody has time to check.
Compliance by hand
CIS deductions worked out in Excel, the CIS300 rebuilt every month, plant still on hire a week after the job finished.
One ledger per job. Four cost pillars. Live.
Every approved purchase order, goods receipt, timesheet, subcontractor certificate and plant hire posts to its job the moment it is approved. The ledger compares them against the revised contract sum and tells you the margin, the WIP position and what retention is still held.
The four boxes on the left are the only places cost can enter a job. The ledger compares them with the contract sum and certified valuations; the three boxes on the right are what the Commercial Director reads.
Everything between the enquiry and the final account.
Nine modules that share one set of jobs, customers and suppliers.
Live gross margin per job and across the portfolio.
- Health flags at 30% and 20% margin, on every job and the roll-up
- Unbilled WIP asset vs overbilling liability, from cost minus certified revenue
- Revised contract sum updates the moment a variation is signed
Every supplier bill checked against the order and the delivery.
- 3-way match on quantity (bill vs goods received) and price (bill vs purchase order)
- 5% price tolerance; anything over it holds the bill with the variance spelled out
- Commercial override releases a held bill with a logged reason, name and time
Burdened labour cost and CIS done the HMRC way.
- Rate cards with 1.5x and 2x overtime and a 26.8% default burden for NI and pension
- Payment certificates deduct 0%, 20% or 30% on labour only; materials stay exempt
- CIS300 schedule by subcontractor for the tax month, deadline the 19th
Stop paying for kit nobody is using.
- Daily or weekly rate accrual with delivery and collection charges on the job
- Alerts two days before off-hire is due and every day a hire runs over
- Off-hire records the supplier reference so the end of the charge is provable
Site evidence that reaches the office the same minute.
- GPS arrival moves the job to in progress
- Four-point RAMS checklist signed by the operative before work starts
- Geotagged before, during and after photos, and customer sign-off on completion
- Working at height controls in place
- PPE compliant
- Edge protection verified
- Weather acceptable
From enquiry to signed quote without retyping.
- Enquiry to lead to job in one click, with guarded status transitions
- Templated, sectioned quotations with PDF output
- Customer portal with e-signature; the quote locks the moment it is accepted
Know what is in the yard and what it is worth.
- Warehouses, categories, variants and transfers with a full movement history
- Requisitions with approve, issue and reject; approved issues post to the job
- Goods receipts post straight to stock; average-cost valuation report
Certificates, tools and vehicles that never quietly expire.
- CSCS, SMSTS, IPAF, PASMA and training records per operative
- Tool checkups and job RAMS checks against your own checklists
- MOT, tax and insurance reminders to H&S managers every morning at 07:00
Invoices that already know about VAT and CIS.
- CIS deduction on labour lines, VAT at 20%, net payable shown
- PDF invoices and payment recording with reference
- Xero and QuickBooks ready, with a sync log of what was sent and when
Built for the people who carry the numbers.
Twelve things the system does without being asked.
Live job costing
Materials, labour, subcontractors and plant against the contract sum, updated as each item is approved.
3-way matching
Billed quantity vs delivered, billed price vs ordered. Variances hold the bill until a manager signs it off.
CIS payment certificates
Deducts 0, 20 or 30% on labour, exempts materials, and rolls up into the monthly CIS300.
Variations with e‑signature
Price a change at cost plus markup, send it, and add it to the contract sum once the client signs.
Valuations and retentions
Applications for payment with retention deducted, half released at practical completion and half after defects.
Plant standby alerts
Accrued hire cost per item, with alerts two days before off-hire and every day it runs over.
Scheduler with clash detection
Assign crews by date range and get warned when someone is already booked elsewhere.
Field hub
Installable mobile portal for arrival, RAMS, photos and customer sign-off.
Quotation portal
A signed link where the client reviews, signs and accepts; the quote locks the moment they do.
Stock and requisitions
Multi-warehouse stock with transfers, requisitions and average-cost valuation.
Compliance calendar
Certificates, tool checks, MOT, tax and insurance with automatic reminders.
Roles and branches
Role-based permissions and per-branch data separation with a one-click branch switcher.
Four steps from enquiry to final account.
Win it, build it, cost it, bill it.
Win the work
Log the enquiry, convert it to a lead, build the quote from a template and send the signed link. Acceptance creates the job.
Buy and build
Raise purchase orders, receive goods with a photo of the delivery note, schedule crews, and run the site from the field hub.
Cost and certify
Approved timesheets, matched bills, subcontractor certificates and plant accruals post to the job ledger. Raise valuations and sign variations.
Bill and report
Invoice with VAT and CIS applied, export to Xero or QuickBooks, generate the CIS300, and read the margin on the portfolio dashboard.
Three people, three screens, one set of numbers.
The same job as the Commercial Director, the buyer and the site manager see it.
| Job | Contract | Margin | Status |
|---|---|---|---|
| Leadenhall Street re-roof | £642,000 | 31.5% | Healthy |
| Gloucester depot envelope | £1,120,000 | 16.9% | Critical |
| Bristol Fruit Market cladding | £318,500 | 36.6% | Healthy |
- Working at height
- PPE compliant
- Edge protection
- Weather acceptable
What you get that the alternatives leave out.
Compared with the three ways contractors usually run jobs today.
| Capability | Spreadsheets + Xero | Generic SME ERP | Enterprise construction ERP | NEO ERP |
|---|---|---|---|---|
| Live job margin across four cost pillars | No | Partial, with add-ons | Yes | Yes |
| 3-way matched supplier bills with hold and override | No | Partial | Yes | Yes |
| CIS deductions and CIS300 return | Manual | Add-on | Yes | Yes |
| Valuations, retentions and e‑signed variations | Manual | No | Yes | Yes |
| Plant hire accrual with off-hire alerts | No | No | Partial | Yes |
| Mobile field hub with RAMS and sign-off | Separate app | Separate app | Separate app | Included |
| UK hosting, live in days | n/a | Weeks | Months | Days |
| Fit for £2m to £50m contractors | Outgrown | Needs partner build | Priced for £50m+ | Built for it |
Fits the tools you already pay for.
We say exactly what each connection does, so there are no surprises after go-live.
Controls your auditor will recognise.
Role-based access, UK hosting and a test suite that runs on every release.
- Access control
- Roles and permissions on every screen and route. Only a super admin can grant super admin, the last one cannot be deleted, and public registration is switched off.
- Passwords
- Eight characters minimum with mixed case, numbers and symbols, hashed with Laravel’s defaults, with repeated failed logins throttled.
- API tokens
- Bearer tokens per device, revocable one at a time or all at once from the account.
- Tenancy
- Every record is tied to a business and filtered automatically; branch switching is explicit and audited in the session.
- Evidence trail
- Overrides, off-hires, certifications and signatures record who did it and when, on the record itself.
- Hosting
- Containerised and deployed to Google Cloud Run in London (europe-west2) with managed TLS; self-hosting on your own VM is supported.
- Queues and jobs
- Background work runs on Redis-backed queues with a daily scheduler for compliance reminders.
- Testing
- 90 automated test methods across security, pipeline, procurement, CIS, plant and WIP run before every release.
Priced per user, not per project.
Add jobs, branches and subcontractors without the bill going up.
Core
CRM, quotes, jobs, scheduler, stock, health and safety, field hub.
Billed monthly. Minimum 5 users.
- Enquiries, leads and jobs with status control
- Templated quotes with signed customer portal
- Scheduler with clash detection
- Stock, warehouses and requisitions
- Compliance calendar and field hub
Commercial
Core plus procurement, 3-way matching, labour and CIS, plant, variations, valuations and WIP.
Billed monthly. Minimum 5 users.
- Live four-pillar job costing and WIP
- Purchase orders, GRNs and 3-way matched bills
- Timesheets, rate cards and CIS certificates
- Plant hire register with off-hire alerts
- Variations, valuations and retention ledger
Enterprise
Commercial plus multi-branch, API access, SSO on request and guided onboarding.
Annual agreement. Volume pricing from 50 users.
- Multi-branch tenancy with group view
- REST API with OpenAPI documentation
- Single sign-on on request
- Data migration and onboarding with your team
- Self-hosting option on your own VM
Implementation in weeks, not months. Your data stays in the UK.
Questions commercial teams ask first.
Does it replace my accounts package?
No. NEO ERP is where jobs are costed and controlled; your ledger stays in Xero or QuickBooks. Invoices and customers export with a sync log, and the Xero payload uses the CIS domestic reverse-charge tax type so your accountant has nothing to re-key.
How does CIS work in NEO ERP?
Each subcontractor carries their UTR, verification number and HMRC tax status. A payment certificate deducts 0%, 20% or 30% on the labour element only, with materials exempt, and shows gross, deduction and net payable. The CIS300 page groups certificates by subcontractor for the tax month and shows the filing deadline (the 19th of the following month).
Can my site teams use it on their phones?
Yes. The field hub installs as a web app on any phone. Operatives log arrival with GPS, sign the RAMS checklist, upload before, during and after photos with location, and capture the customer’s signature on completion. Pages are cached so it keeps working on a patchy signal.
How long does it take to go live?
Days for a single company, because the stack deploys as a container and the data model is ready for UK contractors. Most of the time goes on loading your customers, suppliers, stock and rate cards, which we do with you.
Is my data separated from other companies?
Every record belongs to a business, and queries are scoped to it automatically. Group users can switch branch or view the whole group; everyone else sees only their own. Tenancy isolation is covered by an automated test on every release.
Can I import my existing customers and stock?
Yes. Customers, enquiries, leads, jobs, schedules and stock items are all available through the REST API, so bulk loads come in by script or spreadsheet, and customer deduplication stops the same client arriving twice.
What does the 3-way match actually check?
Two things on every bill line: that the billed quantity does not exceed what the goods received note says was delivered, and that the billed unit price is within 5% of the purchase order price. A failed line puts the whole bill on hold with the variance spelled out; a commercial manager can release it with a logged reason.
What happens when a variation is signed?
The client signs through the variation record; the system stores the signer, their email and the time, marks the variation approved, and adds its quoted amount to the revised contract sum, so the live margin on the job changes the moment the signature lands.
Still have a question? Ask us.
See the live margin on one of your jobs.
Bring a recent job with its orders, timesheets and subbie invoices. We will load it in the demo and show you the margin before the call ends.