Systems that do the busywork.

Project tracking

The home build tracker

For a family building a new home with a volume builder.

The problem

Dozens of emails, calls and price changes were spread across inboxes. It was hard to see what was late, what had been promised and what the build was really going to cost.

What we built

• A dashboard showing the current stage, days in that stage and promises still outstanding
• A stage timeline with target dates that works out days early or late
• A change request register with costs grouped by area of the house
• A communications log where every promise gets a due date
• Contract checks that count working days, skipping weekends and public holidays
• A password protected version and a view only version to share with family

What it does automatically

• Flags late promises
• Counts working days
• Running cost total
• Follow up emails
• Summary image
• Backups and exports

Built with a single web app with a shared live database, offline support and encrypted sharing.

Care and reporting

Support worker notes and invoices

For a family coordinating NDIS funded support workers.

The problem

Session notes were inconsistent, invoices were built by hand each week, and pulling together progress against goals for plan reviews took hours.

What we built

• A tap based session log that follows the routine step by step, so every worker records the same way
• Progress notes that write themselves from the answers
• Hours rounded correctly and the right support item chosen by day and time
• Weekly invoices as PDFs, tracked from draft to paid
• Progress charts against each goal, with skill ratings over time
• A simple worker version that keeps their sessions on their own phone and sends them through

What it does automatically

• Writes the notes
• Calculates hours
• Picks the support item
• Weekly invoices
• Goal reports
• Plan review exports

Built with a single web app with role based access, PDF generation and a shared database. Private details stay with the family.

Bookkeeping

Books and BAS for a sole trader

For a tradie running a sole trader business without accounting software.

The problem

Receipts lived in the ute, invoices were made in a word processor and BAS time meant a weekend of sorting through bank statements.

What we built

• Receipt scanning that reads the details from a photo or PDF
• Bank statement import that sorts transactions automatically
• Invoices with GST, automatic numbering and PDF download
• BAS figures worked out for each quarter, with a checklist before lodging
• A kilometre logbook, an ABN check and recurring bills
• Access for a partner or bookkeeper to add receipts

What it does automatically

• Reads receipts
• Sorts bank lines
• GST on invoices
• BAS figures
• Missing receipt alerts
• Overdue invoices

Also available as a starter template. Anyone can open it and get their own private, empty set of books, with example data to try first. It prepares the figures, and your accountant or BAS agent still checks and lodges.

Built with a single web app with secure file storage for receipts and a shared database.

Operations

Stock and recipe planner

For a small food producer making and packing products for cafés and markets.

The problem

Ingredients and packaging ran out halfway through production days. Reorders were guessed, and when a recipe changed nobody updated what needed buying.

What we built

• Minimum and maximum levels for every ingredient and packaging item, set from real usage
• Critical items flagged, because without them nothing can be made
• Recipes set up as bills of materials, listing every ingredient and packaging item per batch
• A production plan that works out exactly what's needed for the week
• Suggested order quantities that bring stock back up to its maximum, grouped by supplier
• Late deliveries, slow movers and items close to expiry highlighted

What it does automatically

• Reorder alerts
• Order quantities
• Recipe costs
• Critical item flags
• Late deliveries
• Monthly report

Built with spreadsheet automation with a quick stock count form on the phone and a monthly report built automatically.

Our own tools

Our studio hub

The private system we run TOI Studio on.

The problem

We wanted every lead, quote, invoice and receipt in one place, with tax time ready to go, without paying for five different apps.

What we built

• Leads arrive automatically from our website and free review
• A process board that shows every client's stage and next step
• Quotes that double as project agreements
• Accepted quotes that turn into deposit invoices in one click
• GST invoices, payments and expenses with receipts
• BAS and financial year reports

What it does automatically

• Captures leads
• Next step reminders
• Quotes and invoices
• Overdue alerts
• BAS reports
• Client emails

Built with Google Sheets and Apps Script, private to the owner.