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Creating a Daywork Sheet

Platform: Both (Web Application and Mobile App) 
User Type: Standard and above 
Difficulty: Beginner 
Estimated Time: 10 minutes 
Last Updated: September 2025

Quick Summary

Create comprehensive daywork sheets to document daily construction activities using the four resource types: Labour, Plant & Equipment, Materials, and Rate Items. This workflow transforms traditional paper daywork books into professional digital documentation.

What You'll Learn

  • Select appropriate resource sections for your daywork activities
  • Record labour using Simple (positions) or Advanced (individual workers) methods
  • Document plant and equipment usage with quantities and durations
  • Track materials consumption with accurate measurements
  • Add rate items for composite work measured by area, volume, or other units
  • Include photos and supporting documentation
  • Prepare sheets for client approval

Before You Start

Prerequisites:

  • At least one job created with client assignment
  • Directory configured with relevant resources (Labour, Plant & Equipment, Materials, Rate Items)
  • Understanding of the work to be documented

You'll Need:

  • Work details including date, location, and scope
  • Resource usage information (worker hours, equipment time, material quantities)
  • Photos of work progress or completed activities (optional)
  • Clear description of work performed

Step-by-Step Instructions

Step 1: Start Creating a Daywork Sheet

1. Navigate to the Jobs section and select your project

2. Click "+ New Sheet" from the Job Details page,

   

or use "+ New Sheet" from the main Sheets section

   

3. If creating from Sheets section, select the appropriate Job from the dropdown

   

4. The sheet creation workflow will begin

🎯 Key Point: Each daywork sheet represents one day's work and consumes one sheet credit once generated/sent

📱 Mobile Note: Use the floating "+" button for quick access to sheet creation

Step 2: Enter a Description, Reference, and Date

1. Enter a clear Description of work performed, including:

  • Specific tasks completed
  • Location within the project
  • Any variations from planned work
  • Issues encountered or resolved
2. Enter a Reference for the work (optional). This could be anything, including:
  • Site instruction number
  • Variation number
  • Email details
  • Supervisor name
  • Internal order

3. Confirm the Date you completed the work (defaults to today)

     

💡 Pro Tip 1: There is no limit to the length of the description on a sheet.

💡 Pro Tip 2: Using voice to text on your device will speed up description entry.

⚠️ Watch Out: Ensure the date accurately reflects when work was performed, not when the sheet is being created

Step 3: Select Resource Sections

Choose all resource types will apply to your daywork activities for the sheet:

Available Resource Types:

  • Labour: Worker positions (Simple) and individual staff hours (Advanced)
  • Plant & Equipment: Machinery, tools, and equipment usage
  • Materials: Supplies, consumables, and material consumption
  • Rate Items: Composite work measured by unit (sqm, m³, linear metre, tonne, etc.)

1. Select all relevant resource types for your day's work

2. Click "Next" to proceed to resource entry

      

💡 Pro Tip: You can select multiple resource types - most daywork involves a combination of labour, equipment, and materials

Step 4: Record Labour Resources

For Simple Labour (Position-Based):

1. In the Labour section, select worker positions from your Directory

2. Enter the number of workers for each position

3. Record Standard Hours and Overtime Hours separately

4. Add any relevant notes about work performed

     

For Advanced Labour (Individual Workers):

1. Toggle Advanced mode if using individual worker tracking

   

2. Select specific workers from your configured staff list

3. Click the clock icon against a resource to set Start Time, Finish Time, and Break Duration for each worker (optional). The system will automatically calculate total standard hours

     

4. You can also toggle Overtime in Advanced mode also. If you are using start and finish times, when you manually enter overtime duration it will deduct this value from the overall duration in the standard field.

   

5. Workers are auto-assigned to positions

  

🎯 Key Point: Simple Labour tracks positions (e.g., "3 Tradesman @ 8 hours"). Advanced Labour tracks individual workers by name 

💡 Pro Tip: When using Advanced, if all your workers did the same hours for the day, list them out first and then enter start and finish times. When done you will be asked if you want to apply this to all list resources.

⚠️ Watch Out: Choose either Simple or Advanced for consistency across your organisation

Step 5: Document Plant & Equipment Usage

1. In the Plant & Equipment section, select equipment from your Directory

2. Enter Quantity (number of units) and duration

3. Choose Unit type (hours or days) as configured in your Directory

4. Add specific equipment notes if needed 

   

💡 Pro Tip: Be specific about equipment usage times - clients often scrutinise machinery costs closely 

📱 Mobile Note: Equipment selection uses touch-friendly dropdowns optimised for field use

Step 6: Track Materials Consumption

1. In the Materials section, select materials from your Directory

2. Enter Quantity used with appropriate units (pcs, sheets, kg, litres, etc.)

3. Add notes about material usage or specifications if relevant

   

🎯 Key Point: Use the measurement units configured in your Directory for consistency 

⚠️ Watch Out: Ensure quantity accuracy as this affects both documentation and billing

Step 7: Add Rate Items (Composite Work)

1. In the Rate Items section, select composite work types from your Directory

2. Enter the Quantity completed using the configured measurement unit

   

💡 Pro Tip: Rate Items are ideal for work that combines multiple resources into a single measurable output

Step 8: Add Photos

1. Add Photos (optional but recommended):
  • Click "Upload Photos" to add progress images
  • Take photos directly using mobile camera or upload from device
  • Add captions describing what each photo shows
  • Include before/during/after shots for complex work

     

🎯 Key Point: Detailed descriptions and photos provide essential evidence for dispute resolution 

💡 Pro Tip 1: Use our mark-up tool to add annotations to your photos to draw attention to certain elements

💡 Pro Tip 2: Before and after photos are a great way to illustrate the work completed

💡 Pro Tip 3: An alternative image could also add value to a sheet e.g. a section detail from a drawing, or a receipt from the hardware store

⚠️ Watch Out: You can only upload a maximum of 8x photos for each sheet

📱 Mobile Note: Mobile app allows direct camera capture for immediate photo documentation

Step 9: Review and Generate Sheet

1. Click "Create Sheet" to generate the daywork sheet

2. The system creates a professional PDF document with your company branding

3. Review all entered information for accuracy and completeness

4. Check that quantities, descriptions, and photos are correct

   

⚠️ Watch Out: Take time to review thoroughly - changes after client approval require an additional sheet

Understanding the Results

After creating your daywork sheet, you should have:

  • Professional PDF document with company branding and client information
  • Comprehensive resource documentation showing all labour, equipment, materials, and rate items
  • Visual evidence through photos and detailed descriptions
  • Sheet status set to "Draft" ready for client approval
  • Automatic job tracking with updated totals and performance metrics

The sheet is now ready for client review and approval through the signing workflow.

Troubleshooting Common Issues

Problem: Resources not appearing in selection lists 
Cause: Resources haven't been added to Directory or cache issues 
Solution: Navigate to Directory and ensure all required resources are configured. Refresh the page if resources were recently added.

Problem: Can't save labour hours or quantities 
Cause: Invalid numbers entered or required fields incomplete 
Solution: Ensure all quantity fields contain valid numbers. Check that position selections are made before entering hours.

Problem: Photos won't upload or appear corrupted 
Cause: File size too large, unsupported format, or connectivity issues 
Solution: Use standard image formats (JPG, PNG). Ensure photos are under 10MB each. Check internet connection stability.

Problem: Advanced Labour not showing worker names 
Cause: Individual workers haven't been added to labour positions in Directory 
Solution: Go to Directory > Labour, select positions, and add individual worker names using "Advanced Setup".

Problem: Rate Items missing or showing wrong units 
Cause: Rate Items not configured properly in Directory 
Solution: Navigate to Directory > Rate Items and ensure all composite work types are set up with correct units and categories.

Problem: Sheet won't generate or shows errors 
Cause: Required fields incomplete or system connectivity issues
Solution: Review all sections for missing required information. Ensure at least one resource type has entries. Try refreshing if connectivity issues persist.

What's Next?

With your daywork sheet created, your next steps are:

  1. Get the sheet signed - Present to Client Representative for approval
  2. Monitor approval status - Track sheet progress through the approval workflow
  3. Create additional sheets - Document ongoing work for the same or different jobs
  4. Compile sheets for billing - Combine multiple approved sheets for client invoicing

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