Day Works Dockets

Day Works is work outside a project's contracted scope — a client asks for something extra on the day, and because it's not in the original scope of works, you need your own signed record to bill for it. This page is where that evidence gets built, chased down, signed off, sent to the client, and packaged up for billing.

Who can use it — Anyone with the "manage day works dockets" permission. This is the tenant-wide management hub, separate from the personal view every worker gets on their own My Work Log (Day Works tab), which only shows their own dockets and coverage gaps. See Roles & Permissions for how access is set.

Where to find it — Project Management → Day Works Dockets in the sidebar.

How to use it

The page is three tabs:

Dockets — every docket in the tenant, filterable by period, status, project, and shift type.
Missing Coverage — a chase list of project/dates where crew logged Day Works hours that no docket yet covers.
Settings — auto-distribute, signature link expiry, and Quick Add equipment presets.

A stats strip sits above the tabs showing docket counts by status (Draft, Pending Signature, Signed, Distributed, External receipts) plus a Missing Coverage tile — click any tile to jump straight to that filter. The Dockets tab also carries the standard month / YTD / All period selector; everything below reacts to whichever period is selected.

Dockets tab

The table lists every docket for the selected period: docket number, work date, project, client, location, shift type, contract type, status, hours, verification state (for external dockets), who signed it and when, and who created it.

New Docket (top of page) opens the full docket form.
View opens the docket detail — status, works summary, work items, equipment, signature, and attachments — with the actions below.
Download PDF — available once a docket is signed.
Edit — only on Draft dockets; a docket locks the moment it's signed.
Mark verified / Revoke verification — external dockets only (see below).
Delete — soft-delete, available on Draft dockets you can act on.
Filters: Status, Project, Shift Type, Billable evidence only (Signed/Distributed/External), and Trashed (to see soft-deleted rows).
Bulk actions: Download selected PDFs (ZIP), Export CSV, Delete, Restore, and Permanently delete drafts.

Creating a docket

New Docket opens a form with:

Docket Details — date of works, project, location (if the project has locations), shift type. The docket number is auto-generated.
Additional details (collapsed by default) — contract type (plant-hire hourly vs a measured rate) and float-shift details (weight category, notes) if it's a float move.
Works Performed Summary — a required written description of what was done.
Work Items — the billable lines. Use Add Plant, Add Labour, or Add Custom to add a pre-typed row: plant rows pick an asset and calculate hours from start/finish time and breaks (or a day rate); labour rows pick a job position the same way; custom rows take a free-text description and unit. You can add a machine or job position on the fly from the picker if it isn't in the fleet yet.
Equipment List — attachments and small gear used on the shift, picked from the fleet or typed as a custom name, with an optional cost code. Quick Add from preset list bulk-adds your tenant's common items (configured in Settings).
Photos & Attachments — up to 20 images, 10 MB each, 100 MB total.

A docket starts as Draft and stays fully editable until it's signed.

Sending for signature and signing

From a docket's View page:

Capture Signature — for signing on the spot: pass the device to the client rep, who signs on a signature pad. Pick who's signing (an existing client contact, a new one you save to the project, or a one-off that isn't saved) and capture the signature.
Request Email Signature — for signing remotely: emails a secure link to a client contact (existing, new, or one-off) with an optional personal message. This moves the docket to Pending Signature and the link expires after your tenant's configured number of days (Settings, default 7). The client opens the link and signs on a guest page — no login required — which captures name, email, company and signature.
Revoke Signature Request — cancels all outstanding signing links immediately and returns the docket to Draft so it can be edited or resent.

Once signed (either way), the docket becomes Signed and locks — no further edits. A PDF is generated automatically.

Distributed vs. auto-distribute

If your tenant has Auto-distribute signed dockets turned on (Settings tab), the docket status jumps straight from Signed to Distributed and a PDF copy is emailed to the signer the moment they sign — no extra step. If it's off, you manually run Distribute Docket from the signed docket's page: add recipients (signer, CC, project manager, engineer), and each gets emailed a copy. Sending to a recipient who's already received the current PDF is skipped automatically so the same file is never double-sent. Once any recipient is distributed, the docket is Distributed and the button becomes Send to Additional Recipients for anyone who still needs a copy.

Each docket's View page also has two tabs showing delivery history: Signature Requests (who was asked to sign, delivery/expiry/signed status, with a Resend for still-live requests) and Distribution History (who received the PDF, delivery status, with a Resend on failed sends).

External dockets and verification

Not every job's Day Works evidence comes from this app — sometimes it's a client-system receipt or a paper docket handed over on site. These land as External source dockets and need a manager to verify them before they count as billing evidence:

Mark verified — choose how many hours the external docket covers: the uploader's own Day Works hours that day, a hand-picked set of workers, all remaining uncovered hours for that project/date, or a custom figure. This turns it into billing evidence immediately.
Revoke verification — drops it back out of coverage if it was verified in error; the audit log records who and why.
Record paper docket (from the header's Export & record menu) — for a manager to log a physical docket that was handed in but never uploaded: pick the project, date, shift and contract type, enter coverage hours, and attach a photo/scan. It's created already verified, so coverage clears the moment it's recorded.

Missing Coverage tab

A chase list of project/dates in the last 60 days where crew logged Day Works hours on their timesheets that aren't yet backed by a signed app docket or a verified external one. Each row shows the date, project, worker count, Day Works hours logged, hours already covered, and hours still uncovered, with a coverage-state badge (Missing, Partial, In Progress). Create docket opens the full docket form for that project/date (deliberately not pre-filled with a single worker's hours, so you build the full crew picture rather than rubber-stamping one person's log). Every day a gap sits open is a day closer to it becoming unrecoverable from the client — that's the reasoning behind the badge on the sidebar and the tile in the stats strip.

Settings tab

Auto-distribute signed dockets — toggles whether a signed docket is emailed to the signer automatically or waits for manual distribution.
Signature request expiry (days) — how long an emailed signing link stays valid (1–30 days).
Quick Add Presets — the list of common equipment (name, unit, default quantity) offered in the docket form's Quick Add modal, so crews aren't retyping the same gear every shift.

Exporting for billing

The header's Export & record menu holds the two billing exports, both scoped to a period (your current selection, or a custom date range for non-calendar billing cycles), with optional filters for project, status, and source:

Export evidence pack — a ZIP of every docket PDF in the period, plus original external-docket screenshots/photos, grouped by project and date, with a manifest CSV. This is the file you hand to a client or keep as billing proof. By default it includes only evidence-ready records — signed, distributed, and verified external dockets; toggle Include unsigned app dockets or filter by Source/Status to pull in drafts or unverified external receipts for review.
Export workbook — an Excel workbook summarising dockets, line items, and coverage totals, for management review and billing preparation.

Turn on Exclude already-exported dockets to only pull work that hasn't been bundled into a previous evidence pack yet, so nothing gets billed twice. Every export is logged (who ran it, the filters used, docket count, file hash) so there's a permanent record of what was sent out and when — that's the audit trail behind a billing dispute.

Exports are capped at 500 dockets per run; narrow the period or filters if you hit the ceiling.

Retention — signed and distributed dockets are never deleted

Signed and Distributed dockets are billing evidence and can never be permanently deleted, by anyone, regardless of permission. Soft-delete (the regular Delete action) is allowed on any status and acts as a "marked deleted" tombstone — the docket, its attachments, signature and PDF all stay on disk. Only Draft and Pending Signature dockets can be permanently purged, via Permanently delete drafts on the trash tab (Trashed filter) — and even then, if a Signed or Distributed docket accidentally ends up in the selection, it's automatically skipped and named in the confirmation so nothing evidentiary is lost by mistake.

Connected pages

My Work Log — the worker-facing Day Works tab: your own dockets, coverage gaps, and the button to start a new one.
New Timesheet — Day Works hours logged on a timesheet are the "demand" side of the coverage calculation on this page.
Projects — every docket belongs to a project and (optionally) one of its locations.
Subcontractors — a separate billing evidence chain for subcontractor work, with its own retention rules.
Budget Ledger — where the cost side of plant, labour and equipment ultimately lands.

Tips & common mistakes

Can't edit a docket? Once it's signed, it locks — that's deliberate, so a signed record can't be quietly changed after the client has agreed to it. Only Draft dockets are editable.
Signature link expired? Use Revoke Signature Request to return the docket to Draft, then Request Email Signature again to mint a fresh link.
External docket not showing up as coverage? It has to be verified first — an uploaded screenshot or photo alone doesn't count until a manager runs Mark verified.
Missing Coverage gap won't clear? It needs a signed app docket or a verified external docket for that exact project/date — a draft alone isn't enough, and neither is an unverified external upload.
Trying to hard-delete a docket and it won't go? If it's Signed or Distributed, that's the retention rule working as intended — it's billing evidence. Soft-delete it if you need it off the active list.
Exported the same period twice? Turn on Exclude already-exported dockets so a re-run only picks up newly-signed work, not everything again.