ACE Group
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ACEGROUP · Office
ACE Scaffolding
This business is being built into the office app, phase by phase. Now: customers, contacts and sites, and the enquiries and jobs brought over from monday. Next: the enquiry pipeline and quotes, then jobs, hire billing, the phone app for crews and stock.
IMPORT FROM MONDAY (ONE-OFF)
Reads the ACE Scaffolding boards — Estimated Enquiries, Project Sheet and the customers they link to in My Contacts — into the office app. Run Check first to see what would come in. It can be run again until monday is switched off: new items are added and imported ones refreshed, but anything changed here is kept.
PLAN
- Foundations — customers, contacts and sites, roles, numbering, one-off import from monday
- Enquiries and quotes — pipeline, chase-ups, survey on the phone, quote builder with elements, quote PDF
- Jobs and contracts — erect and dismantle planner, own and subcontract crews, digital handover, variations, dismantle requests
- Hire and invoicing — rent-due alerts, weekly or monthly rent runs, staged invoices, request-for-invoice PDF for Xero, weekly crew pay
- Phone app for crews — day list, signed handovers, 7-day inspections, delivery and collection notes
- Stock — yard, site and vehicle stock, estimated materials per scaffold, availability by week
- Reporting — job profit, rent income, overdue rent; monday switched off
Enquiries
ACE Scaffolding enquiries and estimates (ACE numbers).
| NUMBER | RECEIVED | SITE / TITLE | CUSTOMER | STATUS | PRICE | EST. PROFIT | FOLLOW UP | ESTIMATOR / SALES |
|---|
Jobs
ACE Scaffolding jobs (ACESC numbers): erection, hire and dismantle.
| NUMBER | ENQUIRY | SITE / TITLE | CUSTOMER | ERECTED BY | STATUS | UP | HIRE | DISMANTLE REQ. | PRICE |
|---|
Planner
Erect, adapt, inspect, dismantle, deliver and collect — per crew and day. Click an empty cell to plan a visit.
Hire & invoicing
Rent after the included weeks is charged per day (weekly rate × days ÷ 7) up to the dismantle day the team confirms. Requests for invoice go to accounts, who raise them in Xero.
Rent due up to
| JOB | SITE / TITLE | CUSTOMER | BILLED | SCAFFOLDS | DAYS | RENT |
|---|
Requests for invoice
| REF | CUSTOMER | TYPE | PERIOD | TO INVOICE | STATUS | XERO | DUE |
|---|
Stock
Yard, vans and sites. Every movement is a numbered note; stock may go negative until it is counted.
Availability — next 6 weeks
Yard + vans after the planned erections (−) and dismantles (+, back the week after), from the scaffolds' estimated materials. Red = short.
Sites holding stock
Recent notes
Reports
ACE Scaffolding: pipeline, job profit, income and debtors.
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Customers
ACE Scaffolding customers with their contacts and sites.
| CUSTOMER | KIND | PHONE / EMAIL | CONTACTS | SITES | ENQUIRIES (WON) | JOBS | LAST ENQUIRY |
|---|
Dashboard
Live status across all jobs — straight from the store.
BY JOB
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PO
0 selected
Set on selected:
| FULL CODE | BLOCK |
ELEV |
FLAT |
FLOOR |
ROOM |
ITEM |
STAGE |
PO |
RATE (£) | INSTALL STATUS |
TEAM | MONDAY |
|---|
Fitter teams & rates
Each team has a Windows rate and a Doors rate. Items inherit their team's rate for their category (doors are detected from the item type/code) unless a per-item override is set. The rate flows to Monday's Labour Cost column when an item is synced. A team with items assigned can't be deleted — Retire it instead: it stays on existing items and reports but disappears from new assignment lists, and can be reactivated anytime.
W £
You're signed in as . Only admins can add or edit teams.
| TEAM | WINDOWS RATE (£) | DOORS RATE (£) | ITEMS USING |
|---|
Monday sync
Link each job to its Monday board, then push its items across. Matching is by item name (the full code), so re-syncing updates in place — it never duplicates. Board id is the number in the board's URL: monday.com/boards/18424137545.
| JOB | MONDAY BOARD | ITEMS | SYNCED | TO SYNC |
|---|
Plans
Upload a floor plan or elevation per job (image or PDF — a multi-page PDF becomes one plan per page), then pin each item to its spot. Field staff see the pins on the phone. Click an item on the right, then click its location on the plan.
No plan for this job yet. Upload a floor plan to start pinning.
Items
Install calendar
Every scheduled install across all jobs and teams. Dates come from Monday: pulled automatically every morning (05:00 Poland time), or right away with Sync tab → Pull fitters + dates. Filter by team, page months, click a day to see what's on.
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Budget & pricing
Customer pricing rules. Assign a rule to a job, and items are priced by it. Visible to admins and invoice managers only — no one else can see costs or prices.
| RULE | CUSTOMER | MODEL | RATE / FLAT | RATE / DOOR | RATE / m² |
|---|
Job pricing
Assign a rule to a job, then see the budget cost and the customer price broken down by flat.
Invoices
Raise a VAT invoice from a priced job, download the PDF, and track paid / unpaid. Finance-only — no one else can see it.
| INVOICE | JOB | CUSTOMER | ISSUED | DUE | TOTAL | STATUS |
|---|
Install sign-off
Run the QA checklist per flat when its installs are done, mark it Passed or Failed, and download a handover certificate.
| FLAT | ITEMS | INSTALLED | SNAGS | READY | SIGN-OFF |
|---|
PO requests
Raise purchase-order requests, tag them to a cost centre, attach the quote, and track approval. Requests of £2000+ need a purchasing manager to approve.
| NUMBER | TITLE | COST CENTRE | SUPPLIER | AMOUNT | REQUESTOR | STATUS |
|---|
Payroll
Total salaries and total payroll tax per department, per month. Enter the figures and tick Actuals when they are final. Until then the month shows an estimate: the average of the last 3 months with actuals — or your own figure, if you type one without ticking the box. Ticking a month moves the estimate on to the next one. These numbers fill the Salaries and Taxes rows on Performance.
| MONTH | OFFICE | SALES | PRODUCTION | TOTAL | STATUS | ACTUALS | ||||
|---|---|---|---|---|---|---|---|---|---|---|
| Salaries | Taxes | Salaries | Taxes | Salaries | Taxes | |||||
Grey figures in an empty box are the estimate that will be used. A ticked month is protected: untick Actuals to change it.
Sales
Sales invoices — they come from Subiekt automatically (every 30 minutes, marked Subiekt; change them in Subiekt). + Add invoice is only for what Subiekt does not have, such as a planned invoice. One row per job, holding all of its invoices (prepayments and the final one); click a job to see them. The net total of a job’s invoices is its sales in Job costs. Orpiszew = producer Acemark PL; everything else is Trade from Poland.
| JOB | BUYER | COUNTRY | FROM | INVOICES | PREPAID NET | FINAL NET | TOTAL NET | TOTAL GROSS | PERIOD |
|---|
Job costs
Profit & loss per job order — the Koszty sheet. Each job holds cost lines (material, extras, painting, transport, customs, labour = hours × rate; several per job, e.g. several invoices). Total cost = all costs added up; profit = sales − total cost. Click a job to open it. A locked job can’t be changed until an admin unlocks it.
Sales orders
The sales rep’s register: every offer sent, whether it was accepted, its value and costs. Finance registers what was paid — invoices on the Sales tab attach to an order by its number, and cash payments are added here. An accepted order counts for commission with its full net value in the month its first payment is booked. When an OK order goes into production in Orpiszew, finance adds its Z number; the order keeps both.
Commission
Monthly commission from the sales orders, by the rules in Zasady Prowizji. A month’s total is the full net value of the accepted orders whose first payment was booked in that month; the threshold reached sets the rate, which applies to the whole month.
| MONTH | ORDERS | COUNTED SALES | RATE | COMMISSION | MISSING TO 1% | MISSING TO 1.5% | MISSING TO 2% |
|---|
My cost reports
Warehouse issues & returns
What the warehouse issued for each Z order and what came back from production, logged on the phone (Warehouse role: scan or type the Subiekt symbol, quantity and location). Select the rows and Export to Excel for Subiekt: one sheet per Z order and document — RW for the issues, PW for the returns — with Symbol, Name, Quantity and Unit (the same symbol added up), a Zużycie sheet (issued − returned per Z and symbol) and a sheet with every row. Exported rows are stamped with the export number and disappear from the phones. Click a row that is not exported yet to correct it.
Production time
Cortizo profiles
| SKETCH | REFERENCE | DESCRIPTION | SYSTEMS | WEIGHT g/m | STOCK IN SUBIEKT |
|---|
Stock value
Manuals
Performance
Costs by department → fixed / variable → cost line, month by month — the structure of the New Performance Sheet, calculated from the synced monday invoices (net). Click any number to see the invoices behind it.
The department comes from the board’s Dział column and the line from Podrodzaj kosztu. Fixed / variable is decided by the category, as in the sheet: 469, 401, 412, 457, 489, 463, 464 and 467 are fixed; their .V variants and every other category are variable (the board’s Koszt column is not used). Salaries and payroll taxes come from the Payroll tab; estimates are shown in italics. The Result block follows the sheet: Sales − Materials (RW of the month’s jobs, from Job costs) − Sales costs = Gross margin; − Overheads (Office + Production payroll) = EBITDA; each with its % of sales. Depreciation and Financial cost are typed in: click a month in those rows. Other income is Trade from Poland; it is already part of Sales and, as in the sheet, is subtracted before Profit before tax. Run Sync from Monday on the Costs tab to refresh the invoices.
Costs
All purchase invoices from the monday board FAKTURY WSZYSTKIE. Each invoice gets a Cost ID (supplier # invoice no # net) when first synced; the month it counts in is its monday group — kept here and written to monday. If the supplier, invoice number or net amount is edited later, the invoice is flagged Changed.
Sync:
| DATE | SUPPLIER | INVOICE NO | NET | GROSS | CATEGORY | DEPT | STATUS | ORDER | COST ID |
|---|
Report confirmations
Upload a report to confirm (HTML), copy the link and send it to the customer. They mark their decisions, sign and click Approve — you then download the signed PDF here.
No file chosen
| REPORT | SHARED BY | CREATED | LAST ACTIVITY | STATUS | APPROVED |
|---|
Labels
Upload a production printout and download an A4 sheet of labels (2 × 4, each 103 × 72 mm): an Archimede WYDRUK PRODUKCYJNY PDF gives WEM labels, a CortizoCad PRODUCTION LIST (LP …) gives Acemark labels — either can be printed anonymous. Print it at 100% / Actual size — not “Fit to page”, which shrinks the sheet and shifts every label. Each piece gets 2 copies by default (side by side) — change it under Copies of each label. Nothing is stored.
No file chosen
| POZ. | CONFIGURATION | W | H | REFERENCE |
|---|
Suppliers
Approved suppliers to pick from on a PO request.
| NAME | CONTACT | PHONE | STATUS |
|---|
Cost centres
The list that tags every purchase / PO request. Frameworks and general overheads are added by hand; job cost centres are imported from the Enquiries board (code = the L-number, description = the enquiry name).
| CODE | DESCRIPTION | TYPE | STATUS |
|---|
Customers
Customer cards: a short code, name, contact people and the contractual requirements that apply (Pass24, Building control, …). New jobs must reference a customer created here.
| CODE | NAME | CONTACTS | REQUIREMENTS | STATUS |
|---|
QA test run
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Users
Create logins for office and field staff, set their role, and deactivate anyone who leaves. Roles: admin (full access + this tab), office, surveyor, scanner, fitter, and invoice manager (budget/pricing only — no operational data).
| NAME | ROLE | CLIENT | TEAM | BUSINESSES | LANGUAGE | LOGIN | STATUS |
|---|
A fitter's team decides which items they see in the phone app. Set it here; item→team assignment itself comes from Monday (Sync tab → Pull fitters). A customer only signs in to a read-only portal — set their CLIENT code (e.g. AXS) to control which jobs they can see and download the rate-free install report for.
Roles & access
App access
Which office apps each role can open: off, view (look only) or edit. Changes apply at once — people already signed in get them when they reload the page. Highlighted = changed from the role’s standard access. Admin always has everything; Customer uses its own portal.
Capabilities
What each role can do. This matrix is the single source of truth used by the office app, the mobile app, and the database. To change it, edit
packages/shared/src/permissions.ts. Assign a role to someone in the Users tab.Data scope: a fitter sees only items that are ready to fit; every other role sees all items in the tenant.
Activity log
Recent high-value actions across the tenant (most recent first). Search filters the list.
| WHEN | USER | ROLE | ACTION | DETAILS |
|---|
Mapping
Import a survey sheet, or pre-load a job's items floor by floor.
Import from Excel
Upload a survey sheet (the Main tab). Rows load into an editable, filterable grid below and are saved as a draft for this job. When you're ready, Upload to Items — any row missing required data is created as Unfinished so you can complete it later.
Clear screen & delete draft empties this grid so you can re-import an adjusted file (it only clears the draft — items already on the Items board are untouched).
No import yet — pick a job on the left, then choose an .xlsx file.
Removes items previously uploaded from Excel for this job. Items already synced to Monday are kept.
Your installations
Download the installation report for each of your jobs.