Run the back-office
on autopilot.
Hublitics replaces the QuickBooks + spreadsheet + WhatsApp + wall-calendar dance. Every module is wired to the same data, so the numbers add up the first time — and you finally see which jobs actually paid.
Bill from job · live preview
ProfitGreenview HQ refurbishment
For Greenview Estates
Tick lines to include them — totals recalculate instantly.
01 · The flagship flow
One screen turns time + expenses into an invoice
Most tools make you re-enter every hour and expense by hand. Hublitics carries forward every approved billable hour and material — applies the right VAT, applies your markup, and shows margin live so you never bill below cost by mistake.
- Approved timesheets pre-fill labour lines at the right billable rate
- Billable expenses pre-fill with markup auto-applied
- Manual lines for call-outs, fees, anything bespoke
- Live margin (£ and %) updates as you tick lines
Lines · 4 of 4 selected
- £412.50
Tom Reynolds — 7.50h × £55.00
Cost £135.00 · billable £412.50
- £276.25
Sarah Chen — 4.25h × £65.00
Cost £93.50 · billable £276.25
- £243.54
Plumb Center materials (10% markup)
Net cost £184.50 · billed £243.54
- £45.00
Manual — call-out fee
Margin£564.58 · 57.7%
Updates instantly as you tick lines.
02 · Jobs
Every job is a P&L
Time-and-materials, fixed price, retainer, or milestone — every billing model carries a live profitability view. Drill into any job and you see hours, labour cost, expense cost, margin £ and %, in real time.
- Four billing models with model-specific revenue recognition
- Tabs for timesheets, expenses, quotes, and invoices linked to the job
- Auto-flips to "completed" when the linked invoice is paid in full
- Status workflow: quoted → in progress → completed → cancelled
Job
Greenview HQ refurbishment
Time & materials
Revenue
£3,800
Labour cost
£946
Expense cost
£1,234
Margin
£1,620 · 42.6%
03 · Timesheets
Hours that actually flow somewhere
Pay rate ≠ billable rate. Hublitics tracks both. Cost flows to the job (so you see profitability honestly), billable flows to the invoice (so you bill at the right rate, not last year's).
- Direct hours or start/end times. Break minutes, overtime multiplier
- Pay rate auto-fills from the employee; billable rate from job → employee
- Submit → approve workflow with rejection reason
- Email a copy to the employee for confirmation
- Mon7.50happroved
Tom Reynolds
Soil-stack reroute
- Mon4.25happroved
Sarah Chen
Site visit
- Tue8.00hsubmitted
Marcus Webb
Tile prep
- Wed6.00hsubmitted
Tom Reynolds
Boiler swap
04 · Expenses
Receipts that turn into revenue
Every supplier invoice, captured. Mark it billable to a client with a markup percentage and it queues for the next invoice — automatically, with the right VAT, at the right markup.
- Net + VAT rate (20% / 5% / 0% / exempt) → gross auto-computed
- Receipt upload to local disk or S3-compatible storage
- Mark billable with a markup % per expense
- Categories with default account codes for your bookkeeper
- £221.40Bill +10%
Plumb Center
Materials
- £118.08Bill +10%
Wickes
Materials
- £65.04Cost only
Shell
Vehicle
- £54.00Cost only
Adobe
Software
05 · Quotes
Branded PDFs that turn into jobs
Multi-line quotes with per-line VAT and banker-rounded totals. Send a clean PDF; when the customer accepts, mark it accepted and a linked job is created in one click — already configured with the right billing model.
- Auto-numbering with configurable format
- Per-line VAT (20% / 5% / 0% / exempt)
- Brand-customised PDF render with your logo & colours
- "Mark accepted" creates a linked job in one click
Quote
QUO-2026-0014
Accepting a quote spawns the linked job, pre-configured.
06 · Invoices
Status that tracks itself
Draft → sent → partially paid → paid, with overdue auto-detection on the due date. Record partial, full, or overpayments. Overpayments bank as client credit, available against the next invoice.
- Recurring invoices (weekly / monthly / quarterly / yearly)
- Credit notes — full audit trail with applied-to-invoice tracking
- Email reminders on overdue invoices, with templates
- Multi-currency in Business plan
- INV-2026-0024Acme Property£2,540.00paid
- INV-2026-0023Smith Residential£1,380.00sent
- INV-2026-0022Greenview Estates£960.00partially paid
- INV-2026-0021Acme Property£1,340.00overdue
07 · Reports
The numbers your accountant wants
Aged debtors, revenue by client, hours by employee, job profitability ranked by margin. Every list exports as CSV. Drop them straight into your bookkeeper's pipeline — or your spreadsheet of choice.
- Aged debtors bucketed 0–30 / 31–60 / 61–90 / 90+
- Revenue and outstanding by client, all-time or filtered
- Hours by employee with cost vs billable side-by-side
- Job profitability ranked by margin — see what makes money
Aged debtors
Current
£612k
1–30 d
£148k
31–60 d
£46k
61–90 d
£0
90+ d
£134k
Every list one click from a clean CSV your bookkeeper can drop anywhere.
08 · Foundation
The data underneath
Everything else builds on these two. Get them right once, the rest of the app fills itself in.
Clients
- Billing address, payment terms, default currency
- CSV import to bring your existing book over in minutes
- Per-client statement: invoices, payments, credit notes, running balance
- Companies House lookup (Business plan) auto-fills VAT + registered address
Employees
- Hourly, salary, or day-rate — each with pay rate ≠ billable rate
- Standard hours, overtime multiplier, unpaid-break auto-deduct
- NI numbers + bank details encrypted at rest with rotated key
- Submit → approve workflow on every timesheet, with audit trail
Why Hublitics
Built for the office owner, not the dispatcher
Most operations tools are built for fleet managers. Most accounting tools are built for bookkeepers. Hublitics sits between them — built for the person actually deciding which jobs to take.
Hublitics
- Operations-first with accounting baked in
- Tells you margin per job, live
- Pay rate vs billable rate as first-class concepts
- UK-built: VAT, GMT/BST, en-GB dates, sterling
- Bill-from-job magic flow
Accounting tools
Xero, QuickBooks, FreeAgent
- Accounting-first; operations bolted on
- P&L per quarter, not per job
- No native concept of pay vs bill rates
- Generic — not built for project-based work
- Re-key time and expenses into invoices
Field-service tools
Tradify, Jobber, ServiceM8
- Dispatch + GPS + route optimisation focus
- Profitability is a separate report, not the main view
- No real cost-vs-billable accounting
- Built for the dispatcher — not the owner
- Calendar-heavy; lighter on financial clarity
Stop reconciling. Start running.
See it end-to-end in the live demo, then tell us about your business and we'll set up your workspace within one working day.
UK-based · invitation-only beta · onboarding within one working day