How it works
One sheet per job per day. One signature from the client's rep. One summary at month end.
- 01
The supervisor builds the sheet and signs it.
Labour by person and position, materials, plant and schedule-of-rates items. Rates come from your catalog or the client's signed rate card, so nobody types them on site. Add photos (with the time, camera or library, and the place) and attach receipts or delivery slips to the sheet or to one line.
- 02
Hand the phone over, or send a link.
Hand the phone to the rep on site, or send them a link by email or text message. Send to one rep or to several, and choose whether any one or all of them must sign. Workstamp reminds them after 48 hours, up to three times; sign links expire after 14 days.
- 03
The rep signs, declines or proposes changes.
No account, no app, no password. A decline carries a reason the supervisor sees word for word. Proposed hours become the next revision if you accept them; reject them with a note. You can withdraw a sheet you sent by mistake, or fix it and send it again as the next revision, with its own PDF and code.
- 04
A manager approves it as billable.
If your company wants it, a manager reviews each sheet before it is sent. Only approved sheets can go into a summary. Signed but unapproved work stays visible, so nothing is billed by accident.
- 05
The summary goes to the client.
Pick a job and a period. The approved sheets roll into one summary: a cover with totals, a row per sheet, then every signed sheet.
- 06
The client accepts it.
The client accepts the summary or disputes it.
- 07
It lands in your accounting system.
An accepted summary goes to Xero as a quote, to QuickBooks Online as an estimate, or to MYOB as a quote. Connectors are on Team and up. Without one, download the PDF and CSV.
Evidence
Every signed sheet can be checked by anyone holding the PDF. You do not have to take our word for it.
What is fingerprinted
When a sheet is sent for signature, Workstamp freezes that revision. There is no way to edit it in Workstamp after that. We compute a SHA-256 fingerprint over its content:
- every line, rate, quantity and total;
- the job, the client and the date;
- the bytes of every photo, and the fingerprint of every attachment.
Each signature is recorded against that fingerprint, with the signer's typed name, the time, the IP address and the device. A change of a single character gives a different fingerprint.
What the PDF shows
The footer of every sheet PDF carries the fingerprint, a verify code such as A7KQ2M-9XA4P and a QR code. The PDF also states who signed, when, and whether it was signed in person or from a link.
The verify page
Open workstamp.app/v/ and the code, or scan the QR code, then drop in the PDF. The page tells you whether the file is exactly the one Workstamp issued for that code.
No account is needed. Your client, their quantity surveyor or an adjudicator can run the check themselves.
In-person signatures
When the rep signs on the supervisor's phone, the document says so: "in person", with the supervisor as witness, the device, and the location if the phone allowed it. That is what a paper signature on site gave you, with more recorded.
Links forwarded by mistake
A sign link works for one rep, one revision, for 14 days. You are told the moment it is signed. Your company can also require a one-time code by email or text message before a rep signs.
Corrections
A signed sheet is never edited. To correct one, send a new revision; the old one and its signatures stay on record. A voided sheet keeps its record too. Only drafts that were never sent can be deleted.
Sheets that go up the chain
If your client's company is also on Workstamp, the sheets you send them can arrive in their incoming register. They can forward your signed sheet to their own client unchanged, with a chain page showing every tier's signatures, or start their own sheet from it.
What Workstamp is not
- Not an invoice. Sheets and summaries are estimates of work. Every document says "Estimate of work. Not a tax invoice." Tax appears as an estimate line. Your accounting system issues the invoice.
- Not timesheets or payroll. Workstamp records work done for a client, not hours owed to staff.
- Not a contract manager. It does not track notice periods or contract deadlines.