Chargehand — User Guide & Instructions

What Chargehand does

Every week your crews fill in site forms. Someone then has to read them, decide which job the hours belong to, decide whether the time is quoted work, a variation, an internal charge or non-chargeable, and type it all into a spreadsheet before it can be invoiced or cross-charged between entities.

Chargehand does that reading and coding for you.

Site forms      AI extraction     Auto-coding       Charge ledger     Outputs
----------      -------------     -----------       -------------     -------
daily reports → crew, hours,   →  job code,      →  one coded line →  Excel export
day sheets      dates, notes      division,         per person/day    cross-charge
                                  invoice scope
                                       │ low confidence
                                       ▼
                                  Review Queue (you confirm once)

The result: hours that used to leak — internal work between VIP Steel and VIPPC, dayworks that never got claimed — are captured, coded and visible before the invoicing run.

Five terms to know

Site form

One incoming document from site — a daily record for a crew on a job.

Charge line

One person, one day, one job. Hours × rate (+ allowance) = total charge.

Division

Which entity did the work: VIPPC, VIP Steel – Site Painting, or VIP Coatings.

Invoice scope

How the line gets billed: Quoted – Claim, VO – Dayworks, Internal – Rate Charge, No Charge, Overhead, or TBC – Needs Sorting.

Confidence

How sure Chargehand is about a field. Green 90%+, amber 70–89%, red below 70. Anything under threshold goes to the Review Queue.

The weekly workflow

Check the Dashboard (30 seconds). Read the six tiles and the muted source line under them. A normal auto-coded percentage and a small flagged count means you are in good shape.
Check Site Forms. Anything marked Processing has not produced charge lines yet. Open a form to see the original document beside what Chargehand read from it.
Clear the Review Queue — the only real work. Each card shows the raw site text, the proposed coding with a confidence chip per field, and a one-line rationale. Approve, or correct and approve.
Scan the Charge Ledger. The full coded period in the shape of your existing spreadsheet. Filter, sanity-check the footer, export to Excel.
Settle Cross-Charge. Confirm the net direction and amount between VIP Steel and VIPPC, and clear unallocated lines before they are lost.

Page by page

Dashboard

KPI tiles, hours by division, charge lines by invoice scope, top jobs, and the orange at-risk banner. Every number is calculated live from the underlying lines.

Site Forms

The inbox — one row per incoming document, with the number of charge lines extracted. The drawer shows the source document beside the extracted fields.

Review Queue

One card per line Chargehand could not code confidently. Approve, or correct and approve; the decision teaches the coding convention for next time.

Charge Ledger

The finished product. Filters narrow the view and the footer always reflects the filtered set — line count, hours and total charge.

Cross-Charge

Internal reconciliation: two direction cards, a derived net position, line detail, and the unallocated list that must reach zero.

Roadmap

Where this goes next — Xero, QA and NCR reporting, safety, procurement, quoting — all built on the same captured data.

Reading confidence and status

Green — 90%+

Coded automatically. No action.

Amber — 70–89%

Coded, but worth a glance if the job is high value.

Red — below 70%

Sent to the Review Queue. Needs your decision.

Approved

Coded and ready to invoice or cross-charge.

Need Check

Sitting in the Review Queue.

Practical guidance

Do the review pass once a week, in one sitting.
Correct rather than accept when a proposal is wrong.
Treat the orange banner as a hard gate before exporting.
Cross-check with one filter, not by reading the whole ledger.
Every headline is computed from the charge lines — if two pages disagree, that is a fault, not rounding.

Tips

The Tips switch in the top bar shows a short contextual hint on every page. Turn it off once you know the workflow — your choice is remembered on this device and applies the next time you sign in.

Support

Insight AI Systems Limited · Alan Booth · alan@insight-ai-systems.com · +64 21 11 88 480 · West Melton, Christchurch, New Zealand