Every project under control, from quote to invoice

Vicenarius brings quotes, planning, time tracking, execution and invoicing together in one system. Office and site work from the same live numbers — no double entry.

Book demo View platform

A personal demo, tailored to how your company works.

Quote to invoice

One connected chain. No manual handoffs.

Every step connects to the next. What you enter in the quote flows through to planning, hours and invoice — without re-entry.

Quote

Line items, VAT, payment schedule

Project

Phases, scheduling, team

Execution

Hours logged per day and phase

Approvals

Batch approved, margin visible

Invoice

Sent, visible in client portal

Quote

Line items, VAT, payment schedule

Project

Phases, scheduling, team

Execution

Hours logged per day and phase

Approvals

Batch approved, margin visible

Invoice

Sent, visible in client portal

Scroll down to see each step in action.

1Quote

In minutes, a quote in your client's inbox — ready to sign.

Client details from your CRM, line items from your own price list, VAT and payment schedule calculated automatically. You review and hit send.

Existing client

CRM lookup

Line items

From catalog

VAT & total

Automatic

Payment schedule

Auto-generated

See quotes & sales

Vicenarius Quote Builder00.0s

Search client…

Quote #OFF-2026-042

Project title…

Draft

DescriptionQtyUnitAmount

Demolition1post€3.200

Electrical rough-in48m€4.800

Plumbing32m€3.840

Masonry1post€2.600

Subtotal (0 lines)€0

VAT 21%€0

Total incl. VAT€0

40%

€0

Deposit at start

40%

€0

Milestone after rough-in

20%

€0

Handover

Sent to client

Live product demo — 00.0s

Client signed off? The quote automatically becomes a project. Phases, crew and schedule are ready to go.

Workforce Equipment Workspace

Step 2 — Project

Break the job into phases. Assign your crews. Set dependencies.

Drag phases, add or remove connections. Switch between Workflow, Gantt and List views.

Project Planning

Smidswater 21

On track6 phases2 active

Try also →

KJK.

PVP.

TMT.

KJK.

SGS.

Demolition

Completed

100%

2026-03-18 — 2026-03-19

1 linked

Electrical rough-in

Completed

100%

2026-03-19 — 2026-03-21

2 linked

Plumbing

Completed

100%

2026-03-22 — 2026-03-23

1 linked

Masonry

In progress

65%

2026-03-24 — 2026-03-28

2 linked

Finishing

Scheduled

2026-03-25 — 2026-03-26

No team

Interior finishing

Blocked

2026-03-25 — 2026-03-29

No team

Step 2 — Planning

Put your people on the right job. See who has capacity at a glance.

Watch a work week being scheduled — hour by hour

Planning · Week 22

ProjectSmidswater 222Breda renovatieUtrecht kantoorScheduling hours…

Mon

Tue

Wed

Thu

Fri

M. Berg

Site manager

K. Jansen

Bricklayer

S. de Groot

Carpenter

T. Müller

Installer

P. Vermeer

Electrician

Capacity

0h scheduled this week

The schedule is set and work begins. Your people log their hours on site — straight from the mobile app.

Appointments Planning & Scheduling

9:41

Planning

Monday 18 March

Week 12

18 Mar - 24 Mar

Today

Up next today

Smidswater 21

07:30 - 16:00

with Pieter & Tom

07:30

16:00

Smidswater 21

Electrical rough-in

7.5h

This week

27h

7.5h

5.5h

Plumbing

09:00 - 13:00

Step 3 — Execution

Your people know where to be. Hours are logged right on the job.

In the mobile app, every employee sees their week schedule, logs hours per project and phase, and requests leave or skills. Everything lands with you for approval, instantly.

Weekly roster with project and phase details per day

Log hours on project and phase — submit with one tap

Leave and skill requests from the same app

See workforce management

Watch submitted hours being reviewed

Hours · Approvals

Inbox · submitted

3 items · 26.5h outstanding

AllFlags

1 overtime flagView

T. Müller

Smidswater 222·Tue 3 Jun

8.5h

07:00 – 16:00Break 30m

“Change order bathroom: extra plumbing”

Approve Edit Reject

S. de Groot

Utrecht kantoor·Tue 3 Jun

10.5h

06:30 – 18:00Break 60m Overtime

Approve Edit Reject

K. Jansen

Breda renovatie·Tue 3 Jun

7.5h

07:30 – 15:30Break 30m

Approve Edit Reject

Approve all (3) Remind

Approved

0.0h

To project costs

€0

Step 4 — Approvals

Approved hours post directly to project cost.

Your people log hours; you approve them per week or per crew. No retyping timesheets, no delays, no gap between planning and the books.

Draft → submitted → approved, with a full audit trail

Rejected? The employee sees why, immediately

Financial impact visible immediately after approval

See time & approvals

After approval, hours and costs flow straight into finance. Margin, budget and invoice status are always up to date.

Step 5 — Invoice

Know your margin before handover.

Budget, cost and margin per project, in real time. An invoice board with status and follow-up. Quotes, deposits and installment invoices in the same chain.

KPIs and budget usage per project

Invoice board: outstanding, paid, overdue

Approved hours straight into your job costing

Watch approved hours land live in costs, margin, and invoices.

See finance & invoicing

Finance · Overview

Smidswater 222Breda renovatieUtrecht kantoorLive-linked to hours

Budget

€74.600

Costs

€45.240

Margin

€29.360

Margin %

39%

16.0h approved hours posted · +€960 project costs

Budget used

61%

€0€74.600

Invoices

€18.500 received

Deposit phase 1

INV-2026-011 · €18.500

Paid

Instalment phase 2

INV-2026-014 · €22.000

Open

Change order bathroom

INV-2026-018 · €6.400

Reminder sentOverdue

8Client portal

Your client follows along live. Without calling you.

Schedule, progress, site photos, drawings, change orders, punch list and invoices — bundled per project and always visible to your client. Fewer phone calls, more trust.

Planning

Who's on-site each day

Updates & photos

Progress after each workday

Punch list

Client flags, you resolve

Invoices

Line items, VAT, pay directly

See client portal

Client Portal

Portal

Vicenarius Bouw

Surname

Your surname

Access code

· · · · · ·

No access code? Contact your project manager.

Built for your industry

One platform. Six industries.

Construction & Renovation

Crews, change orders, handover dossier

Explore

Installation & Maintenance

Service routes, equipment planning

Explore

Field Service

Technician dispatch, travel time, approvals

Explore

Infrastructure & Civil

Large projects, subcontractors

Explore

Finishing & Interior

Plastering, painting, flooring

Explore

Manufacturing & Assembly

Work prep, assembly

Explore

One platform for your whole company. Set up around the way you work.

During the demo we set the platform up around your team structure and way of working.

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