Vicenarius

Platform

From project intake to paid invoice

Not another feature list. This is what daily operations look like when planning, execution, finance, and client communication are actually connected.

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Planning and execution

Plan per week. Execute per phase. Approve per hour.

Break projects into phases, assign teams per week, and detect conflicts before they become problems. Employees log hours, expenses, and mileage from the field. Approved hours flow directly into costs and margin.

Weekly view

Team and project views with Gantt timeline

Conflict detection

Skill matching, availability, and equipment conflicts

Hours workflow

Draft → submitted → approved with audit trail

See planning in demo
Team rosterPlanning
All employees
16 mrt. - 20 mrt.
On track1 conflict resolvedEquipment linked
Employee
Mon 16
Tue 17
Wed 18
Thu 19
Fri 20

M. Berg

Smidswater 21

07:30-17:00

Smidswater 21

07:30-17:00

Smidswater 21

07:30-17:00

Smidswater 21

07:30-17:00

Smidswater 21

07:30-17:00

K. Jansen

Breda renovation

08:00-16:30

Breda renovation

08:00-16:30

Breda renovation

08:00-16:30

Breda renovation

08:00-16:30

S. de Groot

Utrecht office

09:00-15:30

Utrecht office

09:00-15:30

Utrecht office

09:00-15:30

Utrecht office

09:00-15:30

Planned

22.0u

Planned

Logged

18.5u

Logged

Budget

24.0u

Budget
Hours to finance
Week 12 hours batch
EmployeeHoursWorkflow
M. Berg24uApproved
K. Jansen18uSubmitted
S. de Groot12uDraft

Flow-through

Submitted

26u
Automatic after approval

Approved

22u
Automatic after approval

Cost posted

EUR 1.540

Audit trail

Every status change stays visible to both manager and employee.

Hours & approval

Hours are a workflow, not a form.

Employees log hours per phase from mobile or desktop. Managers approve by batch. Rejected hours come with a reason. Approved hours flow directly into project costs — no double entry.

Draft → submitted → approved

Full status history with audit trail per hours batch

Rejection with reason

Employee sees exactly why hours were returned

Direct financial impact

Approved hours post to project cost at locked rate

See hours workflow in demo
Hours overviewUren
WeekMonthTotal
All employees

Draft

18u

Draft

Submitted

26u

Submitted

Approved

84u

Approved
EmployeeProjectHoursStatus
M. BergSmidswater 217.5uApproved
K. JansenBreda renovation8.0uSubmitted
S. de GrootUtrecht office6.0uDraft
Hours to finance
Week 12 hours batch
EmployeeHoursWorkflow
M. Berg24uApproved
K. Jansen18uSubmitted
S. de Groot12uDraft

Flow-through

Submitted

26u
Automatic after approval

Approved

22u
Automatic after approval

Cost posted

EUR 1.540

Audit trail

Every status change stays visible to both manager and employee.

Finance dashboardFinance
MonthYearTotal
maart 2026

Total cost

EUR 46.200

Paid

EUR 31.800

Overdue

EUR 9.600

Payment time

18 days

Budget usage

62%
EUR 0EUR 74.600

Outstanding

Phase 2 invoice

EUR 22.000

Open

Paid

Deposit phase 1

EUR 18.500

Paid

Overdue

Bathroom extra work

EUR 6.400

Reminder
Quote builderOffertes

Project

Smidswater 21

Included work

Demolition, plumbing, tiling

Excluded work

Loose electrical fixtures

Line items

VAT 21%
DemolitionEUR 3.200
Electrical rough-inEUR 5.300
PlumbingEUR 7.400
Quote totalEUR 23.500

Finance and invoicing

Costs, margin, and invoices. No spreadsheet needed.

Approved hours automatically flow into the finance dashboard with stamped hourly rates. Build quotes with sections and line items, convert to invoices, and track payment status to completion.

Real-time margin

Personnel, material, and subcontractor costs per project

Quote builder

Sections, line items, VAT reverse-charge, PDF export, and email

Invoice lifecycle

Deposit, milestone, final, credit — with payment reminders

See finance in demo

Client portal

Every client gets their own portal. No extra work.

Weekly schedule, photo updates, documents, punch list, change orders, and invoice status. Your clients follow along without calling.

Weekly schedule and progress

Photo updates per phase

Punch list and change orders

Invoice status and payment

Document sharing

9:41

Status

Smidswater 21

LivePhase 3/7

This week

Mon

Demolition

Wed

Electrical rough-in

Fri

Plumbing

Latest update

New

Bathroom ready for tiler

Photos and progress shared directly with client

Open invoice

EUR 22.000

Access code
4X9PTW
See client portal

Workforce

People, skills, equipment, and subcontractors

Manage availability, skills, certifications, leave, and hourly rate history. Plan equipment with conflict warnings. Give subcontractors their own claims workflow.

Skills and certifications

Proficiency levels, expiry dates, and matching in planning

Availability and leave

Working days, hours, leave requests, and vacation balance

Equipment management

Inventory, reservations, maintenance logs, and conflicts

Subcontractors

Dedicated claims, rates, assignments, and billing

Equipment planningMaterieel

Inventory

3 active

Scaffold set

Focused item

Van 1

Available

Mixer

Available

Item
18 Mar
19 Mar
20 Mar
21 Mar
22 Mar
Scaffold set
Van 1
Mixer
Equipment planningMaterieel

Inventory

3 active

Scaffold set

Focused item

Van 1

Available

Mixer

Available

Item
18 Mar
19 Mar
20 Mar
21 Mar
22 Mar
Scaffold set
Van 1
Mixer

Equipment management

Plan equipment the same way you plan people.

Vehicles, scaffolding, tools, and machinery are reserved per project and week. Conflicts surface before they become problems. Maintenance logs track the state of every piece of equipment.

Reservation per project and week

Visible utilisation and free slots per item

Conflict detection

Double-booking and availability conflicts flagged at planning time

Maintenance log

Track service dates, notes, and status per item

Everything in the chain, nothing separate

Every step is connected. No separate modules, no manual exports, no lost context.

Planning

  • Team scheduling per week
  • Gantt timeline
  • Conflict detection
  • Equipment reservations
  • Skill matching
  • Backlog and blocking

Execution

  • Time tracking per phase
  • Approval workflow
  • Expenses and mileage
  • Availability and leave
  • Subcontractor claims
  • Mobile-ready

Finance

  • Cost dashboard per project
  • Quotes and invoices
  • PDF export and email
  • Payment status and reminders
  • VAT reverse-charge
  • Multiple invoice types

Client portal

  • Weekly schedule for clients
  • Photo updates and documents
  • Punch list
  • Change orders
  • Invoice status and payment
  • Access code login

Team

  • Employee directory
  • Skills and certifications
  • Vacation and leave management
  • Hourly rate history
  • Subcontractor management
  • Compensation overview

Platform

  • Separated organization data
  • Role-based access
  • Audit trails
  • Workspace branding
  • Calendar sync (iCal)
  • European data hosting

See it yourself in a demo

We show you what the chain from planning to invoice looks like for your type of business. Or try the live demo yourself.

Book demoTry live demo