Construction management · Job costing · Xero-native · Québec
Run the job on site. It lands in Xero, correctly coded.
NamaCor is the construction management app built for Quebec general contractors: quotes and change orders, supplier bills read by AI, timesheets approved in a tap, progress invoices with GST and QST done right, and a client portal. Every approved hour and every document syncs both ways with Xero, so nobody re-keys a thing.
Project summary
P-2026-014 · Duplex renovation, Longueuil
Revised contract
184 500 $
Costs to date
96 240 $
Invoiced
121 000 $
Margin to date
24 760 $
| 06 | Wood and plastics38 900 $ / 42 000 $ | 93 % |
| 09 | Finishes29 400 $ / 28 000 $ | 105 % |
| LAB | Carpenter · hours21 300 $ / 36 000 $ | 59 % |
| 22 | Plumbing · subcontract18 500 $ / 18 500 $ | 100 % |
How the numbers get to the books2026
| 2 ways | documents go to Xero; payment status, accounts and tax rates come back. Nothing is re-keyed, nothing drifts. | ✓ synced |
| 0.25 h | time entries in quarter-hour steps, approved once, costed at the worker's internal rate, pushed to Xero Projects. | ✓ approved |
| 5 % + 9.975 % | GST and QST computed independently, rounded at the document level, allocated line by line so Xero equals the PDF. | ✓ to the cent |
| 100 % | of Xero calls logged with request, response, status and duration: an audit trail your accountant can follow. | ✓ traceable |
Why NamaCor
Job costing usually breaks between the site and the books.
Most contractors know their revenue. Few know, this week, what each project is actually earning. The information exists; it is just spread across trucks, phones and inboxes.
Hours arrive late and wrong
Paper timesheets, text messages, photos of a whiteboard. By the time the office keys them in, the week is gone and nobody remembers which project.
Supplier bills pile up uncoded
Receipts in a glovebox, PDFs in three inboxes. Each one has to be matched to a project and a cost code before it means anything to anyone.
Invoices don't match the books
Progress bills built in Word, taxes rounded differently than Xero, deposits and change orders lost between the site and the accountant.
Margins show up at year-end
You learn what a project really earned when the accountant closes the year. Too late to fix the pricing, the scope or the crew.
What NamaCor does
One place for the job. One clean hand-off to the books.
Everything a general contractor's office and crews need, designed so that each action ends as a correctly coded record in Xero.
Quotes and change orders
Line-item quotes from your price catalog and templates, sent as a PDF with a link the client can approve online. The accepted quote sets the project budget; numbered change orders revise it.
Bill inbox read by AI
Forward supplier bills to a dedicated address or drop them in. Vendor, number, dates, subtotal, GST, QST and line items are read; project and cost code are suggested; duplicates are flagged. Split one bill across projects.
Timesheets and approvals
Crews log hours per project and cost code in quarter-hour steps, offline if needed. The office approves; the labour cost is frozen at the worker's internal rate and the entry lands in Xero Projects.
Schedule, Gantt and crew planning
Drag tasks to move or stretch them on the Gantt. A weekly crew board by employee or by project, with absences and conflict warnings. Workers see their next fourteen days on their phone.
Progress invoicing
Progress, milestone or time-and-materials billing, hours at your charge rate, rebillable costs with markup and the receipts attached. The PDF and its attachments go to Xero with the invoice.
Finances and margins
Revised contract, costs to date, invoiced, collected (from Xero), margin to date and projected margin, budget versus actual by category and by code, and the project's cash position.
Xero integration
A two-way sync your accountant will actually trust.
NamaCor does not export spreadsheets. It talks to Xero's Accounting and Projects APIs directly, with OAuth, a job queue, retries and a log of every call. Documents flow out; payments and settings flow back.
- Projects and tasks
- Approved time entries
- Bills with receipts
- Invoices with PDF
- Payment status and amounts
- Chart of accounts and tax rates
- Tracking categories
OAuth 2 · queue with retries · every call logged
NamaCor → Xero
- Projects, with the client contact and one task per labour cost code, plus a tracking option per project for ledger reports
- Approved time entries, in minutes, on the right task and the right date
- Supplier bills, one line per cost or per document line, coded to the cost code's expense account, the receipt attached
- Customer invoices with the PDF attached, revenue accounts per line and taxes allocated so Xero matches the PDF to the cent
- Voids and deletions, and both are refused as soon as a payment exists in Xero
Xero → NamaCor
- Payment status, amount paid and paid date on customer invoices and supplier bills, near real time through the Xero webhook and in full every night
- Chart of accounts, tax rates, tracking categories and Projects users, read at connection time and kept current
- A paid lock: once a document has a payment in Xero, it can no longer be edited or deleted in NamaCor, enforced in the database, not just on screen
Every call is logged
Request, response, status and duration go to the sync log. That is the audit trail for the accountant, document by document.
Retries, not silence
Three attempts with exponential backoff, Xero rate limits respected, failures visible and re-runnable from Settings.
Wrong-organisation guard
The owner confirms the Xero organisation before a single record syncs, and an allow-list can restrict which organisations NamaCor may write to.
Account codes checked first
Before sending a bill or an invoice, NamaCor verifies that each account code exists in your chart. Xero used to drop unknown accounts silently.
On site
Built for the crew's phone, not just the office's screen.
Field users get a simple, fast app that installs from the browser and keeps working when the signal drops. They see their projects, their hours, the log and the schedule, and never a rate, a cost or a margin.
Hours in quarter-hour steps
One entry per worker, project, cost code and day. A weekly view to fill in a week in a minute, then submit for approval.
Daily log with photos
What happened on site today, with photos and notes. Tick an entry to share it with the client in their portal.
Works offline
Hours and log entries wait on the phone when the network is down and replay when it returns.
Installs like an app
Add to the home screen on iPhone or Android. Full screen, app icon, no app store.
My schedule
Assignments for the next fourteen days, site address and instructions, one tap to log hours on the right week.
French or English
Each user picks their language. Documents and emails follow the client's language.
My week
Week of September 14
- MonP-2026-014 · Duplex LongueuilCarpenter8.00 h
- TueP-2026-014 · Duplex LongueuilCarpenter7.50 h
- WedP-2026-011 · Clinic fit-outLabourer8.25 h
- ThuP-2026-011 · Clinic fit-outLabourer8.00 h
Finances
Margin to date, margin projected, cash in the project. Today, not at year-end.
Every project has a Finances tab computed from the accepted quote, the change orders, the coded costs, the approved hours and the invoices, with collections read from Xero.
- Revised contract
- The accepted quote plus accepted change orders, before taxes.
- Costs to date
- Supplier and subcontractor bills, plus approved labour at each worker's internal rate, frozen at approval.
- Invoiced and collected
- Invoiced comes from your invoices; collected comes from the payments recorded in Xero.
- Projected margin
- Contract minus the estimate at completion, where each cost code counts the greater of budget and actual, plus submitted hours.
- Budget versus actual
- By category and by cost code, with a monthly cash-flow chart and a list of what to watch.
- Portfolio dashboard
- Costs, invoiced and margin per active project, and one line for the whole portfolio.
Finances · P-2026-014
Revised contract
184 500 $
Costs to date
96 240 $
Invoiced
121 000 $
Collected (Xero)
98 500 $
Margin to date
24 760 $20.5 %
Projected margin
31 900 $17.3 %
Budget vs actual by cost code
Budget Actual
- 06 · Wood and plastics38 900 $ / 42 000 $
- 09 · Finishes29 400 $ / 28 000 $
- Carpenter · labour21 300 $ / 36 000 $
- 22 · Plumbing (sub)18 500 $ / 18 500 $
How it works
Connected to Xero in an afternoon, not a quarter.
1 ·Connect Xero
Authorise your organisation, choose the tracking category, the GST and QST codes and the default revenue account. About ten minutes.
2 ·Set your cost codes
Labour by role, materials and subcontracts by MasterFormat division, each tied to a ledger account. We seed a Quebec general contractor's structure you can edit.
3 ·Quote, run, bill
Quotes and change orders, hours, bills from the inbox, progress invoices, the client portal. The team works the way the job works.
4 ·Let it sync
A queue runs after every action and every five minutes; payments are read back nightly and through the Xero webhook. Failures are visible and re-runnable.
Human approval where it matters: hours are approved before they cost anything, bills are coded by a person before they leave, and the owner confirms the Xero organisation before a single record is written.
Client portal
Clients approve quotes and change orders online, and see what is paid.
A client signs in with a link, no password. They see only what you make visible, and never a cost, an hour or a margin.
- Contract value, invoiced and paid to date, with payment status read from Xero
- The current quote with its lines and PDF, and change orders to approve or decline with a reason
- Approvals record the typed name, the date and the IP address
- Invoices with their PDF and a paid, partly paid or to-pay status
- The schedule and the journal entries you marked visible, with photos
- Every emailed document also carries a public link that opens without an account, valid 180 days and revocable
Change order CO-02
Add heated floor · bathroom
+ 4 850,00 $
Pricing
Per company, per month. Field users are free.
Three plans, no per-project fees, a thirty-day free trial you can run on Xero's demo company. Prices in Canadian dollars.
FAQ
Questions contractors and their accountants ask.
Short answers. The guides in Resources go into detail.
Do I need Xero?
For the accounting side, yes. NamaCor is built around Xero's Accounting and Projects APIs. Bills and invoices sync with any Xero plan; time entries need Xero Projects. You can quote, log hours, code bills and invoice before connecting; nothing syncs until you do.
Is the sync really two-way?
Yes. Documents go from NamaCor to Xero. Payment status, amounts paid and paid dates come back, along with your chart of accounts, tax rates and tracking categories. Payments are entered or reconciled in Xero, where your bank feed lives; NamaCor reads them near real time.
How are GST and QST handled?
Computed independently at 5 % and 9.975 %, not compounded, each rounded to the cent at the document level. The rates are frozen on each document when it is created. Taxes are then allocated line by line so that Xero's totals equal the PDF.
Who can see rates, costs and margins?
Only the owner and office roles. Field users see their assigned projects, their own hours, the daily log and the schedule. Workers' internal rates live in a table only the owner can read, and the rule is enforced in the database, not just in the interface.
Can my crew use it on a phone?
Yes. NamaCor installs from the browser on iPhone and Android, opens full screen and keeps hours and log entries when the signal drops, then syncs them when it returns.
How are supplier bills read?
You forward them to a dedicated address or drop them in the inbox. The document is read by AI: vendor, invoice number, dates, subtotal, GST, QST, total and line items. NamaCor suggests the project and cost code from your past coding and flags possible duplicates. A person confirms before it becomes a cost.
See NamaCor on your own projects.
A thirty-minute demo on your numbers, or a free trial connected to Xero's demo company. No card, no commitment.