Welcome
The week
Today
Day sheet
One sheet, filled in once at the end of the day: the hours, the material that came back and the skids that moved. Everything after this fills itself in — the weekly hours, the storage tracker, the lot and the settlement. Nothing on this page gets typed anywhere twice.
Material that came back · leave it empty if the day was labour only
| What it is | Skid # | Gross lb | Tare lb | Net lb |
|---|
Net is worked out for you and cannot be typed — that is the rule the paper packing lists kept breaking. These weights go onto the job's receiving sheet the moment the day is accepted, so nobody weighs it onto a second form.
Storage skids moved
Anything entered here posts straight into the Storage Tracker as an IN/OUT movement for this company. No second sheet to fill.
Crew hours * · times snap to 15-minute intervals
Put overtime in the OT box against the worker it belongs to. It is counted inside their hours, not added to them.
On submit it goes to an Admin for review. They can adjust hours or apply overtime, then approve and send it to in one click.
Approvals
Every day sheet the floor has filed. Read it, change a number if it is wrong, press Accept — and the hours, the material and the skids go where they belong on their own. Nothing here needs typing out again.
| Date | Company | Job / lot | Activities | Crew | Hours | Material | Status |
|---|
Weekly Hours
Built automatically from the daily sheets. Same layout as the paper Weekly Hours Tracking Sheet.
Hours come straight off the daily sheets - nobody retypes them. The portal flags anyone over the overtime threshold (Ontario ESA is 44 hrs/week), and an Admin can apply overtime by hand on the Sheets tab.
Storage Tracker
The Racking Inventory Control Sheet, live. Rack, bay, level and skid position — who is renting the space, and since when.
Driver
Start a run, the portal logs where the truck went and how long it took.
Location not started
Pick the company and the address fills itself. Hit Maps to open directions — no re-typing into Google.
Proof of arrival on client sites, honest drive time on job costing, and a record if there is ever a dispute about a delivery. Tracking runs only while a run is active — it stops the second you end the run.
Today's runsRun history
| Date | Driver | Company | Address | Out | Back | Duration |
|---|
Admin
Everything else: people, roles, companies, rates and where the sheets get emailed.
All accounts
| Name | Username | Role | Can do |
|---|
Create an account directly
Normally people create their own on the sign-in screen and you approve them above. This is for setting one up on someone's behalf.
Roles & what each one can open
Every role below can be renamed and have its tabs changed, including the built-in ones. Built-in roles can be put back to how they started at any time.
Make a new role
Build your own role and tick exactly which screens it can open. Handy for a yard hand, an office helper, a manager who should see some things but not others.
Time Off
Request time off — same form the office uses. It goes to a manager to approve, and the office is emailed a written record of it straight away.
Time Off Request
Submitting stands in for your signature. A manager signs off to approve, same as the paper form. The office gets an emailed copy the moment you submit, and another when it is approved or declined, so there is always a record. Approved days are booked on the calendars too.
Requests
| Employee | Dates | Reason | Amount | Status |
|---|
Requests
Need anything? Bolts, bits, gloves, a fan, a fix, a form — ask here and it gets tracked until it's sorted.
New request
Open & recent
| What | Type | Priority | Asked by | Cost & receipt | Status |
|---|
Expense Sheet
One sheet a month, per person. Same columns as the paper template — the HST split and the totals work themselves out.
| Date | Description | What was it | km | Amount $ |
|---|
Everything you are owed goes in the Amount column. Picking what it was drops it into the right column on the printed sheet, and meals get the half-HST treatment automatically.
Receiving
The scrap weigh ticket, on a screen instead of the clipboard. Gross and tare go in, net comes out. This portal keeps its own lot numbers; nothing here has to line up with anything else.
Ottawa — Jobs
Every job booked in, and what has been entered against it. A job becomes Active as soon as any hours or any material are recorded. When nothing more is coming, mark it complete and it goes through to settlement.
Calendar
Everything with a date on it, in one place: jobs booked in, who is away, the weeks the company is shut, trucks out and the return visits promised on a day sheet. Drawn from the records themselves, so it cannot go stale.
Ottawa — Outbound
Every load that leaves: to Orillia, to the scrap dealers, to landfill. Weights are proven on the day and the money usually turns up later, so a ticket is recorded first and priced when the payment or invoice arrives.
Runs
A run is one truck on one day. Tickets are grouped under it because two tickets can be one trip: on 6 August a truck weighed out at 08:42:28 and back in at 08:42:57, twenty nine seconds apart at the same site. Counted as two events that double counts the truck by 8,630 kg.
Ottawa — Receiving
The receiving sheets themselves: what came off each truck, weighed and counted. A sheet starts from the Job board, and once it is marked received it goes on the list for the Sort screen to pick up.
Ottawa — Sort
Everything that has been received and is waiting on the floor. Each skid goes down one of three lanes; when the last one is finished the lot moves itself to Settlement.
Ottawa — Drive queue
Everything holding data that is waiting to be wiped or destroyed, and everything that already has been. A job appears here the moment a drive, phone or laptop is recorded on the Sort screen with a service against it.
Ottawa — Settlement
Work in progress, from the moment a lot is received to the moment the office has invoiced it. The account manager puts the figures on; the office raises the actual invoice in QuickBooks.
Accounts
Customers and leads: who they are, where their sites are, who to call and what was promised. The Makor CRM screens, rebuilt.
Needs a follow-up
Anything overdue or due in the next weekRefinery Customers
The licence and address book. Type a name on a worksheet and it fills itself in from here.
Load the customer book in
Takes the customer list straight off the spreadsheets. Anyone already here is updated rather than duplicated, so it is safe to run again whenever the sheets are refreshed.
Refinery Dashboard
Cash and metal, where they stand today and how the week has moved them. Click any figure to see it over time.
Purchase Worksheet
Buying gold, silver, platinum and palladium. Same layout as the spreadsheet — fill the white boxes, everything else calculates.
Sales Worksheet
Selling metal out. Same sheet, but the internal column is your markup instead of your payable.
Cash
The till. Cash paid out on purchases lands here by itself — add float top-ups, bank drops and cash taken in by hand.
EDI Credit
Money EDI owes customers. A purchase we have not paid for yet goes on their account, and what they buy from us comes back off it. The sticky note, on a screen, adding itself up.
History
Every purchase and sale in one place. Search a name, an invoice number or a date, and open any one of them again.
Payables
What each customer gets paid, as a share of what their metal is worth. Open any one of them for the deal-by-deal history.
Changes made
Every change anyone makes that touches money or a record, with their name against it. Newest first.
Inventory
The daily inventory worksheet, carried on: every line from the spreadsheets, what each one moved, and what is on hand right now — gold, silver, platinum, palladium, copper, costume jewellery and coins.
JX Tracking
What the metal in each lot is actually worth, what share of that JX pays us, and what the market change between shipping and pricing gained or cost. Every figure on this page is in US dollars, because that is how JX settles.
Price Guide
Internal reference — payable rates by purity. Never shown to a customer.
Feedback
This is a first cut, built to be argued with. Note anything that is wrong, missing, or not how Ottawa actually works.
Worth a look in particular
- Does the Jobsite sheet capture the day properly, or is a field missing?
- Is Weekly Hours what payroll actually needs, in the right shape?
- Does Storage match how skids really get racked, moved and billed?
- Are the three roles drawn in the right places? Who else needs an account?
- What would stop the crew using this on a phone at the end of a long day?
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