For service providers
Turn field hours into invoices customers can follow
Record the work, approve it and invoice it – and run your equipment, rentals, customers and purchasing in the same system.
Follow the hour to the invoice
One working day at a customer’s site, from the gate to the invoice line. Choose a step to see that moment in the portal.
Clocking records the working day. It does not bill anything.
Hours are written against a job, so they can be billed to the right customer.
Approval for billing is separate from approval for pay.
Finnish invoices carry a payment reference and virtual barcode.
The customer opens the line and sees the job behind it.
Illustrative record and billing rate; not W4S pricing.
Run more of your business
Manage your equipment, maintenance, rentals, customers and purchasing alongside the work.
Equipment and documents
Keep each asset’s details, documents and history together.
- Print its QR label.
- Open its manual by scanning the label.
- Add photos, certificates and document links.
Asset costs
Follow what your equipment costs over time and what it earns in rent.
- Review maintenance, material and hire costs.
- Compare rental income with recorded costs.
- Export the figures to Excel.
Planned maintenance
Set a maintenance schedule that creates work orders ahead of the due date.
- Choose fixed dates or intervals from the last service.
- Set how early each work order is created.
- Complete the checklist on the work order.
Rentals and reservations
Handle reservations, handovers and rental enquiries in the same place.
- Reserve a unit for later collection on the calendar.
- Record collection, cancellation or a no-show.
- Publish an online catalogue and receive enquiries.
Materials and stock
Track materials across your stores, vans and worksites.
- Receive stock and transfer it between storage places.
- Issue materials to a person, asset or work order.
- Count stock on your phone.
Customers and quotes
Follow each customer from the first contact to an accepted quote.
- Organise contacts with your own customer groups.
- Assign follow-up tasks with due dates.
- Send a quote the customer can accept online.
Purchasing and payments
Keep purchase orders, deliveries and supplier invoices connected.
- Send a purchase order and record deliveries.
- Review invoice differences against the order and goods received.
- Download a SEPA payment file for approved euro invoices.
Companies and compliance
Review company register findings and subcontractor documents before you decide.
- Run a Finnish company check against PRH data.
- Record subcontractor certificates and their validity dates.
- See missing, expiring and expired documents.
Bring your asset register, rental calendar, CRM, stock spreadsheets and purchasing tool into one system.
What changes in the office
For the crew and the office
Crew and credentials
See which required certificates your workers hold and which need attention.
Field time recording
Workers clock their day and write customer hours through the Safety Portal on their phone.
Job order approvals
Review submitted hours by job order before they reach an invoice.
Traceable labour invoices
Prepare invoices from approved hours and give customers a route back to the job.
Payroll data export
Export approved payroll events as CSV for your payroll provider to process.
Contract messages
Keep messages and attachments between connected companies with the contract they concern.
Questions people ask before signing up
Do my workers need an app?
They use the Safety Portal in a browser on their phone; no app-store installation is required.
Does it calculate pay?
No. It prepares time-based payroll events and exports approved data; your payroll provider calculates pay.
Can I start with my existing customers?
Yes. Add an existing customer even if they have no W4S account; a customer already registered on W4S accepts your connection request.
Does clocking create billable hours?
No. Clocking records the working day; customer hours are written against a job and approved before invoicing.