Solutions· Project Operations
Schedule, tasks, timesheets, procurement, cost control, and billing: one system, one version of the truth. Built for contractors, consultancies, and enterprise PMOs who need to know the margin, not just the status.
Built for real projects: construction sites, client engagements, and internal programs
Portfolio overview · Q2
LiveActive projects
14
3 closing this quarter
Portfolio margin
18.2%
forecast at completion
At risk
2
cost or schedule
The gaps your PM tool leaves
Task trackers tell you what's done: not what it cost, what's been committed, or what you can invoice. The real project lives in the gaps between your PM tool, your spreadsheets, and your accounting system.
The board says 80% done. Nobody can say what that 80% cost, what’s been committed in POs, or what the margin looks like at completion. The truth arrives months later, from accounting, when nothing can be done about it.
Milestones complete on site, but billing runs on a spreadsheet someone updates when they remember. Invoices go out late, retention is tracked by memory, and finished work sits unbilled while cash gets tight.
Site reality lives in WhatsApp photos and verbal updates; the schedule lives in a file from three weeks ago. By the time slippage reaches the plan, the recovery options (and the change order window) are gone.
Tasks in one app, budgets in Excel, POs in email, invoices in accounting. Every status meeting starts with reconciling four sources that never agree, and every answer is somebody’s best guess.
Beyond task tracking
Boards and due dates are the easy part. Delivering on margin takes the parts a task tracker was never built for.
From kickoff to closeout
Every stage feeds the next: the plan becomes the budget, site progress becomes the invoice, the timesheet becomes the cost. Nothing re-entered, nothing lost between systems.
Phases, milestones, and budget set as one baseline.
POs, subcontracts, and crews committed against cost codes.
Tasks, timesheets, and daily logs captured as work happens.
Budget vs. actual vs. committed, live, with change orders.
Progress invoices and retention raised from certified work.
Handover, final account, and lessons: margin known, not guessed.
Phases, work packages, and milestones modeled with dependencies and a critical path, and every line carries its budget. When a date moves, downstream work reschedules and the cost forecast moves with it, so the baseline you present is one the system can actually defend.
To do · 2
Fire damper install · L3
Pressure test · risers
In progress · 2
Ductwork · Zone 3
Cable trays · L2
Review · 1
Sprinkler layout sign-off
Kanban boards, assignments, checklists, and comments: everything a task tracker does, your team gets. The difference is what’s underneath: every task knows its work package, its cost code, and its dependencies, so a blocked delivery reschedules the work behind it automatically.
Allocation across every project in one view: who’s committed where, at what percentage, for how long. Over-allocation surfaces weeks ahead, free capacity is visible when new work lands, and utilization stops being a feeling and becomes a number.
MEP coordination workshop
Riverside Fit-out · Design
Site supervision · Zone 3
Riverside Fit-out · Execution
Change order CO-04 estimate
Falcon Plant · Cost
Internal weekly review
PMO · Operations
Timesheets filled from assigned tasks, routed for approval, and posted straight to project cost. Billable hours queue up for invoicing on their own. Nobody re-keys hours into a costing sheet, and “where did the time go” has an answer per project, phase, and person.
The number task trackers never show: committed cost. Every approved PO, subcontract, and timesheet posts against its cost code the moment it happens, so forecast at completion is live, and a margin problem shows up as a warning in week six, not a surprise in the final account.
PO-218 · Ductwork fabrication
15-400 · MEP · $86K
PO-224 · Structural steel · batch 4
05-200 · Steel · $112K
PO-231 · Glazing units · L1–L4
08-400 · Envelope · $74K
Electrical subcontract · Volt Systems
62% certifiedPurchase orders, subcontracts, and material deliveries managed against the projects they serve. Approval routes by amount, committed cost updates instantly, and site knows what’s arriving when, so a late delivery is a flag on the schedule, not a rumor on the ground.
Mobilization
100% complete · $190K
Structure complete
100% complete · $475K
MEP rough-in
78% complete · $380K
Finishes & handover
12% complete · $855K
Milestone billing, progress billing, time-and-materials: whatever the contract says, the invoice builds itself from certified progress and approved hours. Retention is held and released by rule, change orders bill automatically, and unbilled work stops hiding.
Crew on site
42
Hours logged
336
Issues raised
2
Concrete pour · Zone 3 slab
Crew of 12 · weather clear
Cable tray installation · L2
Crew of 6 · per drawing E-204
Daily logs, quantities installed, crew counts, photos, and issues captured on site from any device. Each entry updates progress, feeds cost, and timestamps the record, so the schedule reflects this morning’s pour, not last month’s meeting, and disputes meet documentation.
Steel delivery delay · batch 5
Owner · D. Keller · Alt supplier quoted
Glazing subcontractor capacity
Owner · M. Alvarez · Early award issued
Permit renewal · night works
Owner · S. Brandt · Filed · awaiting authority
Risks and issues logged with probability, impact, owners, and mitigation plans, on the project record, not in a slide nobody reopens. Thresholds trigger escalation workflows automatically, so the steering committee hears about the steel delay from the system, not the post-mortem.
RFI-031 approval chain
Drawings, RFIs, submittals, method statements, and contracts versioned on the project record with approval chains that route themselves. Everyone on site builds from the current revision, every sign-off is timestamped, and “who approved this” takes seconds, not a forensic email search.
Portfolio margin
18.2%
−1.4% vs plan
Schedule variance
+6 days
weighted average
Unbilled work
$612K
ready to invoice
Live dashboards across every project: margin, schedule variance, unbilled work, committed exposure. Vulo AI watches the trends and tells you what deserves attention: a project whose committed cost is outrunning its change orders, a milestone passed but not invoiced, a critical path slipping two weeks running.
Change order submitted from site
Trigger · scope, quantity, and photos attached
Budget & schedule impact calculated
Cost codes and critical path checked automatically
PM approval · sponsor if over $25K
Routes by amount, escalates after 48 hours
Budget, schedule & billing updated
Forecast, baseline, and invoice schedule synced
Stage gates, change order thresholds, approval chains, and field forms are all modeled visually in the Process Designer. When your methodology evolves (a new gate review, a stricter CO threshold, a different daily log), your team changes it in minutes, without developers or change requests.
Everything included
Twelve project modules ship working out of the box, and because they run on Vulo, your team keeps full no-code control over every screen, workflow, and rule.
WBS, milestones, dependencies, and baselines.
Boards and assignments wired to cost codes.
Allocation, utilization, and overload alerts.
Approved timesheets feeding cost and billing.
Budget vs. committed vs. actual, live per code.
POs and subcontracts posted to committed cost.
Progress invoices, retention, and change orders.
Mobile daily logs, quantities, and photos.
Scored registers with automatic escalation.
Versioned drawings, submittals, and approvals.
Margin, schedule, and cash with AI flags.
Routed sign-offs with a complete audit trail.
Connected on the same platform, no integrations to build:
The platform behind it
1,200+
business apps built on Vulo
150,000+
workflow actions automated monthly
99.9%
historical platform uptime
12+
industries running core operations
FAQ
Your project structures, tasks, and budgets import from the files you already have, and your delivery methodology (stage gates, approval thresholds, billing terms) is configured to match how you work today. Most teams go live one project or one area at a time: planning and tasks first, then cost and billing. The spreadsheets retire one by one, not in a big bang.
Yes. Budgets, committed cost, timesheet cost, and forecasts all run inside the project solution on their own. If you keep your existing accounting system, dataflows and no-code APIs exchange invoices and actuals with it. And if you run Vulo Accounting alongside, project costs and invoices post to the ledger automatically: no reconciliation between two versions of the truth.
That’s the core of it. Invoices generate from certified progress or approved hours per your contract terms: milestone, percentage, or time-and-materials. Retention is withheld and released by rule, and change orders carry their own pricing, approval chain, and billing impact, so scope growth turns into revenue instead of leaking into cost.
From their phones. Daily logs, quantities, photos, timesheets, and issues are captured on site through mobile-friendly forms your team can reshape without code. Field entries update progress and cost in real time. The office sees this morning’s work this morning.
Yes. Billing modules simply stay off, and the rest (planning, resources, timesheets, budget control, risk, stage gates, and portfolio dashboards) runs the same way for internal programs. Many teams use cost centers instead of contracts and track budget consumption against annual plans.
Weeks, not months. You start from a working project solution, load your active projects, and tune the workflows to your methodology. The team that runs projects day to day keeps adjusting forms, gates, and reports after go-live: no consultants required.
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