SiteBook User Manual

An interactive guide to running your construction accounts on your phone.

Screenshots use sample demo data

Start Here

SiteBook is a phone app for construction accounting. It replaces the notebook with seven connected registers: sites, materials, suppliers, supplier payments, daily expenses, fund transfers, and a vendors dashboard. Everything your office and your supervisors enter lands in one shared record, backed by a Google Sheet.

  1. Open SiteBook from the link your office shared with you. It installs on your phone like any app and signs you in with your account.
  2. Learn the seven modules using the tabs above. Each one takes less than a minute to understand.
  3. Start with one site. Add the site, log one material delivery, and record one expense. The rest follows the same pattern.
Golden rule: log it the day it happens. A photo of the bill today beats a perfect memory next week.

Sites

Every site you run gets its own page. Active sites stay on top; finished work moves to Completed.

  1. Open Sites from the side menu.
  2. Tap + Add to create a site. Enter the site name and location.
  3. Tap any site card to open it. The action icons let you edit, email, or navigate to it.
  4. When work finishes, mark the site Completed. It moves to the Completed section but its full history stays.
SiteBook Sites screen with sample sites
Sites screen with sample demo data
Tip: keep site names short and consistent, e.g. the project plus the place. Everyone on the team should use the same name.

Materials

Log every delivery the day it arrives. Each entry is tied to a site and a supplier, so nothing goes missing.

  1. Open Materials and tap + Add.
  2. Pick the Date, the Site, and the Supplier from the dropdowns.
  3. Enter the Material (cement, rebar, sand...), Quantity, Unit (bags, kg, tip...), and Rate. The total calculates itself.
  4. Add the Bill No and attach a photo of the bill with the bill photo button.
  5. Save. The delivery now appears under the site and under the supplier.
SiteBook Materials register with sample entries
Materials register with sample demo data
Tip: the supervisor who receives the material should be the one who logs it. The Received By field keeps everyone honest.

Suppliers

The supplier ledger is the heart of SiteBook. It must be clean enough to show the supplier himself at settlement time.

  1. Open Suppliers and tap + Add for a new supplier. Enter name, category (materials, equipment...), and contact person.
  2. Open any supplier to see three numbers: Total Credited (everything supplied), Total Paid (everything you paid), and Balance Due.
  3. Every material delivery from this supplier adds to Total Credited automatically. Every payment you record adds to Total Paid.
SiteBook Suppliers ledger with balances
Supplier ledger with sample demo data
Tip: one supplier, one entry. If the same supplier serves two sites, still use the single supplier name so everything rolls up together.

Supplier Payments

Record every rupee you pay a supplier against the same account, and the balance due updates itself.

  1. Open Supplier Payments and tap + Add.
  2. Pick the Supplier and the Site the payment belongs to.
  3. Enter the Date, Amount, Mode (bank transfer, eSewa, cash...), and a Reference number if you have one.
  4. Save. The supplier's Balance Due drops by exactly this amount.
SiteBook Supplier Payments register
Supplier payments with sample demo data
Tip: always record the payment mode and reference. Six months later, that reference is how you prove a payment was made.

Daily Expenses

Small cash expenses are where money silently leaks. Log them daily: labor wages, transport, utilities, and everything miscellaneous.

  1. Open Daily Expenses and tap + Add.
  2. Pick the Category, Date, and Site.
  3. Enter the Amount, who it was Paid To, and who Paid By (which supervisor spent it).
  4. Add a short Note ("mason and helper wages") and attach the Receipt photo.
SiteBook Daily Expenses register
Daily expenses with sample demo data
Tip: ask each supervisor to enter their own expenses before leaving the site in the evening. It takes two minutes.

Fund Transfers

Money moving between sites, or advances given to supervisors, stays fully traceable here.

  1. Open Fund Transfers and tap + Add.
  2. Enter the Date, Amount, and Mode.
  3. Record who it went to (Supervisor), which Site it belongs to, and a Note ("site advance", "phase 2 works").
  4. Save. The transfer appears in the register with who recorded it and when.
SiteBook Fund Transfers register
Fund transfers with sample demo data
Tip: never hand over an advance without an entry here. The note you write today is the proof you need at settlement.

Vendors Dashboard

Your morning overview. Three panels, one glance: who supplies you, who works for you, and what you owe.

  1. Open Vendors from the side menu.
  2. The Suppliers panel lists every material and equipment supplier.
  3. The Sub-contractors panel lists your labor and works contractors.
  4. The Balances Due panel shows outstanding amounts at a glance. Start your day here.
SiteBook Vendors dashboard
Vendors dashboard with sample demo data

Frequently Asked Questions

SiteBook runs as a phone app through AppSheet. Open the link your office shared, sign in, and add it to your home screen. No technical setup.
Every entry is saved to a shared Google Sheet owned by your office, so your data is always exportable and never locked inside the app.
Keep entering as usual. Your entries sync automatically once the phone is back online.
Do not re-enter it blindly. Tell your office admin, who can check the sheet history and fix it cleanly.
Your office decides who sees what. Supervisors typically see their own sites; the office sees everything. Ask your admin if something looks missing.