NexcubatorType it once. Everywhere else already knows.
Here is the simplest way to see the difference. Somebody’s hourly rate goes up from €62 to €68. In most companies you now have to remember every other place that number is written down. Here, you change it once and everything that uses it is already right.
Nothing is ever copied
Each person, customer, job, hour and bill is written down once. Pay, job costs, reviews and the org chart all read that same entry — so there is never a second version that somebody forgot to update.
It knows what’s waiting on what
Most software just stores things. This also knows where a job has got to and who is holding it up. That is why it can tell you a bill is stuck this week, instead of you finding out at month end.
You choose who sees what
Salaries are visible to the people who need them and to nobody’s spreadsheet. Letting a manager see their team’s work does not mean showing them everyone’s pay.
Six jobs. One set of information underneath.
Hiring, doing the work, billing it, keeping customers — they all read and write the same entries. Nothing is passed from one app to another, because there is only one place.
From first enquiry to hiring the next person.
A customer asks for something. Twelve steps later, you've been paid for it and you've spotted that you need to hire someone. Each step hands straight to the next.
Enquiry
Nobody copied anything. It's the same information, looked at by a different part of the business.
Somebody works. You get paid. Five steps in between.
An engineer does 32 hours on a job. Follow that one week down the page. On the left is what normally happens to it. On the right is what happens here. The names and figures are made up.
He does the work
32 hours on a customer’s job. Nothing has gone wrong yet.
He writes down his hours
Friday afternoon, from memory, four days after Monday.
He gets a nudge on the day. It takes him seconds, and everything else updates itself.
Somebody has to approve it
The request is one email among sixty. It gets approved four days later.
It sits in their list with the bill it is holding up written on it, and it nudges the one person who can clear it.
The cost goes on the job
Copied into a spreadsheet at last year’s rate. Every profit figure after that is quietly wrong.
It lands by itself, at the one rate that exists.
The bill goes out
Day eleven — and the extra work agreed on a phone call was left off it.
Ready on day one, with the extra work already on it. Somebody still checks it and presses send.
Start with the person. Everything points back to them.
Hours worked, jobs they're on, what those hours cost, the bill that comes out of it, their review, the laptop they're holding. All of it points back to one person. Get that right and the rest of the system has something solid to stand on.
What they're holding
Laptop, phone, keys, and since when. So you know what to ask for back on their last day.
Pay
Salary and hourly rate. The same numbers finance is already using, not a second copy.
Their private folder
Contract, ID, right to work, certificates, past reviews. Kept once, and only the right people can open it.
Skills and availability
So when you're planning who does what next month, you don't have to ask around.
Four things you do every week, start to finish.
Not a list of features. These are things your company does every week — and here they run start to finish without anyone carrying them from app to app.
They say yes → everything else happens
Accept the offer. They now exist in the system, their laptop is ordered, their first day is booked, their folder is created, and the job advert closes. Nobody types their name again.
Hours in → bill out → money in
Someone logs their hours. The cost lands on the job straight away. The bill writes itself from those hours. You can see whether the job made money on a Tuesday, not at month end.
Enquiry → quote → job → renewal
The quote turns into the job without anyone rewriting it. When renewal comes round, you can see how the job actually went and what is still outstanding — before you pick up the phone.
Meetings that write up themselves
Hold the meeting in Nexcubator. Anyone outside can join with a link, no account needed. What you agreed turns into tasks, dates and extra charges on the bill — without anyone typing up notes.