Everyone knows what to do today. The office knows what got done.
Firma@KFBase is software for companies whose people work in the field. The office assigns tasks in a calendar; workers see them on their phones, talk them through with the office and press START and FINISH. Photos, notes and hours land on the right job, and you see which jobs make money.
No sign-up, with sample data.
Who it is for
Any company that sends people out to clients and jobs: from a few to a few dozen people in the field, each with a smartphone.
- Construction and renovation
- Installation: air conditioning, heat pumps, solar
- Electrical work and equipment service
- Cleaning and facility maintenance
- Gardens and grounds
- Pest control and other on-site services
Sound familiar?
Hours in a notebook, and on Friday someone copies them into Excel, guessing which belonged to which job.
Workers press START and FINISH on the task. The hours sit on the right job straight away.
Photos and agreements scattered across texts, calls and private WhatsApp chats.
Every task has its own conversation: messages, photos and voice notes in one place, for the office and the worker.
Ten phone calls every morning to hand out today’s addresses.
Everyone has their own tasks on the phone, with the address. Changes arrive as a notification.
A client calls with a complaint a year later: who came, when, and what did they do?
A task’s history stays for good: who worked, from when to when, with photos and the whole conversation.
How it works
The office assigns a task
Add a project and a task, then drag it in the calendar to a day and a person.
The worker gets it on their phone
With the address and times. A notification arrives straight away, for changes too.
On site: START, talk, FINISH
Questions, photos and voice notes go into the task’s conversation. The app works without signal too.
The office sees the result
Status, photos and the whole conversation are in the task’s history. Hours go into the report without anyone typing them in.
What’s inside
In the office
- People calendar
- A week view by person. Drag tasks between days and people, and filter projects by colour.
- A conversation on every task
- Messages, photos and voice notes in the task’s history, which cannot be edited or deleted. Plus the company chat and project chats – the office sees them all.
- Projects and clients
- Companies and private clients, automatic Polish tax number (NIP) check, contacts, address and the project team.
- People and roles
- Owner, admin and worker. Sign in with Google or Apple, no new passwords.
On the worker’s phone
- My tasks
- For today and the days ahead, with the address. An app for Android and iPhone.
- START, PAUSE, FINISH
- Big buttons. Every press records the time; location is saved only at START and FINISH.
- Photos and notes
- Photos, voice notes and messages on the task, visible in the office straight away.
- No signal, no password
- Works offline and uploads in the background. The phone joins the company with a QR code.
Money and reports
- Hours without typing
- Counted from START and FINISH. Week or month, export to Excel.
- Job costs and margin
- Hourly rates per person, fixed or hourly pricing, materials, equipment and subcontractors.
- PDF reports
- Hours for payroll, project profitability, a client report with photos of the work, overdue tasks.
- Rates stay in the office
- Workers never see rates, prices or margins.
How to start
No rollout that eats half a season. Start with one thing and add the rest once people are used to it.
Create your company
Sign in with Google or Apple and enter the company name.
Add your people
Each person’s name and email, plus a role: worker, admin or owner.
Connect the phones
Workers install the app and scan a QR code from the office screen. No password.
First week: tasks and two buttons
Plan the week’s tasks and people press START and FINISH. Conversations, photos and reports come when the time is right.
Prefer to look around first? The sample company has projects, tasks and conversations. No sign-up, gone after an hour.Try a sample company
Simple on purpose
Firma@KFBase replaced a feature-heavy program that had more options than the people in the field needed. What remains is what the office and the workers actually use every day.
- One idea: the task. No piles of types, activities or progress percentages.
- Hours only come from the buttons. Nobody copies them from paper.
- A task’s history is permanent. Nothing disappears from it.
- Workers see only their own tasks and a few big buttons.
Common questions
My workers are not big on phones. Will they manage?
Workers see only their own tasks and a few big buttons: START, PAUSE, FINISH, photo, voice note. They write no reports and remember no password, because the phone joins the company with a QR code.
We had software before and nobody filled it in.
There is nothing to fill in. Hours come from two presses, a photo replaces the report and a voice note replaces typing. The office sees straight away who has started, so nobody has to chase anyone.
How is this different from a WhatsApp group?
The conversation is attached to the task, so a year later you know which job it was about. The office sees the conversations on every task, nothing is lost on a private phone, and when someone leaves the company the history stays.
Does the app track workers?
No. Location is saved only at the moment of pressing START and FINISH (and resuming after a pause), to show that work started on site. Between presses the app does not check where anyone is, and without location permission the entry is saved without it.
What if there is no signal in the field?
The app works offline. Entries, photos and notes wait on the phone and upload by themselves once there is signal. The time recorded is when the button was pressed, not when it was sent.
We have no time for a rollout right now.
You do not need everything at once. People, a week of tasks and two buttons on the phone are enough to begin. Add the rest later.
How do the hours get to payroll and the accountant?
Download the weekly or monthly hours report as a PDF or an Excel file. Every hour belongs to a person, a task and a project.
Some of our workers speak Ukrainian. Is the software in Ukrainian?
Yes. The office software and the phone app are in Polish, Ukrainian and English. Everyone picks their own language and gets notifications in it too.
What does it run on?
The office works in a web browser on a computer, nothing to install. Workers use the app for Android and iPhone.
Your data
- In the European Union
- The server, files and backups are stored in the EU.
- Backed up every second
- Every change reaches the backup within a second, with 30 days of history.
- Only your company
- Each company sees only its own projects, people and files.
About KFBase
KFBase is a software development company. We build software for companies whose people work in the field: from building crews and installers to service and cleaning teams.
Firma@KFBase is our first product. We also build custom software when off-the-shelf tools do not fit the way a company works.
What we do
- Firma@KFBase, software for companies with people in the field
- Custom web applications
- Mobile apps for Android and iOS
- Integrations and office automation
Contact
Tell us what your company does and how many people work in the field. We will show you the software using a similar company as the example.
office@kfbase.comAlready have an account? Sign in to Firma@KFBase