00 The whole back office, for any company
The back office every business runs on.
Bills and approvals, cards and receipts, people and HR, files and your QuickBooks sync come standard, because every business has them. Then switch on the modules built for your industry. Every one is included.
- Projects
- Estimates & proposals
- Invoicing
- Timesheets & payroll
- Billing rates
- Statements & receipts
- Business development
- $500a month, first company
- Unlimited usersno per-seat pricing
- Every module includedswitch on what you need
- No setup feecancel anytime
01 The foundation
What every business already needs.
A builder, a retail brand and a software studio all pay bills, carry cards, employ people and keep records. That part is the same everywhere, so it's the same in Cordwyn, and it's on from day one.
- 1.1
Money
Bills come in, get read off the document and coded from that vendor's history, go to the right person for approval, then sync to QuickBooks. Card charges are matched against receipts, with the unmatched ones listed rather than discovered at month end.
- 1.2
People & HR
Your team in one place: pay history as a point-in-time log, time off and benefits against your own holiday calendar, and company advances with a repayment ledger.
- 1.3
Records & access
Files and a document library that follows a template, named access profiles so people see only their part, and an append-only audit trail. Delete something by mistake and it comes back from the trash.
- 1.4
More than one company
Run several businesses from one login. Each keeps its own vendors, people, documents and books, and nothing gets merged. $200 a month for the second, $150 for each one after.
- 1.5
An assistant that knows your records
Ask what a vendor has billed or which bills are still on hold, and get the answer from your own data. Every question is logged, and by default anything it suggests changing waits for a person to approve.
02 Industry modules
Then switch on what your industry needs.
Pick an industry when you set up and its modules come on together. Anything else is one switch away, and every module is included in the price. Run more than one company, and each one picks its own.
Projects & field
- Projects
Run several projects, each with its own budget, bills and files.
Construction · Retail · Software Development · Design · Non-profit - Job sites
Site addresses, permits and the jobsite directory.
Construction - Project checklist
Phase-by-phase readiness for every job, with owners.
Construction - Daily logs
Logs and photos from the phone, missed-log alerts and client updates.
Construction - Plan sets
Current plan sets, markups and AI plan reads.
Construction - Site cameras
Every site camera on one wall, live.
Any industry
Winning work
- Bid desk
Send bid invitations to subs and compare their numbers.
Construction - Estimates & proposals
Build estimates and client proposals from your cost categories.
Construction · Software Development · Design - Business development
Leads, contacts and follow-ups for winning new work.
Software Development - Client portal
Give clients a login to see their work.
Any industry
Billing & money
- Invoicing
Invoice clients and track what they owe.
Construction · Retail · Software Development · Design · Non-profit - Draws & client payments
Bank draws, client payments and direct-pay tracking per job.
Construction - Work in progress
Over/under billing across jobs.
Construction - Billing rates
Pay, markup and bill-out rate per person, for billing time to clients.
Construction · Software Development · Design - Statements & receipts
Reconcile vendor statements and match receipts to the bills they paid.
Construction · Retail · Software Development · Design - Check release
Print checks, release them to vendors and log pickups.
Construction - Executive review
An executive signs off on card charges before they post.
Any industry
People & operations
- Timesheets & payroll
Timesheets, the time clock, overtime and pay rates.
Construction · Retail · Software Development · Design · Non-profit - Contracts & compliance
Subcontracts, insurance certificates chased automatically, license checks.
Construction - Ordering & rentals
Orders, returns, the ordering queue and equipment rentals.
Construction - Fleet & equipment
Vehicles, equipment, maintenance and fuel.
Any industry - Online store
Products, stock on hand, orders and returns.
Retail
03 How it works
One bill, start to books.
Bills are the example because every company has them. Cards, people, documents and the rest work the same way.
It declines to guess: two properties on one street and no unit number, and the cost is left unassigned and flagged.
The decision lives on the bill, not in a text thread, so somebody can find it in March.
We add accounting connections as customers need them.
Run more than one company and each gets the same queue and tracker. Nothing gets merged.
04 Why the back office gets away from you
Five tools, and nobody owns the map.
| Where it hurts | Today | In Cordwyn |
|---|---|---|
| The map | Bills in one place, receipts in another, contracts in a drive, people records in a folder. | One system, one record per company, with the document attached to the cost. |
| Approvals | "Can I pay this?" arrives in whichever thread you happened to answer last. | One queue with a name attached, and the decision kept on the bill. |
| Receipts | Card charges with nothing behind them, found at month end. | Charges matched against receipts, with the unmatched ones listed. |
| Status | Rebuilt by hand into a spreadsheet that's stale by Friday. Once per company. | What's outstanding by approver, with reminders that go out on their own. |
05 Questions
The awkward ones, answered.
The full list covers access, migration and what happens when something breaks.
Does this replace our accounting system?
No, and we'd be suspicious of anyone who told you to switch general ledgers mid-year. Your accounting system stays your book of record and your accountant keeps working the way they already do. Cordwyn is where the bill gets read, coded, argued about and approved. The approved bill is then handed to your books, and a person does the posting.
What if my companies are in different industries?
It doesn't matter. Every company runs on the same foundation, and each one switches on the industry modules that fit it. A builder and a retail brand under one login each get their own set.
What happens when the automatic coding gets it wrong?
You correct it, and the correction becomes history the next match learns from, so the same vendor lands in the same category next time. More importantly, the system is built to decline rather than guess. A blank field costs you thirty seconds. A confident wrong answer puts the cost on the wrong location or the wrong client's invoice.
Who can see what?
Access is a named profile, plus per-project assignment, plus per-user overrides. Finance, company cards, executive review and business development are each gated separately, so a project manager with full access to their three projects still can't open the card statement.
Can we get our data out?
Yes. Bills, invoices, documents and photos export on request in a machine-readable format, during your subscription and for 90 days after it ends. Leaving should be a task, not a negotiation.
What does it cost?
$500 a month for your first company, $200 for a second and $150 for each one after, with unlimited users and every module included. No setup fee, cancel anytime, and the first 30 days are refundable in full. Full pricing.
We'll come to you when a slot opens.
Join the list and you'll get a reply from a person, then a walkthrough on one of your own bills when we're onboarding again. No drip sequence in between.