Payroll

Simplify your payroll. Ensure compliance. Empower your workforce.

Cheops’ Payroll module is a powerful, flexible construction-specific payroll system, fully integrated with Job Costing and General Ledger. With over 20,000 construction employees globally paid using Cheops Payroll, it streamlines your payroll processes and manages your construction project staff more efficiently.

Key Features

• Integrated Payroll System: Seamlessly integrates with Job Costing and General Ledger for accurate financial tracking.
• Superannuation Reporting: Automatically meets ATO superannuation reporting obligations during payroll processing.
• Direct Deposit & Payslips: Facilitates direct deposit to employees with password-protected, emailed pay advices.
• Custom Payslips: Allows creation of user-defined payslips with customizable formats.
• Multi-Company Payroll: Processes employee pays across multiple Cheops companies.
• Mobile Timesheet Capture: Enables entry of timesheets via mobile devices with approval workflows.

Business Benefits

• Efficiency: Automates payroll processes, reducing manual effort and minimising errors.
• Compliance: Ensures adherence to ATO superannuation reporting requirements.
• Accuracy: Integrates payroll data with job costing and general ledger.
• Flexibility: Supports multi-company payroll processing.
• Convenience: Mobile-friendly timesheet capture and approvals.

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Cost Plus

Simplify and automate cost-plus project billing.

Managing cost-plus contracts can be time-consuming and error-prone—but not with Cheops Cost Plus. This powerful module automates the tracking, approval, and invoicing of recoverable project costs, ensuring full transparency, compliance, and faster billing.

Whether it’s materials, labour, subcontractor claims or variations, Cheops lets you apply markup rules, bundle backup documentation, and generate invoices with just a few clicks—all from within your core project system.

Key Features

• Automated Invoicing – Generate cost-plus claims from real project transactions.
• Backup Documentation Bundling – Easily attach timesheets, invoices, dockets and more.
• Markup Rules Engine – Apply custom margins based on client, cost type, or project.
• Live Cost Integration – Pulls recoverable costs directly from Cheops Job Costing.
• Detailed Client Reporting – Provide fully transparent claims with itemised detail.
• 🔗 Tied to Financial Workflow – Invoices are linked with Accounts Receivable and forecasting tools.

Business Benefits

• Faster Client Billing – No manual collation—invoice straight from real-time project data.
• Full Transparency – Support every claim with linked backup documents and clear markup detail.
• Supporting Documentation – Automate the collation of all supporting documentation to be included in the head contract claim submission
• Reduce Admin Burden – Save time by automating repetitive and error-prone billing tasks.
• Build Client Trust – Provide clear, auditable claims that clients can approve with confidence.
• Stay Compliant – Meet contract terms and keep records audit-ready with minimal effort.

Take control of your cost-plus billing process—with accuracy, speed, and confidence—using Cheops Cost Plus.

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Workflow Approval

Control project approvals with built-in rules and live data transparency.

Manual approvals can delay decisions and increase risk. Cheops Workflow Approval puts structure around critical project and financial processes—so the right people sign off at the right time, every time. Fully integrated into Cheops, it gives you clear visibility into approval status and audit history—no email trails or paper forms required.

Whether you’re approving variations, purchase orders, claims, or budgets, every workflow is backed by live project data and custom business rules to ensure consistent, accountable decision-making

Key Features

• Customisable Approval Paths – Set user- and role-based workflows based on your internal controls.
• Built-In Approvals for Key Processes – Apply structured workflows to claims, POs, variations, invoices, budgets and more.
• Role-Based Visibility – Only authorised users can view, edit, or approve based on assigned permissions.
• Trackable Approval History – View full audit trails including timestamps, approvers, and changes.
• Automated Notifications – Alert users when actions are pending to keep workflows moving.
• Real-Time Integration with Project Financials – All approvals reflect instantly in job costing and reporting.

Business Benefits

• Strengthen Governance – Ensure the right people review and sign off before costs are committed.
• Speed Up Decision-Making – Eliminate delays with structured, digital workflows and automated alerts.
• Increase Transparency – Know where every request sits and who approved what, when.
• Reduce Risk of Overruns – Prevent unauthorised spending or incorrect claims before they hit the ledger.
• Consolidate Admin – Manage all approvals in one system with consistent controls and no paperwork.

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Paperless Invoice

Paperless invoice approvals transform a slow, manual, error-prone process into a fast, transparent, and fully automated workflow. The result is tighter financial control, lower processing costs, and a smoother experience for both staff and suppliers.

Key Features

Digital Invoice Capture

• Invoices received via dedicated email address
• Each page is OCR’ed, creating a searchable text file
• Auto logged and registered with a system generated unique identifier
• Minimises manual data entry

Automated Workflow Routing

• Rules-based routing to the correct approvers
• Multi-level approval workflow designs
• Dashboard reminders and escalation paths

Real-Time Approval Tracking

• Live visibility of invoice status
• Approve, reject, or query with one click
• Full audit trail of every action

Validation Rules

• Automatic comparison of invoice, PO, and delivery records
• Identify discrepancies instantly
• Reduces overpayments and duplicate invoices

Mobile & Remote Approvals

• Approve invoices via email from any device
• No need to log into Cheops
• Ideal for managers on the move or remote teams

Security & Permissions

• Role-based access
• Encrypted storage
• Complete audit logs for compliance

Accounting System Integration

• Syncs directly with Cheops Accounting
• Eliminates double handling
• Ensures data accuracy

Centralised Digital Storage

• All invoices stored in one searchable repository
• Fast retrieval for audits or supplier queries via OCR searchable text
• No physical filing required

Reporting & Analytics

• Spend analysis by supplier, project, or department
• Bottleneck identification
• Insights for cost control and process improvement

Business Benefits

Lower Processing Costs

• Less manual handling
• Fewer errors and rework
• Reduced paper, printing, and storage costs

Faster Approval Cycles

• Automated routing removes bottlenecks
• Approvals happen anywhere, anytime
• Shorter payment cycles improve supplier relationships

Stronger Financial Control

• Clear audit trails
• Better compliance with procurement policies
• Reduced risk of fraud or duplicate payments

Improved Visibility & Decision-Making

• Real-time insight into liabilities and cash flow
• Better forecasting and budgeting
• Transparency across departments and projects

Better Supplier Relationships

• Faster, more predictable payments
• Fewer disputes
• Professional, consistent communication

Environmental Benefits

• Eliminates paper invoices and physical storage
• Supports sustainability goals
• Reduces waste and carbon footprint

Multi-companies

Manage multiple entities with one powerful system.

Running several companies, business units, or divisions doesn’t have to mean juggling multiple systems. Cheops Multi-Company allows you to manage all your entities within a single platform—giving you full visibility across the group while maintaining clear boundaries between each company’s financials, projects, and users.

It’s the ultimate setup for head contractors and construction groups who need centralised oversight with localised control.

Key Features

• Multi-Entity Management – Operate separate companies, trusts, or divisions within one Cheops environment.
• Shared Master Data (Optional) – Option to share suppliers, clients, and stock codes across entities.
• Entity-Specific Financials – Keep accounting, payroll, tax, and compliance data fully separate.
• Role-Based Access Control – Control who can access which company’s data, tools, and transactions.
• Group-Wide Reporting – Consolidate reporting across multiple companies when needed.
• Intercompany Transactions – Seamlessly handle transactions between entities within the same system.

Business Benefits

• Centralised Oversight – Manage multiple businesses without switching systems or duplicating data.
• Compliance Made Simple – Keep financials clean and audit-ready for each legal entity.
• Better Business Insights – Compare, report on, and forecast across companies in real time.
• Control Access with Precision – Ensure users only see the data and tools relevant to their company.
• Flexible Setup – Easily add new entities as your business grows or restructures.

Cheops Multi-Company brings structure, clarity, and control to construction groups managing multiple operations—without the complexity.

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Cheops Document Management System (DMS)

Cheops Document Management System (DMS) replaces fragmented, paper-heavy processes with a secure, centralised, and automated digital environment. It gives organisations faster access to information, stronger governance, and lower operational costs — all while improving collaboration and reducing risk.

Businesses today handle an overwhelming volume of documents across departments, systems, and locations. Without a structured digital solution, teams lose time searching for files, compliance risks increase, and decision-making slows down. Cheops DMS solves these challenges by creating a single, controlled source of truth for all business documents.

Key Features

Centralised Document & Drawing Storage

• Single source of truth for all documents
• Eliminates duplication and lost files
• Supports metadata, tagging, and indexing for fast retrieval

Revision & Version Control

• Tracks revisions and prevents conflicting edits
• Ensures all users always access the latest approved version

Access Control & Security

• Role and Project based permissions
• Encryption and secure sharing
• Protects sensitive information

Audit Trails

• Full history of edits, approvals, and user actions
• Supports compliance and accountability

Workflow Automation

• Automated routing for approvals, reviews, and notifications
• Reduces manual handling and bottlenecks

Remote & Mobile Access

• Access documents anywhere, anytime while connected to wifi

Compliance Management

• Helps meet regulatory requirements
• Ensures controlled, auditable document processes

Business Benefits

Increased Productivity

• Faster retrieval
• Less time spent searching, filing, or recreating documents

Improved Collaboration

• Real-time co-authoring
• Controlled sharing with internal and external stakeholders

Reduced Operational Costs

• Lower physical storage costs
• Less printing, scanning, and manual handling

Enhanced Security & Risk Reduction

• Prevents unauthorised access
• Reduces risk of data breaches and compliance failures

Stronger Compliance & Governance

• Audit trails, version control, and controlled access
• Supports regulatory audits and quality standards

Environmental Sustainability

• Reduces paper usage
• Supports digital-first operations

Better Decision-Making

• Quick access to accurate, up-to-date information
• Enables data-driven insights

Asset Management

Cheops Asset Management gives organisations full visibility and control over their plant, equipment, tools, and hire assets across the company and projects.

It centralises asset registers, tracks costs, with the ability to customise depreciation schedules.

Key Features

Centralised Asset Register

• Maintain a complete, structured register of all plant, equipment, tools, and vehicles
• Store specifications, serial numbers, purchase details, warranty information, and ownership
• Track asset status: available, on hire, under repair, retired

Asset Allocation & Tracking

• Allocate assets to projects
• Track asset movements between sites with full audit history
• Real-time visibility of where each asset is and who is responsible

Integration with Cheops Financials & Projects

• Asset costs flow directly into project cost reports
• Hire charges automatically update job costing and general ledger
• Maintenance expenses link to suppliers, purchase orders, and invoices

Business Benefits

Improved Cost Control & Profitability

• Ensures projects are accurately charged for asset usage
• Eliminates revenue leakage from unbilled internal hire
• Provides true cost visibility across the asset lifecycle

Higher Asset Utilisation

• Identify idle or under-used assets
• Redeploy equipment to where it delivers the most value
• Reduce unnecessary purchases or external hire

Better Strategic Decision-Making

• Data-driven insights into repair vs replace decisions
• Understand total cost of ownership and asset profitability
• Support capital planning with accurate utilisation trends

Seamless Integration Across Cheops

• One system for financials, projects, procurement, and assets
• Consistent data, consistent reporting, consistent governance
• Strengthens organisational control and accountability

Cheops Asset Management gives organisations complete control over their plant and equipment – improving utilisation, reducing risk, and ensuring every asset contributes to project profitability.

Multi Division Function

The Cheops Multi Division function allows organisations to manage dispersed geographies, business units, or project types through self defined divisions that behave like independent financial entities. Each division maintains its own Profit & Loss, General Ledger, and Balance Sheet, while still operating within a unified Cheops environment.

This gives organisations the flexibility of decentralised financial control with the consistency and governance of a single system.

Key Features

Self Defined Divisions

• Create divisions that reflect your organisation’s real world structure
• Ideal for regional offices, business units, project types, or operational streams
• Each division operates as a standalone financial entity

Full Financial Separation

• Each division has its own Profit & Loss, General Ledger, and Balance Sheet
• Divisional transactions, commitments, and accruals remain isolated
• Supports clear accountability and financial ownership

Divisions Behave Like Companies

• Divisions can be treated as independent reporting entities
• Enables company like financial control without needing multiple databases
• Supports inter division transactions and allocations

Customisable Divisional Reporting

• Build reporting structures that match your organisational hierarchy
• Produce individual division reports or grouped consolidated views
• Flexible roll ups for regions, business units, or executive reporting packs

Consistent Chart of Accounts & Controls

• Shared corporate chart of accounts ensures consistency
• Divisional filters allow targeted reporting without duplication
• Corporate governance is maintained across all divisions

Enhanced Visibility & Drill Down

• Analyse performance at division, region, or whole of company level
• Drill from consolidated results into individual divisional transactions
• Supports audit, compliance, and financial transparency

Business Benefits

Clear Accountability Across the Organisation

• Each division owns its financial performance
• Leaders can track profitability, cost control, and operational efficiency
• Supports decentralised management with central oversight

Ideal for Dispersed or Multi Stream Operations

• Perfect for companies with multiple locations, project types, or business units
• Reflects real world organisational complexity without system fragmentation

Improved Financial Clarity & Decision Making

• Compare divisions side by side
• Identify high performing regions or underperforming business units
• Make informed strategic decisions based on accurate segmented data

Simplified Consolidation

• Produce consolidated Profit & Loss and Balance Sheet reports instantly
• No spreadsheets, no manual roll ups
• Reduces month end effort and eliminates reconciliation errors

Scalable Structure for Growth

• Add new divisions as the business expands
• Maintain consistent financial governance across all units
• Supports mergers, acquisitions, and organisational restructuring

Strong Governance & Control

• Corporate level oversight with division level autonomy
• Ensures consistent financial processes across the organisation
• Strengthens auditability and compliance

Strategic Outcome

Cheops Multi Division gives organisations the power to manage complex, dispersed operations with clarity, control, and confidence — delivering accurate financial segmentation while maintaining a unified corporate system.

Business Analytics

Real-time insights that drive smarter construction decisions.

Construction businesses generate vast amounts of data, however without the right tools, it’s difficult to turn that data into meaningful insight. With Cheops Business Analytics, you gain a clear, real-time view of your projects, financials, and performance – so you can make faster, more confident decisions.

From dashboards and KPIs through to detailed reporting, all your data is centralised and accessible in one place. No disconnected systems, no manual spreadsheets – just accurate, actionable insights when you need them.

Key Features

• Customisable Dashboards – Build role-specific dashboards with KPIs, charts, and data views tailored to your business.
• Real-Time Data – Access live project and financial data to stay up to date at all times.
• Unlimited Reporting – Create and generate unlimited reports with flexible formatting and layout options.
• WYSIWYG Reporting – Design reports with intuitive “what you see is what you get” functionality.
• Advanced Word Reporting – Produce professional, fully customised reports in Microsoft Word format.
• Multi-Data Integration – Combine data across projects and systems for deeper, more meaningful insights.
• Flexible General Ledger Views – Display and save your chart of accounts in ways that suit different users and reporting needs.
• Mobile Access – View dashboards and reports anywhere, on any device.

Business Benefits

• Make Faster Decisions – Access clear, real-time insights to act quickly and confidently.
• Improve Visibility – Gain a complete view across projects, financials, and business performance.
• Reduce Risk – Identify trends, issues, and opportunities before they impact your bottom line.
• Save Time on Reporting – Eliminate manual data handling with automated, integrated reporting tools.
• Empower Your Team – Give every role access to the data they need—without complexity.

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Alerts & Notifications

Stay ahead with automated notifications that keep your projects on track.

In a fast-moving construction environment, it’s easy for critical tasks and deadlines to slip through the cracks. Cheops Alerting helps your team stay proactive with real-time notifications triggered by key financial and project events—so nothing important gets missed.

Whether it’s overdue claims, expiring insurances, or unapproved variations, Alerting ensures the right people are notified at the right time—directly from within Cheops.

Key Features

• Custom Alerts & Notifications – Set alerts for key events like claim deadlines, expiring insurances, or approval hold-ups.
• Multi-Channel Delivery – Send alerts via email, SMS, or within the Cheops dashboard.
• Trigger-Based Logic – Alerts are automatically generated based on real-time system activity.
• Role-Based Targeting – Notify specific users, teams, or roles based on the task.
• Fully Integrated with Cheops – Works across financials, contracts, payroll, compliance, and more.
• Easy Configuration – Set up and adjust alerts without custom development.

Business Benefits

• Reduce Delays – Stay ahead of due dates, compliance issues, and financial risks.
• Support Proactive Management – Act before issues escalate—no more reacting too late.
• Keep Everyone Aligned – Ensure stakeholders are notified when action is needed.
• Improve Compliance – Never miss an insurance, safety, or documentation expiry again.
• Enhance Accountability – Clear notifications help assign responsibility and track follow-through.

Cheops Alerting helps your team act faster, stay compliant, and keep projects moving—without the manual follow-up.

Plant Management

Track plant usage, recover costs, and maximise equipment value across projects.

From owned assets to cross-hired machinery, plant can represent a major project cost—or a missed opportunity for internal revenue recovery. Cheops Plant Management gives you the tools and data to manage, allocate, and track plant and equipment across your projects, with full integration into job costing and financial reporting.

Whether you’re charging plant internally or billing to a client, Cheops helps you stay in control of asset utilisation and cost recovery—while maintaining visibility across your entire fleet.

Key Features

• Plant Asset Register – Maintain a live, central record of all company-owned and hired plant.
• Internal Plant Hire Rates – Allocate plant to jobs at pre-set internal rates for accurate cost tracking.
• External Plant Hire Rates – Allocate Project specific charge rates that override default charge rates, wet and dry.
• Usage Logging & Costing – Capture plant usage by time, distance, or quantity for precise cost attribution.
• Job Integration – All plant costs feed directly into project job costing and reporting.
• Hire Period Tracking – Monitor start and end dates for external or internal hire periods.
• Revenue & Cost Analysis – Report on plant profitability, usage, and under-utilisation.
• Supporting Documents – Attach service logs, manuals, certificates, and compliance records to each plant item.

Business Benefits

• Recover More Costs – Charge plant accurately to projects to protect margins and uncover hidden costs.
• Improve Utilisation – See where assets are under-used and reallocate across projects.
• Ensure Plant Compliance – Keep safety documentation, maintenance records, and certifications in one place.
• Gain Asset-Level Insight – Make informed decisions about repair, replacement, or hire vs. buy.
• Simplify Project Billing – Automatically reflect plant costs in client claims or internal budgets.

Cheops Plant Management connects your equipment to your financials—so every machine works harder for your bottom line.

Foreign Exchange

Make commitments in a different currency to the base currency for that company.

The Base Currency for a Company is the currency to which all foreign exchange transactions are converted. All standard reporting is then in this currency. However, the report writer can be used to give project reports and general ledger reports (e.g. Profit & Loss, Balance Sheet) in other currencies.

Foreign Currency is the currency of the invoice being entered when it is in a currency different to the Base Currency. There is no limit to the number of different Foreign Currencies, which can be used.

Key Features

• Multiple currencies – Each Company in a Cheops installation can have a different base currency.
• Default exchange rates – Manually input exchange rates or manage via default exchange rate table.
• Print in foreign currency – Supplier Payment Authoristation Certificate and Sub-Contractors Progress Payment Certificates can be printed in the Foreign Currency.
• Adjust exchange rates – If the exchange rate is different to the original rate for a Purchase Order or Sub-Contract, the committed cost may be adjusted using the new exchange rate.

Business Benefits

• Global-ready flexibility – Work with unlimited foreign currencies while maintaining a clear base currency for each company.
• Accurate reporting – Produce Profit & Loss, Balance Sheet, and project reports in both base and foreign currencies.
• Smart exchange rate management – Use default tables or manual inputs, with automatic adjustments when rates manually change.
• Clear documentation – Print supplier and subcontractor certificates directly in foreign currency, reducing confusion and errors.

Cheops Foreign Exchange module bridges local reporting with global operations, giving your team confidence, clarity, and control when working across currencies.

Project Management

Total control of project data, costs, and workflow—in one system.

Construction success hinges on having accurate data and the right tools at your fingertips. Cheops Construction Management gives you both—centralising every key function from procurement and contracts to budgeting, claims, variations, and forecasting.

Built for commercial and civil construction, Cheops ensures your teams work from a single source of truth—so you can plan confidently, track performance in real time, and deliver projects with control and precision.

Key Features

• Live Project Financials – Access real-time data on budgets, costs, variations, and forecasts.
• Centralised Project Controls – Manage procurement, contracts, claims, and approvals from one place.
• Fully Integrated Modules – Seamless flow of data across job costing, forecasting, payroll, and compliance.
• Automated Claim & Payment Tracking – Stay on top of subcontractor claims and accounts payable.
• Customisable Workflows – Tailor processes and cost codes to suit your business and project types.
• Comprehensive Reporting Tools – Generate reports across financials, status updates, and performance metrics.

Business Benefits

• Complete Financial Visibility – Monitor and control project spend with live, reliable data.
• Make Informed Decisions – Align site and office teams with real-time information and reporting.
• Reduce Admin Overhead – Eliminate data duplication with integrated workflows and automation.
• Mitigate Risk – Ensure compliance, manage variations, and maintain documentation accuracy.
• Deliver Projects with Confidence – Stay on schedule and within budget with full operational control.

With Cheops Construction Management, you get a powerful, integrated platform that keeps your projects running smoothly—from start to finish.

Multi Currency/ForEx

Cheops allows you to manage commitments and transactions in multiple currencies while maintaining a consistent base currency for each company.

Each company is assigned a Base Currency, which all foreign exchange transactions are converted into for standard reporting. This ensures Profit & Loss, Balance Sheet, and other financial reports remain consistent and comparable across the organisation. At the same time, the report writer provides flexibility to generate project and general ledger reports in alternative currencies where required.

Foreign Currency refers to any invoice or transaction entered in a currency different from the company’s Base Currency. Cheops supports unlimited foreign currencies, allowing you to work seamlessly with suppliers, subcontractors, and clients across different regions and markets without restriction.

Key Features

• Multiple currencies – Each Company in a Cheops installation can have a different base currency.
• Default exchange rates – Manually input exchange rates or manage via default exchange rate table.
• Print in foreign currency – Supplier Payment Authoristation Certificate and Sub-Contractors Progress Payment Certificates can be printed in the Foreign Currency.
• Adjust exchange rates – If the exchange rate is different to the original rate for a Purchase Order or Sub-Contract, the committed cost may be adjusted using the new exchange rate.

Business Benefits

• Global-ready flexibility – Work with unlimited foreign currencies while maintaining a clear base currency for each company.
• Accurate reporting – Produce Profit & Loss, Balance Sheet, and project reports in both base and foreign currencies.
• Smart exchange rate management – Use default tables or manual inputs, with automatic adjustments when rates manually change.
• Clear documentation – Print supplier and subcontractor certificates directly in foreign currency, reducing confusion and errors.

Cheops Foreign Exchange module bridges local reporting with global operations, giving your team confidence, clarity, and control when working across currencies.

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Quad Accounting

Streamline inter-company finance. Achieve clarity across your group-wide operations.

With the Quad Accounting module in Cheops, you gain one system to handle inter-company transactions, multi-entity costing and simultaneous reconciliations—so you eliminate manual processes and achieve full financial transparency across your construction business. Built for groups, trusts and construction divisions managing multiple companies, Cheops ensures you stay on top of cross-entity financial movements and maintain control at every level.

Key Features

• Inter-Company Transactions – Process transactions between entities seamlessly, enabling accurate internal financial flows.
• Simultaneous Month-End Reconciliation – Automate reconciliation across companies at the same time, reducing month-end bottlenecks.
• Entity-Wide GL Code Display – View GL codes and discrepancies across all companies in one customised, consolidated report.
• Multi-Project Costing Across Entities – Allocate a single invoice or expense across multiple projects and companies without duplication.

Business Benefits

• Save time at month end – Remove manual reconciliations and duplicate entries, freeing up your team for strategic work.
• Gain financial clarity across entities – See internal flows, inter-company balances and group performance in one place.
• Strengthen control and compliance – With clear traceability and automated processes, you reduce risk of mis-allocations or audit issues.
• Scale confidently – As your business grows or adds new entities, your system grows with you — no extra platforms or workaround needed.

Cheops Quad Accounting keeps your multi-entity construction business transparent, efficient and in control.

BPAY

Cheops BPAY enables organisations to offer a simple, secure, and widely trusted payment method directly within their invoicing and accounts receivable processes.

By integrating BPAY into Cheops Accounts Payable and invoicing workflows, businesses can streamline how customers make payments while maintaining full control over payment tracking and allocation. Each invoice is automatically linked to a unique reference, ensuring payments are accurately received and correctly applied within the system.

This provides a seamless connection between invoicing, banking, and financial reporting, reducing manual effort while improving cash flow visibility and control.

Key Features

Integrated BPAY Payment Option

• Enable BPAY as a payment method directly within Cheops Accounts Payable, allowing customers to pay invoices using their bank’s BPAY facility

Automatic BPAY Reference Number Generation

• Cheops automatically generates unique Customer Reference Numbers (CRNs) for each debtor or invoice, ensuring accurate allocation of incoming payments

Secure BPAY Biller Code Management

• Store and manage your organisation’s BPAY Biller Code within Cheops for consistent use across all invoices and statements

BPAY Details on Invoices & Statements

• BPAY Biller Code and CRN are printed on customer-facing documents, making it easy for clients to pay using their preferred banking channel

Full Audit Trail & Transaction History

• Every BPAY transaction is logged within Cheops, providing traceability for internal and external audit requirements

Supports Multiple Entities / Divisions

• Configure BPAY settings for different business units or entities if required

Business Benefits

Improved Cash Flow & Faster Payments

• Customers can pay invoices 24/7 through their own banking platform, reducing delays and improving payment turnaround times

Reduced Administration Effort

• Automated matching of BPAY payments eliminates manual receipting, reducing data entry time and the risk of human error

Higher Accuracy in Payment Allocation

• Unique CRNs ensure payments are always allocated to the correct customer or invoice, improving ledger accuracy and reducing reconciliation issues

Enhanced Customer Convenience

• BPAY is widely trusted and used across Australia, giving customers a familiar, secure, and easy payment option

Stronger Financial Controls

• Full audit trails and automated reconciliation support compliance, governance, and internal control requirements

Lower Cost-to-Serve

• Less manual handling of payments and fewer customer queries about outstanding balances or misallocated payments

Professional, Consistent Branding

• BPAY details appear on all relevant documents, reinforcing a polished and reliable billing process

eInvoicing

Streamline your invoicing. Enhance accuracy. Accelerate payments.

Cheops’ eInvoicing module revolutionizes your invoicing process by enabling secure, automated electronic invoicing through the PEPPOL network. This integration reduces manual data entry, minimizes errors, and ensures compliance with Australian and New Zealand government standards. Whether you’re managing projects in Queensland or New Zealand, Cheops eInvoicing simplifies your workflow and accelerates your cash flow.

Key Features

• PEPPOL Network Integration: Send and receive invoices securely through the PEPPOL network, ensuring compliance with government standards.
• Automated Invoice Processing: Automatically extract and validate invoice data, reducing manual entry and the risk of errors.
• Real-Time Invoice Tracking: Monitor the status of invoices in real-time, from submission to payment.
• Seamless Integration with Cheops Modules: Integrate eInvoicing with Accounts Payable and Job Costing for a unified system.
• Multi-Currency Support: Handle invoices in multiple currencies for international suppliers and projects.

Business Benefits

• Cost Savings: Reduce invoicing costs from up to $30 per invoice to under $10.
• Fewer Errors: Eliminate manual corrections and missing information issues.
• Reliable and Secure: Fully secure PEPPOL network processing with controlled workflows.
• Reduced Payment Times: Faster processing improves cash flow significantly.
• Enhanced Compliance: Fully aligned with government eInvoicing requirements.

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Construction Management

Total control of project data, costs, and workflow—in one system.

Construction Management allows you to set up budgets, let contracts and create purchase orders and approve invoices and claims. But as your client is paying approved subcontract claims and supplier invoices, these transactions do not flow through to your General Ledger or Accounts Payable. Cheops Construction Management gives you all the key functions from procurement and contracts to budgeting, claims, variations, and forecasting, but keeps your own GL and AP clean.

Built for commercial and civil construction, Cheops ensures your teams work from a single source of truth—so you can plan confidently, track performance in real time, and deliver projects with control and precision.

Key Features

• Live Project Financials – Access real-time data on budgets, costs, variations, and forecasts.
• Centralised Project Controls – Manage procurement, contracts, claims, and approvals from one place.
• Fully Integrated Modules – Seamless flow of data across job costing, forecasting, payroll, and compliance.
• Client Pays – After assessment and approval, your client is provided with a full Accounts Payable pack with back up documentation.
• Customisable Workflows – Tailor processes and cost codes to suit your business and project types.
• Comprehensive Reporting Tools – Generate reports across financials, status updates, and performance metrics.

Business Benefits

• Complete Financial Visibility – Monitor and control project spend with live, reliable data.
• Make Informed Decisions – Align site and office teams with real-time information and reporting.
• Reduce Admin Overhead – Eliminate data duplication with integrated workflows and automation.
• Mitigate Risk – Ensure compliance, manage variations, and maintain documentation accuracy.
• Deliver Projects with Confidence – Stay on schedule and within budget with full operational control.

With Cheops Construction Management, you get a powerful, integrated platform that keeps your projects running smoothly—from start to finish.

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Cheops Bankfeeds + Advanced Bank Reconciliation

Cheops Bankfeeds provides a secure, automated connection between your organisation’s bank accounts and the Cheops Advanced Bank Reconciliation module.

With full support for all major Australian banks, finance teams gain a faster, more accurate, and fully automated reconciliation workflow.

Key Features

Automated Daily Bank Transaction Feeds

• Direct, secure bank feeds connection supporting all Australian banks
• Automatically imports daily transactions into Cheops
• Removes the need for manual bank file downloads or keep paper copies
• Ensures reconciliation data is always current and complete

Advanced Auto-Matching Engine

• Automatically matches bank transactions to Cheops receipts, payments, payroll, and journals. If the transaction date and amount are the same value, and option to allocate if there are date variances or multiple transactions on the same date
• Reduces manual intervention and speeds up reconciliation

Real-Time Reconciliation Dashboard

• Clear visibility of matched, unmatched transactions
• Day prior status updates for all bank accounts
• Helps finance teams quickly identify and resolve discrepancies

Seamless Integration with Cheops Financials

• Direct integration with AR, AP, Payroll, and General Ledger
• Reconciled items update the ledger instantly
• Maintains a single source of truth across the finance system

Full Audit Trail & Compliance Controls

• Tracks all imported transactions, matches, and user actions
• Timestamped logs support internal and external audits
• Strengthens financial governance and transparency

Multi-Account & Multi-Entity Support

• Supports multiple operating, trust, and project bank accounts
• Consolidated or account-specific reconciliation views
• Ideal for construction, project-based, and multi-entity structures

Business Benefits

Faster, Smoother Month-End Close

• Daily automated imports keep reconciliations up to date
• Reduces end-of-month backlog and manual processing
• Accelerates financial reporting and review cycles

Significant Reduction in Manual Workload

• Eliminates manual bank file handling
• Reduces spreadsheet-based reconciliation
• Frees finance staff to focus on analysis and decision-making

Improved Accuracy & Fewer Errors

• Automated matching reduces human error
• Early detection of anomalies improves financial control

Better Cashflow Visibility

• Daily bankfeeds provide real-time cash positions
• Supports proactive cashflow forecasting and management
• Helps project managers and executives make informed decisions

Stronger Governance & Audit Readiness

• Full audit trail of all reconciliation activity
• Reduces risk of unreconciled or misallocated transactions
• Enhances financial integrity across the organisation

Supports Digital Transformation & Automation

• Moves reconciliation into a fully automated, paperless workflow
• Reduces reliance on manual processes and spreadsheets
• Scales easily as transaction volumes grow

Strategic Outcome

Cheops Bankfeeds, with full support for all Australian banks, transforms bank reconciliation into a fast, accurate, and highly automated process — improving cashflow visibility, strengthening financial governance, and reducing the administrative burden on finance teams.

Invoice Scanning & Delivery Docket Matching

Capture costs early. Eliminate paperwork. Stay in control.
Managing supplier invoices and delivery dockets manually slows down your projects and delays cost visibility. With Cheops Invoice Scanning and Delivery Docket Matching, you can capture, match, and record costs in real time – before the invoice even arrives.

By linking delivery dockets directly to purchase orders and project costs, you gain immediate insight into incurred costs, improve accuracy, and remove the need for manual tracking or accruals. It’s a smarter, paperless way to manage your accounts payable and project financials.

Key Features

• Delivery Docket Matching – Match delivery dockets directly to purchase orders and link them to project costs in real time.
• Real-Time Cost Capture – Record incurred costs before invoices are received, keeping project financials accurate and up to date.
• Mobile Docket Capture – Capture delivery dockets on-site via mobile or upload directly into the system.
• Three-Way Matching – Align purchase orders, delivery dockets, and invoices to ensure accuracy and compliance.
• Automated Cost Allocation – Link dockets to purchase orders and automatically update job costing with incurred costs.
• Flexible Workflow Approvals – Allow project or accounts teams to manage matching and approvals through custom workflows.
• Paperless Processing – Eliminate manual paperwork and streamline document handling across projects.
• Integrated with Job Costing – Ensure all captured costs flow directly into your live project financials.

Business Benefits

• Improve Cost Accuracy – Capture and validate costs earlier to reduce errors and surprises.
• Gain Earlier Visibility – See real project costs before invoices arrive and stay ahead of budget impacts.
• Eliminate Manual Processes – Remove paper handling, duplicate entry, and spreadsheet tracking.
• Reduce Admin Overhead – Automate matching and cost allocation to save time across teams.
• Strengthen Financial Control – Maintain accurate, real-time job costing with full traceability.
• Stay Compliant – Support structured procurement processes with three-way matching and audit-ready data.

Invoice Scanning

Cheops Invoice Scanning streamlines and automates your invoice processing, giving you faster approvals, greater accuracy, and complete visibility from capture through to payment. Designed for construction businesses, it removes manual handling and helps you stay in control of costs, compliance, and cash flow.

Key Features

Digital Document Capture & Recognition

• Invoices and subcontractor claims received via dedicated email address
• OCR and document recognition create searchable digital records
• Each document is auto-registered with a unique system identifier
• Minimises manual data entry and improves processing accuracy

Subcontractor Claims Approval

• Streamlined workflows for progress claims and variations
• Structured approval process aligned to contract requirements
• Clear visibility of claim status at every stage

Automated Workflow Routing

• Rules-based routing to the correct approvers
• Multi-level approval workflows for complex project structures
• Automated reminders and escalation paths to avoid delays

Delivery Docket Matching

• Automatic matching of invoices against delivery dockets
• Verification of goods and services before approval
• Reduces billing discrepancies and prevents overpayments

Real-Time Approval Tracking

• Live visibility of invoice and claim status
• Approve, reject, or query invoices in one click
• Full audit trail of all actions and decisions

Validation Rules

• Automatic comparison of invoices, purchase orders, and delivery records
• Instant identification of discrepancies
• Reduces duplicate payments and financial errors

Mobile & Remote Approvals

• Approve invoices and claims via email or mobile device
• No need to log into Cheops to take action
• Ideal for site teams, managers, and remote users

Security & Permissions

• Role-based access control
• Encrypted document storage
• Full audit logging for compliance and governance

Accounting System Integration

• Seamless sync with Cheops Accounting
• Eliminates double handling and manual re-entry
• Ensures accurate, up-to-date financial data

Centralised Digital Storage

• All invoices and claims stored in one searchable repository
• Fast retrieval for audits, disputes, and supplier queries
• OCR-enabled search across all documents

Reporting & Analytics

• Spend analysis by supplier, project, or cost code
• Identify approval bottlenecks and delays
• Insights to improve cost control and forecasting

Business Benefits

Lower Processing Costs

• Reduced manual data entry and administration
• Fewer errors, corrections, and rework
• Lower printing, paper, and storage costs

Faster Approval Cycles

• Automated workflows eliminate delays and bottlenecks
• Approvals completed anywhere, anytime
• Improved supplier payment timelines and relationships

Stronger Financial Control

• Complete audit trails for all transactions
• Improved compliance with procurement policies
• Reduced risk of fraud, errors, and duplicate payments

Improved Visibility & Decision-Making

• Real-time visibility of liabilities and commitments
• Better forecasting and cash flow management
• Transparency across projects and departments

Better Supplier Relationships

• Faster and more predictable payments
• Fewer disputes and discrepancies
• Clear and consistent communication

Environmental Benefits

• Eliminates paper invoices and physical filing systems
• Supports sustainability and reduced carbon footprint

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