After the bid.
Before closeout.
SpoilStack handles the part after the estimate is accepted: where the machines are, what happened each day, what changed, and what proof you have when closeout starts.
14-day free trial. No credit card required. $99/month after.
Bid won
The estimate is done. Now the job has to be tracked.Field work
Machines move. Rain hits. Loads leave. Photos and notes pile up.Proof built
Logs, tags, markups, rain delays, and documents stay with the job.Closeout ready
The closeout package pulls from the records already on the job.
One place for the job.
Your crew should not need a spreadsheet, a camera roll, a paper notebook, and a group text just to answer what happened on a job.
Jobs
Machines
Crew schedule
Machine hours
Labor hours
Job notepad
Haul counts
Weather
Haul counts · one load record
The trucker says 16 loads and your foreman says 14. Every tap records more than a number, and all of it goes in the closeout package with the day's totals and the yards and tons they add up to.
5 in / 13 out
220 yd out · 100 tons in (3 loads without a size)
Machines · daily inspection
The paper pre-start checklist, on the machine. The operator walks around the 330, marks each item, and the whole crew sees what needs service.
It records and flags. It does not track maintenance: nothing opens a work order and nothing schedules a repair. Still on paper? Start with the free inspection checklist.
Weeping fitting on the boom cylinder hose
Pin worn, new one ordered
For the stuff people ask about later.
When a GC asks what happened Tuesday, why the crew stopped, what extra work was documented, or where the plan was wrong, the answer should already be on the job.
Daily logs
Extra work tags (T&M)
Plan markups
Rain delay logs
Materials & expenses · on the job
The foreman grabs 40 feet of culvert pipe on the way in. Log it on the job with the receipt, not on the dash, and bill it on the T&M tag when it was extra work.
It records what was bought, in your company's currency. It is not job costing: no budget, no profit and loss, and no invoice. Labor and machine hours stay hours, with no dollar figure.
$1,981.57
T&M $612.00 · Not T&M $1,369.57 (1 item without an amount)
Grade stakes and lath
304 limestone, driveway approach
18 ton · Shelly MaterialsTM-004Receipt
Driveway culvert end sections
2 ea · FergusonTM-004
Geotextile fabric
300 sq yd · Core & Main
The one page the whole crew reads.
Like the note you already keep in your phone, except everyone on the job sees the same one. Gate codes, site contacts, the running plan, what to tell the next shift.
Gate code 4417. Second gate off Camino Diablo, chain is not locked.
Site super Dale Winters (925) 555-0147, call before 7 AM.
Stockpile 2710 Camino Diablo, Walnut Creek, CA. Next shift: keep the haul road watered.
The whiteboard, in every truck.
Put Bob on Miller Ave Tuesday. Jake and Tommy on Henderson through Friday. Everyone sees it on their phone, with the address one tap from directions.
Days, not hours. No start times, no time clock, no payroll. Hours still get logged the way they do today.
Hours on the job. Not payroll.
Who was on the job and what ran, logged by the day. SpoilStack records hours and nothing else. No pay rates, no time clock, no cost per hour.
Labor hours
Machine hours
On the daily log
In the closeout
Everything the job produced, in one package.
At closeout, nobody should be digging through camera rolls, texts, folders, and paper tickets. SpoilStack pulls the job backup together from what your crew already logged.
Example export
Henderson grading closeout
- Cover page and job summary
- Daily logs
- Rain delay logs
- Extra work tags (T&M)
- Materials & expenses
- Annotated plan pages
- Photos with captions and job context
- Uploaded documents
- Haul counts, yards, and tons
- Equipment history and utilization
- Labor hours summary
Not another all-in-one contractor platform.
Keep your estimating tool for bids. Keep QuickBooks for billing. Use SpoilStack for the job record between the two.
- Estimating and bidding
- Job costing and profit and loss
- Invoicing and payment collection
- Payroll
- Generic CRM
- Enterprise GC project management
Frequently asked questions
What does SpoilStack NOT do?
SpoilStack does not do estimating, job costing, profit and loss, invoicing, payroll, CRM, or project management. It records the material you bought for a job, but it never works out a margin or sends a bill. It handles the field record between winning the bid and building the closeout package. Keep QuickBooks for billing and your estimating tool for bids.
Can my crew use SpoilStack from the field?
Yes. SpoilStack is offline-first. Photos, haul counts and load sizes, material expenses and their receipt photos, machine hours, labor hours, equipment inspections, daily logs, extra work tags (T&M), plan markups, todos, notes, the job notepad, and the crew schedule all save locally and sync when signal returns. Built for crews working in holes and rural sites with no cell service.
Can I schedule my crew?
Yes. Put people on jobs by the day and the whole crew sees it: a day board of who is on each job and which machines are there, a week roster by person or by job, and a just-me view for each crew member. Pick several days at once, and type a plain name for a day laborer or a sub who is not on the app. Anyone on the crew can make a change, and it works with no signal. It is a schedule, not a time clock: no start times, no punches, no payroll.
Can I record what material each load was?
Yes. A load can carry a material, typed however you say it: screened topsoil, Class II base, spoil. Materials your crew used recently come back as one-tap chips, so nobody types in the cab. When you start a haul session the machine and the material lock for the shift and every load logged from the lock screen or the notification carries both. The material prints on each load in the closeout package alongside the load in and load out totals.
Can I record yards or tons per load?
Yes. Set the load size when you start hauling: yd or tons in the US, m³ or t in Canada and elsewhere. Every load in that session carries it, including Load In and Load Out taps from the iPhone lock screen, the Dynamic Island, and the Android notification. Change it mid-session for the loads that follow, and correct any load later from the scale ticket. SpoilStack adds it up under the in and out counter, for today, by material, by machine, on the job card, and on the machine page. Yards and tons stay separate totals and are never converted, and when some loads have no size the total says how many. The closeout package prints yard and ton totals per material and per machine, with a Size column on every load.
Can I track material costs?
Yes, as a record of what was bought, not as job costing. Log the pipe, stone, fittings, or anything else bought for a job with the quantity and unit, the vendor, the amount, and a receipt photo. Anyone on the crew can add one, and the amount can be filled in later. Turn on Bill as T&M and the expense goes on that day’s Draft T&M tag, or a new Draft tag if there is none, and the tag PDF lists it under Materials with a subtotal. The closeout package gets a Materials & Expenses section, and an Include amounts switch lets you send it to a GC without prices. Amounts are in your company’s currency. There is no budget, no profit and loss, and no invoicing.
What is the job notepad?
One shared page per job, like the note you already keep in your phone, except the whole crew sees the same one. Gate codes, site contacts, what to tell the next shift. It works with no signal and merges when you are back in range, it shows who wrote what and when, and version history lets you restore an earlier copy of the page.
Does SpoilStack track labor hours?
It keeps the paper timesheet, digitized: hours per person per job per day, entered by the crew or corrected by the owner. There are no pay rates, no payroll, and no time clock. The owner can export the hours to CSV, and they roll into the closeout package with the rest of the job record.
What is a closeout package?
A closeout package is a branded ZIP export with a preview page containing all job documentation: daily logs, extra work tags (T&M) with the materials billed to each tag, materials and expenses, annotated plan pages, photos with captions, uploaded documents, haul count summaries with yard and ton totals, equipment history, and a labor hours summary. An Include amounts switch decides whether prices go in. It is the job backup you send when the GC asks for records.
How does machine tracking work?
Every machine in your fleet is assigned to a job or marked unassigned. One tap to reassign a machine to a different job. Your whole crew sees the change instantly, and each machine has its own page with the jobs it has been on.
Can my crew do daily equipment inspections?
Yes. Each machine page has an inspection checklist your company sets up. It starts with 16 items from a contractor’s paper form, and the owner can add, rename, reorder, or remove them. The operator marks each item Good, Needs Service, or N/A, adds a note, the hour meter, and their name, with or without signal. If the machine’s latest inspection has a Needs Service item, its card shows a red badge for the whole crew. Print one inspection, or a daily sheet for the machines you pick, as a PDF with your logo. It records and flags problems. It does not track maintenance or repairs.
Can I log machine hours?
Yes. Log the hours each machine ran on each job. SpoilStack keeps a running engine hour meter per machine, weekly totals, and a per-machine utilization heatmap, then rolls the equipment history into daily logs and the closeout package. It tracks hours, not fuel, cost, or GPS.
$99/month flat. Unlimited users.
14-day free trial. No credit card. Cancel anytime. Your owner, foremen, office, operators, laborers, and anyone else who needs the job record are included.