This month's update is all about timesheets. Your team can now fill in their own timesheets, log more than one project in a day, and turn a timesheet straight into a CIS statement or VAT invoice. We've also added AI-built payment application templates, a safer "void" option for documents, and branded outbound emails.

Documents

• Void documents instead of deleting them – Removing a document now voids it rather than deleting it permanently, so nothing is lost. Voided documents are hidden from your document lists, search and cost reports by default, and you can show them again with a filter. If the document has already synced to Xero, QuickBooks or Sage 50, you'll be prompted to void it there too.

  

• Your logo on outbound document emails – Emails sent from Coreloops, such as invoices, now carry your own company logo instead of Coreloops branding. They use the logo you've already uploaded in Settings, so there's nothing new to set up.

  

• Dismiss the failed-documents banner – The "documents could not be processed" banner on the Cost Report dashboard can now be closed once you've dealt with it, and it stays closed. It clears automatically once those documents are re-uploaded or entered manually, and only comes back if a new batch fails.

• Purchase orders fill in the supplier and delivery address for you – When you create a PO from a quote, the supplier is carried over from the quote, and the delivery address is filled in from the project's site address. POs created from the all-projects view also pick up the site address once you assign a project. Both fields can still be edited.

• Match invoices to any purchase order – Invoices can now be matched to purchase orders, whatever their status (Draft, Pending or Approved), not just approved ones. Matching no longer has to wait for a PO to be signed off.

• Clearer results when approving invoices in bulk – If some invoices in a bulk approval can't be approved, Coreloops now tells you exactly which ones failed and why (for example, a missing supplier), and still approves the rest.

• Pick dates from a calendar in document filters – When you set a custom range on the Issue date or Due date filter, you can now pick dates from a calendar as well as typing them in.

Accounting & Tax Sync

• QuickBooks payment terms and VAT numbers sync both ways – Sales and purchase payment terms and VAT registration numbers on your clients, suppliers and contacts now stay in step between Coreloops and QuickBooks. A blank value in QuickBooks won't overwrite details you've entered in Coreloops, and any sync problems are shown to you rather than failing silently.

• Easier Sage 50 reconnection – If your Sage 50 connection needs signing in again, you're now prompted to re-authenticate directly from the document, so syncing can carry on.

• CIS subcontractor details sync with Sage 50 – For CIS-registered suppliers, CIS details now sync directly between Coreloops and Sage 50: CIS status and rate, company type, verification number and date, UTR, company number and NI number. You no longer need to keep them up to date in both places.

• Safer Xero bill syncing – Before a bill is sent to Xero, Coreloops now checks that its line totals add up to the subtotal. If they don't, it stops the sync and shows a clear error, so the wrong amount never reaches your accounts.

Timesheets

• Submit your own timesheets with My Timesheets – A new My Timesheets page in the navigation lets team members/operatives fill in their own week. Pick a day, add a project, and enter start and end times or total hours, then save a draft or submit it for approval. It works on mobile too.

• Invite operatives from Team Settings – A new Operatives section in Settings > Team, alongside Team Members and My Teams, lets admins invite an operative with just their name and email. In the same step, you link them to their directory contact. From here you can also search, edit and remove operatives, or change which contact they're linked to.

• Log multiple projects in a single day – Operatives can now add more than one project to the same day, each with its own hours, cost code and compensation event. This makes it easy to split a day across sites.

• Link team members to directory contacts – Admins can now link a platform user to their directory contact from Settings > Team, using the "Assign Contact" action next to each team member. Timesheets that person submits are then recorded against the right contact.

• Generate a CIS statement or VAT invoice from a timesheet – Turn a timesheet into a CIS statement or a standard VAT invoice in one step. It syncs to Xero, QuickBooks or Sage 50 as an attachment, so your cost report isn't counted twice. You can switch this sync on or off for each accounting connection.

Payment Applications & BOQs

• Create payment application templates with AI – In the Template Builder, choose "Create with AI" and upload a sample payment application (Excel, CSV or PDF). Coreloops builds a draft template from it for you to review, adjust and save.

  

• Add cover pages and other non-financial pages to templates – Payment application templates in the Template Builder can now include text pages, such as a cover page or notes. You can reorder, rename or remove them, and they appear in the app and in exports without affecting any totals.

  

• Choose which section a variation is published to – When you publish a variation, you can now pick the BOQ section it goes into, or create a new section right from the publish window. If you don't pick one, it goes into "Variations".

  

• Retention shown on invoices from payment applications – Invoices generated from a payment application now show the period certified amount and a separate "Less: Retention" line, so the net amount due is clear. Both lines are included in exports.

• Multiple cost codes or tags per line in BOQ imports – When importing a BOQ, you can now put several cost codes or tags in one cell, separated by commas (for example, "Groundworks, Drainage"). Each one is assigned to the line item, and any that don't exist yet go through the usual create-new step.

• AI classification moved into a menu – "Auto-classify with AI" now sits in a sub-menu on the BOQ toolbar instead of being a standalone button. Choosing which items to classify and reviewing the suggestions have both been redesigned to be clearer.

Reports

• Supplier spend metrics in the Resource Report – The Resource Report now has new metrics you can turn on, grouped by supplier, so you can compare committed spend against actual spend. They are PO subtotal, actual cost subtotal, VAT and gross total, CIS, and PO and invoice counts. Your column choices are remembered, and the new metrics are included in exports.

Bugs fixed

• Fixed recurring invoices from the same supplier for the same amount being wrongly flagged as duplicates. Duplicate detection now also checks the invoice number and date

• Fixed bulk-assigning a project, cost code or tag to a document not updating its line items

• Fixed some bills with labour, materials and CIS syncing to Xero with the wrong materials amount

• Fixed the QuickBooks payment terms dropdown hiding one of two similar terms (e.g. "Net 7" and "7 days") and not saving your choice

• Fixed bulk-approving a large batch of invoices failing because of Xero's request limits

• Fixed a retried sync occasionally creating a duplicate invoice in Xero, QuickBooks or Sage 50

• Fixed changes made while a sync was running sometimes being skipped by the next sync

• Fixed errors when deleting a synced payment not showing the real reason

We have loved listening to your feedback on the Coreloops product, and as part of our ongoing improvements to Customer Support, we are launching a few new tools for you to reach out to us and share more valuable feedback about the platform.

How to reach us: 

Email 

For questions, support with onboarding and urgent bug reports, please email us on [email protected]

In-app chat 

We’ll aim to respond to all emails or chat messages within 4 business hours, during the hours of 9 am - 5 pm on Monday - Friday. 

Phone 

For urgent requests, you can reach us via phone on +447427 931121. 

Feedback Board:

Coreloops' new feedback form is live. If there is something that you want from the product, this is the new place for you to post it. From feedback to bugs to new feature requests, this new board lets you share your thoughts and see what other customers are asking for. 

How to find the feedback board

You can find the feedback board by clicking on the floating blue button on the bottom right of the platform. On the home tab of the widget, you will see a “Featureboard: Suggestions” card. Clicking this will take you to the page.

You can also go to https://community.coreloops.ai/ to see the board.

Adding to the board

The easiest way to add a post is by pressing the Create a New Post button. You will see the following screen. Here you are able to add a title, a description of the bug or new feature and add an image to help us understand what the issue is.

At the very top, next to your user image, you can see which board you are posting to. Here you can identify what the post is about, whether it's a new feature request, a bug you are looking to report or general feedback.

When adding a post, any time there is a change in either status or if an ETA is added, you will be updated via email.

Upvotes and Comments

In the feedback board, you are not only able to post your own requests for new features or report a bug. But as you browse the board and read the posts left by others, if there is a post you agree with, then you are able to upvote others’ posts and comment on them. To upvote, you can press the up arrow found next to any post. 

When you upvote a post, you will automatically be notified about any changes that have been made to that post.

You can also click on the post to expand and get more information about it. When looking at the expanded view of posts on the board, you can see the status of the post, any similar posts, all comments and the latest activity on that post. 

 Sorting and Filtering

When opening the feedback board, you will see the posts which have been upvoted the most, but you are able to change the sorting. The New button will show you all the most recent posts on the board, whilst Trending will show you the posts that have been receiving the most upvotes recently. 

Changelog

Wanting to know what has been changing in the platform in recent months and weeks? Reintroducing the Coreloops changelog. Whilst some of you may already be familiar with the changelogs, we have decided to highlight it again to everyone. 

The changelog is a will highlight all the changes made to the platform, with posts coming for each change. To not miss the updates, subscribe to receive them via email every time we post. 

This month's update focuses on tightening up accounting sync (fewer false failures, clearer errors), giving you more control over account coding and VAT, and reworking several tables (Timesheets, Directory and Cost Codes) so they all work the same way. CorePilot also lands in BOQs.

Documents

• Set and bulk-update account codes without leaving invoice review – Set or change a document's account code directly from the information side panel, whichever accounting system you're connected to. You can also select multiple invoices and apply an account code to all of them in one action, and turn on account code as a column in Appearance Settings.
  

  

  
  

• Document notes are clearer and export properly – Notes now only appear on documents you've created manually (not ones pulled in via sync), default sensibly, and always show up on the generated PDF.
  

• VAT shown on every generated PDF – Generated PDFs for all document types now display the VAT type and percentage in the subtotal summary.
  

• Add text context when sending documents by WhatsApp or email – When forwarding a document for AI processing, you can now include a short text description — such as the cost code or project it relates to — alongside the file, and Coreloops will use it during processing.
  

• Document summarisation respects your supplier settings – Document summarisation now correctly follows the settings you have configured, rather than only the prompt, so behaviour is consistent across your suppliers.
  

Accounting & Tax Sync

• More reliable Xero and QuickBooks syncing – Receipts now sync properly to both Xero and QuickBooks. If a document is deleted directly inside your accounting software, the next sync from Coreloops simply recreates it instead of failing forever, and a brief Xero or QuickBooks outage no longer fails a sync or raises a false alert. A couple of common QuickBooks errors also now show a helpful message instead of raw technical text.
  

• WhatsApp-uploaded documents now sync their attachment to Xero – previously the file itself wasn't carried across on sync; it now goes along with the bill.

• "Foreign Supplier (Ignore VAT)" setting – set foreign suppliers to ignore VAT by default at tenant level, with the option to exclude individual suppliers from the rule. Find it in your integration/supplier settings.
  

  

• Clearer sync status labels – "Not Synced" has been replaced with "Sync excluded" for suppliers or projects that are deliberately excluded, so it's easier to tell an intentional exclusion apart from a real error.
  

  

  
  

• Credit notes included in transaction reports – credit notes now count toward the transaction report and final cost forecast, so cost reporting reflects the full picture for a supplier.
  

• Set VAT % per project or per line item – configure VAT at the project level, or override it on individual line items, from the document itself.
  

  

Payment Applications & BOQs

• Build your own Payment Application display templates – configure which fields and layout appear on your Payment Applications, from Payment Application settings.

  

• Quick-copy applied value to certified amount – on AFP line items, copy the applied value straight into the certified amount with one action instead of typing it in.
  
  

• Budget Impact widget shows a per-project breakdown – when a document is coded to multiple projects, the Budget Impact widget now breaks the impact down by project.
  
  

  

• Upload a sub-section directly into a BOQ section – add a sub-section to an existing section in one upload, instead of rebuilding the structure by hand.

  

• Comment indicator on rows – Timesheets, Documents, and Payment Applications tables now show a small indicator on any row with comments, so you can spot discussion without opening the record.

Timesheets

• Reworked Timesheets table – multi-select filters, saved views, pagination, bulk select, inline editing, and a totals footer, bringing Timesheets in line with the other tables in Coreloops.
  
  

• Automatic payment reminders for contractors – contractors now receive reminders across the full payment cycle for each valuation, so fewer payments stall on a missed step.

• Changing the status of timesheets - you can now revert timesheets from approved back to draft.

Projects & Settings

• Archive a project – hide a completed or inactive project from the project picker and exclude it from Project Cost Reports, without deleting any of its data. Find "Archive" on the project itself.
  

• Search for recent and active projects – the project picker now supports search.
  

• Sequential project numbering – configure a custom prefix and starting number so new projects are numbered automatically and consistently, from project settings.

  

  
  

• Reorganised Settings menu – related options are now grouped together and easier to find.
  

• Reworked Directory table – Contacts, Suppliers & Clients now support multi-select filters, saved views, pagination, bulk select, and inline editing.
  

• Reworked Cost Code table – all cost code fields are now shown, columns are sortable, and codes can be edited inline as a group.

  

CorePilot

• Ask CorePilot about your BOQ – CorePilot is now available directly within the Bill of Quantities, so you can ask questions about it without switching screens.

• Save and reuse your own CorePilot prompts – save prompts you use often so your whole team can reuse them, instead of retyping the same question every time.
  

Bugs fixed

• Fixed duplicate document detection showing the wrong line-item comparison

• Fixed a Xero sync error caused by a missing line item ID

• Fixed BOQ import overwriting a subsection's description with its reference number

• Fixed a rounding issue where period-applied figures didn't display to 2 decimal places

• Fixed retention not reflecting correctly on the Payment Application

• Fixed Variation Orders sorting alphabetically instead of numerically by ID

• Fixed synced document line items and totals drifting after a sync retry

• Various timesheet fixes