Development of a simple controlling and management record system in Google Sheets "turnkey"

Task name:

Development of a simple controlling and management record system in Google Sheets "turnkey" for a construction company in Poland (+ online training and implementation assistance)

About the company, context, and my main problem

Hello,

I am looking for an experienced Google Sheets specialist / financial analyst (must speak Ukrainian or Polish) to create a comprehensive yet simple and visually clear recording system.

I run a company that specializes in facade insulation in Poland. The team consists of 6 to 10 employees. The company has been operating for over a year, and at this moment, I am completely lost in the numbers – I do not know exactly how much and on what I have spent money during this time.

I currently have a certain amount of funds in the bank account, but I cannot determine whether this is my actual profit or funds from which I still need to pay taxes, social security, or return deposits.

Therefore, I need from the specialist not only the sheet itself but also a clear explanation and action plan: what I should start doing right now to organize this chaos and correctly establish the starting point (initial balance).

In particular, we plan to import the bank account history for the last 12 months to recreate all financial flows. The specialist should help appropriately organize and account for old cash transactions (ATM withdrawals), the purposes of which are difficult to recreate today, and implement a clear cash recording system for the future.

My knowledge of Excel and Google Sheets is limited. I need a "user-friendly" tool – maximally intuitive, where all cost categories can be selected in 2 clicks from drop-down lists.

The interface of the sheet should be in Polish (e.g., Accountant, Social Security, Fuel, etc.), while communication with me can take place in Ukrainian or Polish.

🛠 SCOPE AND STRUCTURE OF THE SHEET

1. Main dashboard

On the main page, the priority of data presentation should look as follows:

• TOTAL TURNOVER OF THE COMPANY: Total gross revenue since the company started operations.

• CUMULATED PROFIT: Total net profit of the company for the entire period of operation (after deducting all costs).

• COMPANY CAPITAL: Current value of the enterprise, including: funds in accounts, inventory, purchased tools and equipment, receivables from others (loans granted).

• QUICK BALANCE IN 5 SECONDS: A separate block presenting the current financial situation:

• Cash position – funds in bank accounts and cash.

• Receivables from clients – all unpaid invoices, refunds for purchased materials, etc.

• Liabilities – VAT, income tax, social security, leases, other operational liabilities, and accumulated deposits to be returned.

• Free funds = Cash position – Liabilities (This is the amount I can freely dispose of without risking losing financial liquidity).

• CURRENT / SELECTED MONTH: After selecting a month from the drop-down list, the following should be visible: Turnover, Net profit, and Detailed breakdown of all costs by category for the selected month.

• GROWTH AND MARGIN ANALYSIS: Automatic calculation of profitability (%) of the entire company and each construction separately. Growth dynamics of profit (%) compared to previous months.

2. Construction and client settlement module

• Calculation of net profit from each construction separately.

• Settlement of expenses incurred on behalf of the client (purchases of additional materials financed by me).

• Control of receivables from clients.

• Flexible deposit management system: Ability to assign a deposit to a specific invoice, ability to manually enter the deposit amount, a separate database/calendar of deposits with the ability to track them even after several years.

3. Losses / Corrections / Complaints module

A separate section for recording financial losses resulting from errors or unforeseen situations, e.g., using the wrong material, the need to make corrections at my own expense. These costs should reduce the result of a specific construction but also be presented as a separate item in the annual analysis.

4. Employees module and loan records

• Personnel-related costs: medical examinations, health and safety training and certificates, work clothing, personal protective equipment.

• RECORD OF LOANS GRANTED: If I grant someone a loan (e.g., an employee or acquaintance): the amount should be deducted from the current cash balance, while remaining in the company's capital and in the accumulated profit as a receivable to be recovered. It should be visible: who the money was lent to, what the amount is, how much remains to be repaid.

5. Detailed analysis of annual costs and handling refunds

A separate module covering fixed and operational costs: social security, tax office (VAT, income tax), accounting, legal services, fuel, repairs and servicing of vehicles, warehouse rental, marketing, and advertising. Filtering of annual data and presenting total costs for each category is required.

• 🔴 IMPORTANT ANNEX – REFUND AND OVERPAYMENT HANDLING SYSTEM: The sheet must automatically handle situations where the company receives any refunds (both by bank transfer and cash to the cash register). The system should allow assigning transactions as "Income / Refund" with the appropriate subcategory:

• Refund: Social Security (e.g., refund of overpaid contributions).

• Refund: Taxes / Tax Office (e.g., VAT/income tax refunds).

• Refund: Materials (e.g., cash refund or correction from the wholesaler for returned materials – this amount must automatically reduce the material costs assigned to the construction transaction).

• Refund: Deposit (recovery of previously paid securities).

• Entering a refund/overpayment must automatically adjust (reduce) the cost balance in the respective annual category, increase the actual cash position (cash/bank), and appropriately update the "Free funds" position in the Dashboard.

6. Owner's capital and investments

• Recording private contributions of the owner to the company.

• Recording investments in equipment and fittings: scaffolding, demolition hammers, mixers, other tools.

7. Deadlines and reminders module (Alerts / Reminders)

Deadline control: Medical examinations of employees, health and safety training, end dates of employment contracts and contracts for specific tasks, completion deadlines for constructions, invoice payment deadlines, vehicle insurance, leases, and other deadline obligations.

• Requirement: 14 days before the deadline, the cell should automatically highlight in red.

8. Import of bank statements and cash handling

• A separate tab for importing bank statements (.csv or .xlsx). Automatic recognition of dates and amounts. The user should only assign a cost/refund category or construction from the drop-down list.

• A separate cash journal (cash register) handling cash operations (including refunds received in cash) cooperating with ATM withdrawals to avoid double accounting of expenses.

🤝 FORM OF COOPERATION AND BUDGET

1. Limited budget

Since the company is in the development stage, the budget allocated for automation is limited. I ask candidates to provide an estimated project cost in the first message.

2. Openness to suggestions

I am happy to hear recommendations for optimizing the system for the specifics of the facade insulation industry.

3. Final meeting (training)

The project will be considered completed after an online meeting (Zoom / Google Meet), during which the contractor:

• will explain how the sheet works,

• will show how to enter the initial balance,

• will show how to import historical data and how to properly account for overpayments/refunds,

• will transfer full ownership rights to the file.

I invite you to submit offers along with an estimated cost and completion date.