GROW Mentoring
GROW Insights
One place for the charity's operational data, activity and administration.
Contracts and invoices are one flow: draft the contract, add it to the Contract Tracker once it is signed, raise its invoice from there, then chase the invoice in the Invoice Tracker.
New Invoice
Invoice created
It is already in the Invoice Tracker, ready to chase.
Invoice Tracker
Import historical invoices from the legacy tracker
Export the spreadsheet's Invoices tab as CSV (File → Download → Comma-separated values) and paste it below or choose the file. Month heading rows are skipped automatically, and invoice numbers that already exist here are never overwritten. You will see a preview before anything is saved.
Needs chasing
| Number | Client | Total | Issued → due | Payment | Paid on | Contract | Event | Download |
|---|
No invoices yet.
Contract Tracker
No contracts yet, add the first one above.
New Contract
Fill in the partner details to produce a first draft of GROW's standard partnership contract, then download it for Word. This is a starting draft, not legal advice: have every contract reviewed before it is sent. Once the contract is signed, add it to the Contract Tracker from here so its invoices can be raised against it. Drafts are kept in this browser until you sign out.
Loading the contract template…
Events
One record per event we deliver for a partner: what it was, what we charged, and what it actually cost. Create the event as soon as it is agreed, then fill in the details from its page; costs can be added as they land.
| Event | Date | Client | Type | Price | Costs | Surplus | Billing |
|---|
No events yet. Create the first one above.
Attendee reimbursements across events
Paid reimbursements only, from each event's Reimbursements tab. Tick events to compare them side by side.
Cost per event
Compare events
| Event | Claims | Total | Mean | Median | Lowest | Highest |
|---|
No paid reimbursements yet.
Selected events
Attendee travel reimbursements for this event. Share the claim link so attendees submit their own claim and bank details, review what comes in below, then approve and pay. Paid claims count towards the event's cost on the Analytics tab. Archiving the event closes the claim link.
Claim link for attendees
Share this with attendees so they submit their own claim and bank details: no PDF, no retyping. You control how long it stays open, and can extend or close it if the event moves.
Submitted claims awaiting review
Claims already dealt with
Accepted and rejected submissions, kept so the receipts behind a payment stay reachable. Bank details were deleted the moment each one was reviewed.
Tick both checks (attended, receipts) and enter the amount. The claim approves itself once all three are in place, and then it can be marked paid. First-time payees must be paid by David (the site knows who has been paid before). Bank details stay in the expense forms, never here.
| Attendee | Attended | Receipts | Amount | Paid before? | Status | Bank details |
|---|
Full cost breakdown
Every cost behind the totals: direct costs entered below, and each staff expense submission linked to this event from the staff expenses page.
Direct costs
Costs GROW paid directly: venue hire, catering, speaker fees, staff time. One line per cost; for staff time, use the hours boxes (prep / delivery / follow-up) and say whose time it was. Staff expenses from the staff expenses page link themselves and do not belong here.
Staff
Staff Access
People on this list can sign in with their Google account and create invoices. Admins can also manage this list and void invoices.
Expense alert emails are switched off server-wide: the RESEND_API_KEY secret is not set on Fly. Toggles below are saved but nothing will send until it is configured.
| Name | Role | Last sign-in | Expense alerts |
|---|
Expense alerts email an admin every time a staff expense is submitted at /expenses. Each admin switches their own alerts on this table.
Backups
A full backup is one zip file: the whole register (invoices, contracts, events, claims, staff expenses, gifts, the allow-lists) plus every receipt and contract document. A copy is taken automatically every Sunday night and kept privately on GitHub: the last 90 days under Actions, and the last six months of weekly copies under Releases. You can also take one now. Downloaded copies contain bank details and personal data, so keep them somewhere safe.
Restore steps are in the README inside every archive and in the repository's docs/backup-and-restore.md.
Staff Expenses
Staff submit their expenses at this permanent link. Only the Google accounts you approve below can use it, and each submission lands in that staff member's profile.
Staff profiles
Click a profile to see everything they have submitted.
No staff members yet, add the first one below.
Who can submit expenses
A separate list from Staff Access: it started with everyone who could use the site when the expenses link launched, and new people must be added here by you. Removing an email signs that person out of the expenses page immediately. Submits as ties an account to one person on the staff list, so it can only claim as them. Left as "Anyone", that account can pick any name from the dropdown, which is fine for a small team but worth tying down as the list grows.
| Name | Submits as | Last sign-in |
|---|
Staff Gifts
No staff member may receive more than £50 of gifts in any rolling 12-month period. The window moves with the date: a gift stops counting the day after its first anniversary, which is when that allowance comes back.
Record a gift
Position against the £50 cap
No gifts recorded yet.
All gifts
| Staff member | Date | Gift | Value | Counts until | Recorded by |
|---|
Team Planner, SQE Year
September 2026 – August 2027. David, Tade and Pratham are sitting the SQE (BPP) on the same schedule: the striped bands mark when they are completely offline: the two weeks leading up to every mock or exam, through the exam itself.
Offline windows
| Assessment | Type | Exam dates | Team offline |
|---|
Platform team
The people responsible for the platform's current records and workflows.