Remembering what changed
Extra Ledger keeps client requests, evidence files, change work status, delay logs, and fee message drafts together so you do not have to reconstruct the story from scattered chat and file history.
How to use Extra Ledger for extra work records.
Extra Ledger is a local-first extra work tracker for change work records, change order evidence, client delay proof, extra fee message drafts, local backups, and PDF evidence reports.
Current availability: Extra Ledger is in Google Play closed testing. This guide can be public, but app installation is currently limited to invited testers.
The basic workflow
Use Extra Ledger when a client asks for work outside the original scope, delays a response, sends approvals in different apps, or asks you to prove what changed before settlement.
- Collect requests in Inbox. Share text, screenshots, photos, PDFs, and files from Android into Extra Ledger.
- Create a project. Use one project for a site, job, client, or freelance contract.
- Create a change work record. Add the title, description, requester, work location, approval status, work status, and settlement status.
- Link evidence. Attach request messages, approvals, quotes, photos, completion records, and settlement files to the change work.
- Record delay proof. Save when you asked the client for material or approval, when the client replied, and how many days the due date moved.
- Write an extra fee message draft. Create a soft, firm, contract-basis, or short chat message and review it before copying.
- Generate a PDF evidence report. Preview the draft or final PDF before using it outside the app.
What it helps with
Reviewing before action
The app does not send messages or publish PDFs automatically. It gives you a local draft, local evidence record, or generated PDF preview so you can check the content before using it elsewhere.
Explaining extra fee conversations
The fee message tool stores a draft with tone, request summary, original scope, fee amount, and contract basis fields. The draft is copyable only after you review it.
Protecting local records
Backup export and import are explicit file operations. Extra Ledger writes or reads the ZIP you choose, while Android Files, Google Drive, or another provider handles the destination.
What each screen is for
Inbox
The Inbox is where shared requests, images, PDFs, notes, and files land before they are classified. It helps you avoid losing client instructions inside chat apps or file folders.
Projects
Projects group related change work records by client, site, job, or contract. Archived projects move out of the active list without deleting the records.
Changes
Changes are individual extra work or change order records. Each card can show evidence filenames, delay log counts, fee message counts, status, and settlement context.
Settings and Backup
Settings explains the local-only data model, feedback contact, one-time unlock, backup export, backup import, and language behavior.
Extra fee message drafts
The Extra Fee Message Writer is for the awkward moment when you need to explain that a new client request is outside the agreed scope. It does not send anything automatically.
| Tone | Best use |
|---|---|
| Soft | When the relationship matters and you want a calm extra fee request. |
| Firm | When the request is clearly outside the current scope and needs approval before work begins. |
| Contract basis | When you want to mention the original scope note, contract basis, or agreed estimate. |
| Short chat | When you need a concise message for a messenger or quick client reply. |
Important: Extra Ledger only creates a local draft. You should review and edit the message before copying it into email, SMS, KakaoTalk, or any other messenger.
Client delay proof
Client delay proof records the date you asked for materials, approval, files, or a decision, the date the client replied, and the adjusted due date. This is useful when the schedule moves because the client response arrived late.
Record
- Requested item
- Request sent date
- Client response date
- Original due date
- Adjusted due date
- Responsibility note
Use
Use the record as project context, not as an automatic claim. Confirm the dates before using the information in a PDF report or client conversation.
Backup and local-only data
Extra Ledger does not provide an account, server sync, or server recovery. Data stays on the device unless you export a PDF, share a file, or create a backup ZIP through the Android file picker.
Export backup
Create a ZIP backup and choose where to save it: local Files, Downloads, Google Drive, another cloud app, or a messenger. The selected provider handles upload and sync.
Import backup
Choose a backup ZIP from Android Files or a document provider. Extra Ledger checks the manifest and file hashes before applying the restore.
Phone loss warning: if you lose the phone without an exported backup, Extra Ledger cannot recover your project records from a Polenest server.
Free mode and one-time unlock
Free mode is designed for trying the workflow before unlocking the full version.
| Inbox | Up to 20 items in free mode. |
|---|---|
| Projects | 1 active project in free mode. |
| Change work records | 2 active change work records in free mode. |
| Evidence | 5 evidence items per change work in free mode. |
| Delay proof | 2 delay logs per change work in free mode. |
| Extra fee messages | 4 message drafts per change work in free mode. |
| Final PDF | Free mode final PDFs keep a Free Mode watermark. |
FAQ
Does Extra Ledger read my messages automatically?
No. You choose what to share into the app. Extra Ledger does not read KakaoTalk, SMS, email, or messenger apps automatically.
Does Extra Ledger send extra fee messages for me?
No. It creates local drafts. You review, edit, and copy the text yourself.
Where are PDFs and backups stored?
Generated PDFs and backup ZIP files are local files. When you save or share them, you choose the destination through Android.
Can Polenest recover my data if my phone is lost?
No. Extra Ledger has no server recovery. Export backups regularly if the records matter.