Operations, shaped to your business
See what’s stuck, who has it, and why.
Vaercore is the system your team runs its work through. You set up the records you handle, the stages they move through and the rules for moving them. Every job then runs the same way, and anything off track shows up on one board.
- Any kind of work
- Rules that can’t be skipped
- Keep the tools you already use
What does your team run?
Same software, different setup. Nothing is coded per industry.
Overdue 2 shown
SHP-20377Meridian Pharma · Pune → Nagpur
Suresh PillaiDriver
OverdueWas due 24 Oct
Delivered
6/8
Invoice was due Fri 24 Oct.Proof of delivery still not uploaded.
SHP-20391Northwind Retail · 3 drops, Mumbai
Imran ShaikhDispatch
OverdueWas due 26 Oct
Out for delivery
5/8
Delivery was due yesterday.One drop of three still to go.
Blocked 2 shown
SHP-20418Kaveri Textiles · Chennai → Dubai
Ravi MenonCustoms desk
BlockedDue 29 Oct
Customs
4/8
Can’t clear customs.Commercial invoice not attached.
SHP-20402Globex Manufacturing · Nashik
NobodyNot assigned
BlockedDue 28 Oct
Booked
1/8
Nobody holds this.Pickup is due tomorrow at 9 am.
Waiting on them 2 shown
SHP-20420ABC Technologies · Bengaluru
Imran ShaikhDispatch
Waiting on themDue 29 Oct
In transit
3/8
Arrived at the Bengaluru hub.Next: book the delivery slot.
SHP-20356Sunrise Foods · Kochi
Lata JoshiAccounts
Waiting on themDue 31 Oct
POD received
7/8
Ready to invoice.Proof of delivery signed Friday.
Example data. 6 of 214 shown, worst first. Every reason here comes from a rule you set, not from someone’s update in a chat.
Overdue 2 shown
Lotus PharmaPrivate limited · audit case
Lotus finance teamClient
OverdueWas due 15 Oct
Records requested
1/8
Records were due 15 Oct.Bank statements still missing. Two reminders sent.
Kaveri TextilesPartnership
Arjun RaoAssociate
OverdueWas due 24 Oct
Preparation
3/8
Preparation was due Friday.Fixed asset schedule pending.
Blocked 2 shown
Globex ManufacturingPrivate limited · audit case
Meera IyerSenior
BlockedDue 29 Oct
Review
4/8
Can’t pass review.Meera prepared it, so someone else must review it.
Northwind RetailLLP
NobodyNot assigned
BlockedDue 30 Oct
Records received
2/8
Nobody holds this.Records arrived Friday and haven’t been picked up.
Waiting on them 2 shown
ABC TechnologiesPrivate limited
Rahul ShahPartner
Waiting on themDue 30 Oct
Partner sign-off
5/8
Ready for partner sign-off.All review notes closed.
Sunrise FoodsPrivate limited
Lata JoshiAccounts
Waiting on themDue 31 Oct
Filed
7/8
Ready to invoice.Filing acknowledgement attached.
Example data. 6 of 86 shown, worst first. Every reason here comes from a rule you set, not from someone’s update in a chat.
Overdue 2 shown
Lift not workingCedar Court
Priya NairFacilities
OverdueWas due 27 Oct
Triaged
2/8
Urgent response was due at 2 pm.No contractor assigned yet.
AC not cooling, 12ALakeview
CoolAir ServicesContractor
OverdueWas due 25 Oct
Scheduled
5/8
Visit was due Saturday.The contractor didn’t turn up.
Blocked 2 shown
Leak in flat 4BPalm Grove
Priya NairFacilities
BlockedDue 31 Oct
Quoted
3/8
Only the owner can approve the spend.Quote of ₹38,000 sent 4 days ago.
Pest control, all floorsLakeview
NobodyNot assigned
BlockedDue 3 Nov
Reported
1/8
Nobody holds this.Reported this morning.
Waiting on them 2 shown
Broken window, 2CPalm Grove
Tenant, 2CTenant
Waiting on themDue 29 Oct
Done
6/8
Ready for the tenant to confirm.Photo of the finished work attached.
Paint touch-up, lobbyCedar Court
Lata JoshiAccounts
Waiting on themDue 31 Oct
Tenant confirmed
7/8
Ready to bill.Tenant confirmed Saturday.
Example data. 6 of 63 shown, worst first. Every reason here comes from a rule you set, not from someone’s update in a chat.
Overdue 2 shown
Store managers × 4Northwind Retail
Dev MalhotraRecruiter
OverdueWas due 24 Oct
Sourcing
2/8
Shortlist was due Friday.Two of four found so far.
Plant managerGlobex Manufacturing
Globex HRClient
OverdueWas due 21 Oct
Shortlist sent
3/8
Client review was due 21 Oct.Reminder sent. Raised to Nikhil.
Blocked 2 shown
Head chefSunrise Foods
Sana QureshiRecruiter
BlockedDue 30 Oct
Interviews
4/8
Only the client can pick who to interview.Final round is Thursday.
Finance leadLotus Pharma
Sana QureshiRecruiter
BlockedDue 31 Oct
Joined
6/8
Can’t start the guarantee period.Waiting on the joining confirmation.
Waiting on them 2 shown
Data engineerABC Technologies
Sana QureshiRecruiter
Waiting on themDue 29 Oct
Offer
5/8
Send the offer letter.Candidate said yes on the call.
QA analystMeridian Pharma
Lata JoshiAccounts
Waiting on themDue 31 Oct
Guarantee period
7/8
Day 90 reached today.Ready to invoice.
Example data. 6 of 38 shown, worst first. Every reason here comes from a rule you set, not from someone’s update in a chat.
Overdue 2 shown
Globex Manufacturing612 employees
Globex HRClient
OverdueWas due 22 Oct
Input requested
1/10
Inputs were due 22 Oct.Reminder sent. Raised to Arjun.
Sunrise Foods89 employees
Kavya IyerPayroll Executive
OverdueWas due 26 Oct
Verification
3/10
The 48-hour check ran out.Validation checklist 5 of 7.
Blocked 2 shown
Northwind Retail148 employees
Kavya IyerPayroll Executive
BlockedDue 29 Oct
Verification
3/10
Can’t go to Processing.Client’s PF code is missing from their profile.
ABC Technologies214 employees
Arjun MehtaSenior
BlockedDue 30 Oct
QC
5/10
Only the client can approve.All QC tasks done. Sent to ABC on Saturday.
Waiting on them 2 shown
Meridian Logistics330 employees
Arjun MehtaSenior
Waiting on themDue 30 Oct
Client approval
6/10
Upload the bank file.Client approved Saturday.
Kaveri Textiles57 employees
Kavya IyerPayroll Executive
Waiting on themDue 28 Oct
Salary paid
7/10
Release payslips.Salary paid Friday.
Example data. 6 of 42 shown, worst first. Every reason here comes from a rule you set, not from someone’s update in a chat.
How it works
Describe your work once. Vaercore holds everyone to it.
No developers and no waiting on a vendor. You set it up yourself, and a change applies as soon as you save it.
1
Describe your records
The things your business tracks and the details each one carries.
Shipment: customer, pickup and drop, delivery window, weight…
2
Set the stages
The steps every record goes through, from first touch to done.
Booked → Picked up → In transit → … → Invoiced
3
Add the rules
What must be true before a record moves, and who may move it.
Customs: the commercial invoice must be attached, and only the customs desk can clear it.
4
Run it
Your team works in it every day. The board shows what’s stuck and why.
6 overdue, 11 blocked, worst first.
1
Describe your records
The things your business tracks and the details each one carries.
Client file: client, financial year, entity type, turnover…
2
Set the stages
The steps every record goes through, from first touch to done.
Records requested → Records received → Preparation → … → Invoiced
3
Add the rules
What must be true before a record moves, and who may move it.
Review: the person who prepared a file can’t be the one who reviews it.
4
Run it
Your team works in it every day. The board shows what’s stuck and why.
5 overdue, 9 blocked, worst first.
1
Describe your records
The things your business tracks and the details each one carries.
Maintenance request: property and unit, category, priority, quote…
2
Set the stages
The steps every record goes through, from first touch to done.
Reported → Triaged → Quoted → … → Billed
3
Add the rules
What must be true before a record moves, and who may move it.
Owner approval: only the owner can approve the spend, in their own login.
4
Run it
Your team works in it every day. The board shows what’s stuck and why.
4 overdue, 8 blocked, worst first.
1
Describe your records
The things your business tracks and the details each one carries.
Open role: client, role title, openings, salary band…
2
Set the stages
The steps every record goes through, from first touch to done.
Brief received → Sourcing → Shortlist sent → … → Invoiced
3
Add the rules
What must be true before a record moves, and who may move it.
Joined: the joining confirmation must be attached before the guarantee starts.
4
Run it
Your team works in it every day. The board shows what’s stuck and why.
3 overdue, 7 blocked, worst first.
1
Describe your records
The things your business tracks and the details each one carries.
Payroll run: period, total employees, net payout, input file…
2
Set the stages
The steps every record goes through, from first touch to done.
Input requested → Input received → Verification → … → Closed
3
Add the rules
What must be true before a record moves, and who may move it.
QC: only a senior can move a run into QC, and only once the checklist is done.
4
Run it
Your team works in it every day. The board shows what’s stuck and why.
4 overdue, 7 blocked, worst first.
One record, start to finish
One shipment, booking to invoice
A record moves forward only when the step before it is really finished, and only by someone allowed to move it. If a rule blocks it, the reason is on screen.
Example: Freight & logistics-
Booked
Customer or opsThe customer books in their own login, or your ops team enters it.
-
Picked up
Driver- Pickup slip attached
-
In transit
Ops -
Customs
Customs desk only Time limit 24 h- Commercial invoice attached
- HS codes filled in
-
Out for delivery
Dispatch- Delivery slot set
-
Delivered
Driver -
POD received
Ops- Signed proof of delivery attached
-
Invoiced
Accounts onlyRaise the invoice straight from the shipment. Customer and route carry across.
One record, start to finish
One client file, records to invoice
A record moves forward only when the step before it is really finished, and only by someone allowed to move it. If a rule blocks it, the reason is on screen.
Example: Accounting practice-
Records requested
ClientThe client gets a request listing what you need.
-
Records received
Client or team- Bank statements attached
- Trial balance attached
-
Preparation
Associate Time limit 5 days- Working papers checklist complete
-
Review
Senior only- Prepared by someone else
The person who prepared the file can’t review it.
-
Partner sign-off
Partner only- All review notes closed
-
Client approval
Client onlyThe client approves in their own login.
-
Filed
Team- Filing acknowledgement attached
-
Invoiced
Accounts onlyRaise the fee invoice from the filed return.
One record, start to finish
One repair, report to bill
A record moves forward only when the step before it is really finished, and only by someone allowed to move it. If a rule blocks it, the reason is on screen.
Example: Property management-
Reported
Tenant or teamTenants report in their own login, with photos.
-
Triaged
Facilities Time limit 4 h- Priority set
- Category set
-
Quoted
Facilities- Quote attached
-
Owner approval
Owner onlyThe owner approves the spend in their own login.
-
Scheduled
Facilities- Contractor and visit date filled in
-
Done
Contractor- Photo of finished work attached
-
Tenant confirmed
Tenant only -
Billed
Accounts onlyBill the owner from the closed request.
One record, start to finish
One role, brief to invoice
A record moves forward only when the step before it is really finished, and only by someone allowed to move it. If a rule blocks it, the reason is on screen.
Example: Recruitment agency-
Brief received
Client or team- Job description attached
- Fee agreed
-
Sourcing
Recruiter Time limit 10 days -
Shortlist sent
Recruiter- CVs attached
-
Interviews
Client onlyThe client picks who to interview, in their own login.
-
Offer
Recruiter- Offer letter attached
-
Joined
Recruiter- Joining confirmation attached
-
Guarantee period
LeadReminds you before the replacement guarantee ends.
-
Invoiced
Accounts onlyRaise the fee invoice from the placement.
One record, start to finish
One payroll run, inputs to close
A record moves forward only when the step before it is really finished, and only by someone allowed to move it. If a rule blocks it, the reason is on screen.
Example: Payroll bureau-
Input requested
ClientThe client is asked for attendance, joiners and exits.
-
Input received
Client or team- Input file attached
-
Verification
Payroll Executive Time limit 48 h -
Processing
Payroll Executive- Validation checklist complete
- Client’s PF code and GSTIN on file
Salaries are calculated in your payroll software.
-
QC
Senior only Time limit 24 h- Headcount and net payout entered
- QC checklist complete
Opens three review tasks automatically.
-
Client approval
Client only- All QC tasks done
-
Salary paid
Senior or client- Bank file attached
-
Payslips released
Payroll Executive -
Statutory filed
Compliance only -
Closed
SeniorRaise the month’s invoice from the closed run.
One standard, room for differences
Run every client the same way. Leave room for each one’s quirks.
You set up the standard once and every client, site or branch gets it. When one needs something extra, it adds its own fields and roles on top. It can’t quietly rewrite your standard, so an improvement you make next month reaches everyone.
Shipment · Meridian PharmaStandard + 3 added
CustomerClient
Pickup and dropAddress
Delivery windowDate & time
Weightkg
Commercial invoiceDocument
Proof of deliveryDocument
Added by Meridian Pharma
Temperature range2–8 °C
Batch numberText
QA releaseChecklist
Client file · Globex ManufacturingStandard + 3 added
ClientClient
Financial yearYear
Entity typeChoice
Turnover₹ amount
Trial balanceDocument
Review notesChecklist
Added by Globex Manufacturing
Plant-wise P&LDocument
Stock audit dateDate
Group consolidationYes / No
Maintenance request · Palm GroveStandard + 3 added
Property and unitAddress
CategoryChoice
PriorityUrgent / Normal
Quote₹ amount
ContractorPerson
Completion photoDocument
Added by Palm Grove
Society NOC neededYes / No
Water tank zoneChoice
Society secretaryRole
Open role · Globex ManufacturingStandard + 3 added
ClientClient
Role titleText
OpeningsNumber
Salary band₹ range
Fee% of CTC
Job descriptionDocument
Added by Globex Manufacturing
Plant locationChoice
Shift patternA / B / C
Safety certificationChecklist
Payroll run · Globex ManufacturingStandard + 3 added
PeriodMonth
Total employeesNumber
Net payout₹ amount
Input fileDocument
Validation checklist7 items
Payroll executivePerson
Added by Globex Manufacturing
ShiftA / B / C
Contract labour countNumber
Plant SupervisorRole
One company or many
Built for businesses that work for many clients or sites.
Set it up the way you’re organised: a head office, the clients or sites you serve, and their branches. Each one’s records are kept apart.
Switch in to work
Your team opens one client at a time. Another client’s records are never mixed in.
Staff see what they look after
Give someone a list of clients and they see those. Add one and it appears for them; remove it and it’s gone.
Customers see their own work
Give a client a login and they see their own records and approve their own steps. Nothing else.
Your companySets the standard
Meridian PharmaOpen now
Nagpur depotBranch
Northwind RetailKept apart
Kaveri TextilesKept apart
Your practiceSets the standard
Globex ManufacturingOpen now
Pune unitBranch
Lotus PharmaKept apart
Sunrise FoodsKept apart
Your companySets the standard
Palm GroveOpen now
Tower BBranch
Cedar CourtKept apart
LakeviewKept apart
Your agencySets the standard
Globex ManufacturingOpen now
Nashik plantBranch
ABC TechnologiesKept apart
Meridian PharmaKept apart
Your bureauSets the standard
ABC TechnologiesOpen now
Pune branchBranch
Globex ManufacturingKept apart
Sunrise FoodsKept apart
Across every client
Know which client is quietly in trouble.
The health board scores every client against warning signs you choose, and puts the worst first. A client with nothing reported isn’t assumed to be fine.
Meridian PharmaFlagged
- Invoice was due Fri 24 Oct.
Northwind RetailFlagged
- Delivery was due yesterday.
Kaveri TextilesWatch
- Can’t clear customs.
Globex ManufacturingWatch
- Nobody holds this.
ABC TechnologiesClear
- Nothing flagged
Sunrise FoodsClear
- Nothing flagged
+ more customers
- Sorted worst first. Open any one to see why.
Lotus PharmaFlagged
- Records were due 15 Oct.
Kaveri TextilesFlagged
- Preparation was due Friday.
Globex ManufacturingWatch
- Can’t pass review.
Northwind RetailWatch
- Nobody holds this.
ABC TechnologiesClear
- Nothing flagged
Sunrise FoodsClear
- Nothing flagged
+ more clients
- Sorted worst first. Open any one to see why.
Cedar CourtFlagged
- Urgent response was due at 2 pm.
LakeviewFlagged
- Visit was due Saturday.
- Nobody holds this.
Palm GroveWatch
- Only the owner can approve the spend.
+ more buildings
- Sorted worst first. Open any one to see why.
Northwind RetailFlagged
- Shortlist was due Friday.
Globex ManufacturingFlagged
- Client review was due 21 Oct.
Sunrise FoodsWatch
- Only the client can pick who to interview.
Lotus PharmaWatch
- Can’t start the guarantee period.
ABC TechnologiesClear
- Nothing flagged
Meridian PharmaClear
- Nothing flagged
+ more clients
- Sorted worst first. Open any one to see why.
Globex ManufacturingFlagged
- Inputs were due 22 Oct.
Sunrise FoodsFlagged
- The 48-hour check ran out.
Northwind RetailWatch
- Can’t go to Processing.
ABC TechnologiesWatch
- Only the client can approve.
Meridian LogisticsClear
- Nothing flagged
Kaveri TextilesClear
- Nothing flagged
+ more clients
- Sorted worst first. Open any one to see why.
You choose the warning signs
“Waiting on the customer more than 3 days.” “A required document missing.” Each one gets a weight, so the board ranks clients the way you would.
Reminders go out on their own
Set a time limit on a stage. When it runs out, the right person is reminded and the item is raised to their lead.
Leads see their team’s load
A manager sees the open work of everyone who reports to them, across every client, and can open what’s holding them up.
Who can do what
Your sign-off chain, enforced by the software.
The person who did the work can’t approve it. Only the customer can give the customer’s approval. The rules hold on your busiest day.
| Role | Do the work | Pass the review | Approve for the customer | Change who has access | Which clients |
|---|---|---|---|---|---|
| Team memberPrepares and updates the work | The ones they’re given | ||||
| ReviewerChecks before it goes out | The ones they’re given | ||||
| CustomerA login at your client | Their own company only | ||||
| AdministratorRuns the setup | All of them | ||||
| AuditorRead-only | Reads everything, changes nothing |
You name the roles and decide what each can do. These five are an example. Nobody can change their own role or widen their own access; that always takes a second administrator.
Every move is on the record
“Who signed this off?” has a one-line answer.
Every stage move, checklist tick and approval is logged with the person, the time and what changed. The log can be added to, never edited.
SHP-20356 · Sunrise FoodsHistory
Ravi Menon Booked → Picked up
Imran Shaikh In transit → Out for delivery
Suresh Pillai attached the signed proof of delivery
Suresh Pillai Delivered → POD received
Lata Joshi POD received → Invoiced · ₹42,800
Sunrise Foods · FY 2025–26 returnHistory
Arjun Rao Preparation → Review
Meera Iyer closed the last review note
Rahul Shah Partner sign-off → Client approval
Anita Das, Sunrise Foods approved the return
Arjun Rao attached the acknowledgement · Filed
Paint touch-up, lobby · Cedar CourtHistory
Priya Nair Reported → Triaged · Normal
Mrs Fernandes, owner approved the quote of ₹14,500
Ramesh Painters attached the completion photo · Done
Tenant, Cedar Court 1A confirmed the work
Lata Joshi Tenant confirmed → Billed
QA analyst · Meridian PharmaHistory
Dev Malhotra Shortlist sent · 4 CVs
Kiran, Meridian HR Shortlist sent → Interviews
Dev Malhotra attached the offer letter
Dev Malhotra attached the joining confirmation · Joined
Dev Malhotra Joined → Guarantee period
ABC Technologies · September payrollHistory
Kavya Iyer Verification → Processing
Arjun Mehta Processing → QC · net ₹48,62,310
Neha Kapoor ticked “PF, ESI and TDS verified”
Anita Rao, ABC Technologies QC → Client approval
Arjun Mehta attached the bank file · Salary paid
Each client walled off
A client’s records are separated in the database itself, not only hidden on screen.
Two-step sign-in
Everyone confirms with a code, by email or an authenticator app. No exceptions for admins.
Sessions you can end
Reset a password or sign a device out, and those sessions end at once.
A log that can’t be edited
The application can add lines to the audit log. It has no permission to change or delete them.
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