Each individual project has six parts:
Overview - Site Diary for high-level project management
Planning - Gantt Chart for project tasks and timelines
Invoices - Record of all invoices associated with the project; synced with Xero
Cost - All supplier and labor costs associated with project
Project Insight - Get the realtime project performance and position insights.
Summary Insights - Project trade summary with task breakup insights.
Overview
This is your Site Diary. It contains the project's daily record of significant events, incidents, and progress made on the job site. Any event or activity that could affect your project's progress or the quality of the completed work should be entered here.
You can toggle between a Calendar and List view. Each event entry shown (note, task, site photo, etc.) is clickable and editable.
Note: A more detailed walk-through of the Overview Site Diary is located here. |
Planning
The Planning tab has all the Project Scheduling tasks and timelines. Each task is clickable and editable; you can add additional tasks here as needed.
Note: A more detailed walk-through of Using Gantt Charts is located here. |
Invoices
Every invoice associated with your project is visible here. Since these invoices are synced with your Xero account, you can click the Xero link button and it will take you directly to Xero to view the invoice there.
New invoices can also be created from this screen and they will automatically sync with your Xero account.
Note: A more detailed walk-through of creating invoices is located here. |
Cost
The Cost tab has a full summary of all Construction Costs. Click the plus sign (+) to expand each section and see all Supplier Costs and Labour Time details. These costs are also synced with your Xero account.
Note: A more detailed walk-through of the Cost Tab is located here. |
Project Insight
Located within the Planning Tab is the Project Insights. It gives performance and position insights into the project construction finance. To find this, you can go to the Planning tab of any project, click the Summary button in the top centre section of the page just below the Planning tab.
This section is live and remains up to date based around the current position of the project, its approvals and successfully completed budget matching.
Reporting information into easy to understand insights like current project value, profitability, forecasted position of the project, overspending, underspending, as well as pending approval of variations.
Inside the Summary Tab there are two available views. On the top left click the Overview or Trade button each provides a different insight into your project.
Overview: Provides summary view of the entire project capturing all the insight into the project position at the current live point of the project.
Trade: Provides the live trade breakup of the project allowing for further insight into each Cost Centre, its Tasks and also breakups of the labour, materials, contractor and equipment budget and spend position to the project.
There is also toggle button, View at Cost or View at Price. Located at the top next to the Select View button, that will change the insight and reports you can create and export.
View At Cost |
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View At Price |
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You have the capability to create PDFs for all the reports found in the Project Insight section. To do this, navigate to the Planning Summary tab and click on the Generate PDF button located in the top-right corner. Each report will be automatically downloaded as a PDF file through your internet browser. Ensure that your browser's popup blockers are disabled to allow for the smooth download process.
Summary Insights Section
This tables below provides the logic for each part of the Summary Insights section. This takes into account multiple values to provide real-time reporting for measuring project performance.
The values showing may vary based on the selected view type (View at Price/ View at Cost) and project type (Cost Plus vs Fixed Price).
View At Price - Cost Plus Project Insight Overview
Please view the image divided into three sections below.
# | Heading | Logic |
1 | Project Value (Original Contract + Approved Variation) | Section that provides insights on Total Project Value including Approved and Awaiting for Approval Variations. |
2 | Total Original Budget with Margin | Original Project Contract value outlined in Project Settings Step 1: Project Information with margin. |
3 | Approved Variation with Margin | Total Approved Variations of the project with margin. |
4 | New Project Value with Margin | New Project Value of the project (Original Contract + Approved Variation) with margin. |
5 | Variations Awaiting Approval with Margin | Total Value of Variations with margin that is not yet approved by the Client. |
# | Heading | Logic |
6 | Profitability | Section that provides measure of profit relative to its expenses. |
7 | Spend Left on the Project | Remaining expenses in completing the remaining works. Note that if this value falls to negative, it means the project is now not making profit. |
8 | Invoiced to Customer | Total amount invoiced by builder to customer, excluding GST. |
9 | Customer Uninvoiced Balance | Total value yet to be invoiced by the builder to the customer, excluding GST. Calculated with latest project value with variations less invoiced amount to date. |
10 | Exhausted Costs to Date | Value of actual expenses on the project and should not be more than the New Project Value without margin to make the project profitable. |
11 | Outstanding Matches | Value of all Invoice in Cost Tab that are not yet Matched to the Budget. |
# | Heading | Logic |
12 | Forecasted Position | This section provides overview of where the project currently is, and lets you determine if the project is performing to the budget. |
13 | Spend Left on Project | Remaining expenses in completing the remaining works. Note that if this value falls to negative, it means the project is now not making profit. |
14 | Cost Plus Margin Value Claimed | Total Margin Value of all Approved progress claim. |
15 | % to Project Value | Percent of Spend Left on Project to New Project Value. The higher the percentage is, the better position of the project. As the project comes to completion the goal should be to exceed the Margin % outlined in the Project Settings Step 1: Project Information |
16 | Awaiting Approval Variation | This Section provides summary of all variations with margin waiting for client approval. |
View At Price - Fixed Price Project Insight Overview
Please view the image divided into three sections below.
# | Heading | Logic |
1 | Project Value (Original Contract + Approved Variation) | Section that provides insights on Total Project Value Including Approved and Awaiting for Approval Variations. |
2 | Total Original Budget with Margin | Original Project Contract value from Project Settings Step 1: Project Information with margin. |
3 | Approved Variation with Margin | Total Approved Variations of the project with margin |
4 | New Project Value with Margin | New Project Value of the project (Original Contract + Approved Variation) with margin |
5 | Variations Awaiting Approval with Margin | Total value of variations with margin that is not yet approved by the client. |
# | Heading | Logic |
6 | Profitability | Section that provides measure of profit relative to its expenses. |
7 | Spend Left on the Project | Remaining expenses in completing the remaining works. Note that if this value falls to negative, it means the project is now not making profit. |
8 | Invoiced to Customer | Total amount invoiced by builder to customer, excluding GST. |
9 | Customer Uninvoiced Balance | Total value yet to be invoiced by the builder to the customer, excluding GST. |
10 | Exhausted Costs to Date | Value of actual expenses on the project and should not be more than the New Project Value without margin to make the project profitable. |
11 | Outstanding Matches | Value of all invoice in cost tab that are not yet matched to the budget. |
# | Heading | Logic |
12 | Forecasted Position | This section provides overview of where the project currently is, and lets you determine if the project is winning or under budget. |
13 | Spend Left on Project | Remaining expenses in completing the remaining works. Note that if this value falls to negative, it means the project is now not making profit. |
14 | Contract Margin (% Original Contract Amount) | Total margin value of the original project contract value. |
15 | Margin from Approved Variations | Total margin value of all approved variations. |
16 | Forecasted Position | Forecasted profit value of the builder. This is from the sum of above values which if becomes lower than the sum of all margins means the project is starting to loss profit. |
17 | % to Project Value | Percent of spend left on project to new project value. The higher the percentage is, the better position of the project. |
18 | % to Contract | % Contract Margin outlined in the Project Settings Step 1: Project Information |
19 | % to Contract | % Variation Margin from Project Settings Step 1: Project Information. Note that this may not be the same due to some cases that variations don’t have margins. |
20 | % Remaining to New Total Project (Profit): | Percent of Forecasted Position Value to New Project Value. The higher the percentage is, the better position of the project. |
21 | Awaiting Approval Variation | This Section provides summary of all variations with margin waiting for client approval. |
View At Cost - Cost Plus Project Insight Overview
Please view the image divided into three sections below.
# | Heading | Logic |
1 | Project Value (Original Contract + Approved Variation) | Section that provides insights on Total Project Value including approved and awaiting for approval variations. |
2 | Total Original Budget Without Margin | Original project contract value outlined in Project Settings Step 1: Project Information without Margin. |
3 | Approved Variation Without Margin | Total approved variations of the project without margin. |
4 | New Project Value Without Margin | New project value of the project (Original Contract + Approved Variation) without margin. |
5 | Variations Awaiting Approval Without Margin | Total value of variations without margin that is not yet approved by the client. |
# | Heading | Logic |
6 | Profitability | Section that provides measure of project profit relative to its expenses. |
7 | Spend Left on the Project | Remaining expenses in completing the remaining works. Note that if this value falls to negative, it means the project is now not making profit. |
8 | Invoiced to Customer | Total amount invoiced by builder to customer, excluding GST. |
9 | Customer Uninvoiced Balance | Total value yet to be invoiced by the builder to the customer, excluding GST. Calculated with latest project value with variations less invoiced amount to date. |
10 | Exhausted Costs to Date | Value of actual expenses on the project and should not be more than the New Project Value without margin to make the project profitable. |
11 | Outstanding Matches | Value of all Invoices in Cost Tab that are not yet Matched to the Budget in Cost Tab. |
# | Heading | Logic |
12 | Forecasted Position | This section provides overview of where the project currently is, and lets you determine if the project is performing to the budget. |
13 | Spend Left on Project | Remaining expenses in completing the remaining works. Note that if this value falls to negative, it means the project is now not making profit. |
14 | Cost Plus Margin Value Claimed | Total margin value of all approved progress claim. |
15 | % to Project Value | The higher the percentage is, the better position of the project. As the project comes to completion the goal should be to exceed the margin % outlined in the Project Settings Step 1: Project Information. |
16 | Awaiting Approval Variation | This section provides summary of all variations without margin waiting for client's approval. |
View At Cost - Fixed Price Project Insight Overview
Please view the image divided into three sections below.
# | Heading | Logic |
1 | Project Value (Original Contract + Approved Variation) | Section that provides insights on total Project Value including approved and awaiting for approval variations. |
2 | Total Original Budget Without Margin | Original project contract value outlined in Project Settings Step 1: Project Information without margin. |
3 | Approved Variation Without Margin | Total approved variations of the project without margin |
4 | New Project Value Without Margin | New project value of the project (Original Contract + Approved Variation) without Margin |
5 | Variations Awaiting Approval Without Margin | Total value of variations without margin that is not yet approved by the client. |
# | Heading | Logic |
6 | Profitability | Section that provides measure of profit relative to its expenses. |
7 | Spend Left on the Project | Remaining expenses in completing the remaining works. Need to be aware if it falls to negative means the project is starting to loss profit. |
8 | Invoiced to Customer | Total amount invoiced by builder to customer, excluding GST. |
9 | Customer Uninvoiced Balance | Total value yet to be invoiced by the builder to the customer, excluding GST. |
10 | Exhausted Costs to Date | Value of actual expenses on the project and should not be more than the New Project Value without margin to make the project profitable. |
11 | Outstanding Matches | Value of all Invoices in Cost Tab that are not yet Matched to the Budget in Cost Tab. |
# | Heading | Logic |
12 | Forecasted Position | This Section provides overview of where the project currently is, and lets you determine if the project is winning or under budget. |
13 | Spend Left on Project | Remaining expenses in completing the remaining works. Need to be aware if it falls to negative means the project is starting to loss profit |
14 | Contract Margin (% Original Contract Amount) | Total Margin Value of the Original Project Contract Value. |
15 | Margin from Approved Variations | Total Margin Value of all approved variations. |
16 | Forecasted Position | Forecasted Profit value of the Builder. This is from the sum of above values which if becomes lower than the sum of all margins means that the project is starting to loss profit. |
17 | % to Project Value | Percent of Spend Left on Project to New Project Value. The higher the percentage is, the better position of the project. |
18 | % to Contract | % Contract Margin outlined in the Project Settings Step 1: Project Information |
19 | % to Contract | % Variation Margin from Project Settings Step 1: Project Information. Note that this may not be the same due to some cases that variations don’t have margins. |
20 | %Remaining to New Total Project (Profit) | Percent of Forecasted Position Value to New Project Value. The higher the percentage is, the better position of the project. |
21 | Awaiting Approval Variation | This section provides summary of all variations without margin waiting for client approval. |
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