Construction & Trades
virtual assistants

Loads the architectural set into Buildxact or Procore, sets the scale, and measures slab and wall areas, linear metres of framing, opening schedules and finishes counts into a quantity list, then flags drawing conflicts for the estimator rather than assuming.

Packages the plans, scope and inclusions to each trade, tracks who has responded, and builds the comparison sheet that lines quotes up against the scope so the estimator can see what a cheap price has left out.

Drops the take-off quantities into cost centres, applies current supplier pricing and the agreed labour rates, adds provisional and prime cost sums, and produces the client-facing quote and inclusions schedule for the licensed builder to price and sign.

Moves task dates in the Buildxact or Procore schedule after the site meeting, reworks the downstream trades, sends the revised call-up dates to each subcontractor, and lists the slipped items and their causes for the site manager's weekly report.

Raises RFIs in Procore from the site manager's question, attaches the marked-up drawing extract, chases the architect or engineer against the response due date, then distributes the answer and updates the drawing register when a revised sheet lands.

Builds the variation from the RFI or client instruction, prices it off the estimate and the trade's quote, drafts the variation notice with the time and cost effect for the builder to check, issues it for signature, and keeps the variation register current.

Works out the claim against the contract payment schedule and the stage actually reached, attaches approved variations and supporting evidence, prepares it as a payment claim under the security of payment legislation applying in that state — the Building Industry Fairness (Security of Payment) Act 2017 in Queensland — and diarises the payment schedule and payment due dates.

Checks each incoming subcontractor claim against the order, the work in place and retention held, drafts the payment schedule and the supporting reasons for any amount the contract administrator decides to withhold so it can be issued inside the statutory response window, and flags claims for unapproved variations.

Checks each trade's licence against the QBCC, Building Commission NSW or Building and Plumbing Commission (Vic) register, collects certificates of currency for public liability and workers compensation, holds the signed subcontract and subcontractor statement, and tells the site manager when anything on the list has expired.

Requests the SWMS from each subcontractor before high risk construction work starts, checks it names the activities on that job and is current, files it to the site register, and lists what is still outstanding for the principal contractor to obtain and review before work begins.

Raises purchase orders in simPRO, AroFlo or Buildxact against the job cost centre, matches supplier invoices to orders and delivery dockets, queries price and quantity differences with the supplier, and codes the approved invoice through to Xero or MYOB.

Books jobs and technicians in simPRO or AroFlo with the right site, cost centre and status, chases timesheets and job notes off the mobile app, and pulls back the test sheets and compliance certificates the invoice needs before it goes out.

Prepares the statutory insurance applications each job needs — QBCC home warranty in Queensland, an icare HBCF certificate in New South Wales, Home Warranty cover issued by the Building and Plumbing Commission in Victoria, or domestic building insurance for Victorian contracts signed before 1 July 2026 — and files the certificate to the job before any money is taken or work starts.

Collects warranties, operation and maintenance manuals, as-built drawings and the trade compliance certificates — electrical, plumbing, waterproofing, termite — into the handover pack, then logs the defect list from the walkthrough and chases each trade to close its items out.