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Project Management

Keep every job moving. From the office and the site.

Every project’s programme, roster, meetings, diary, variations and assets in one place — and the same record on the phones of the people doing the work.

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The Projects register in its Financial view: active projects, contract value, claimed to date and left to claim above, then each job with its client, status, contract value, variation value, deductions, total contract, total claimed, percentage claimed and remaining — with Forms & Compliance, Details, Financial and Health Forecast views.
The site picture — projects, the money against them, and the correspondence waiting on you.

Everything in Project Management

01 / Project details

The whole job, on one record.

Each project carries its summary, contract documents, financial position and profit and loss — with the forms, correspondence and lead times that keep the site moving.

  • Summary, status, client, key dates and the team on the job
  • Contract documents, drawings and the programme filed against the project
  • Financial position — contract value, variations, claimed, paid and retention
  • Profit and loss per project
  • Automated company forms — SWMS and compliance documents — for the job
  • Correspondence and lead times managed against the project
  • Fourteen tabs on one record — project info, contract, financial, documents, correspondence, purchases, materials, lead times, scope/quote, takeoff, roster, site photos, tasks and timeline
  • The register as a list, by client, as a pie or on a map, plus a Health Forecast view
The Edit project drawer for one job, on its Financial tab: tabs for Project Info, Contract, Financial, Documents, Correspondence, Purchases, Materials, Lead Times, Scope/Quote, Takeoff, Roster, Site photos, Tasks and Timeline; the variations listed with value, claimed, paid, retention, deduction and outstanding, and a note that it saves as you type.
One project, opened — the financial tab with every variation and what is claimed, paid and outstanding on it. Saves as you type.
The Projects register as a pie: total contract value split by client, switchable to claimed or unclaimed, with a Client spread health check flagging one builder holding 42% of the book.
The book by client — contract, claimed or unclaimed — with a health check when one client is too much of it.
The Projects register as a map: every live project pinned across Sydney, colour-coded by status, with a status key to show or hide each group.
Every job on a map, by status.

02 / Document management

Every project document in the one system.

The same document library the rest of SubbieTRAC runs on, filed by project — drawings, certificates, site photos and correspondence, with versions and a folder for everything.

  • All project documents inside SubbieTRAC, in a folder structure every new project starts with
  • Drawings kept by revision, so the site works to the current set
  • Site photos from the Site app land against the right project
  • Share a set with the builder, a supplier or the site team without exporting it
  • Compliance certificates on file, attached to the claim when it goes out
Project Drive: company folders for Tenders, Project Management and Compliance, with compliance certificates and a company form listed by type, workflow status and version.
The document library — every project’s drawings, certificates and photos, filed once.

03 / Variations

Price the change. Chase the approval. Claim it.

Variations managed per project and tracked by status from priced to approved to claimed — submitted by email from the system, and lodged from site by the people who found the change.

  • Variations per project with works status, client status and approved value
  • Status changes tracked — submitted, approved, rejected, on hold, claimed
  • Submit a variation by email from inside the system, documents attached
  • Site team access — view the project’s variations and lodge new ones from the phone
  • Variation statements to the client — every variation, its status and value on one document
  • Day labour sheets recorded on the phone and turned into priced variations
The Variations register grouped by project: active variations, total value, approved and awaiting response above, and each variation’s description, date, amount, works status, status and client status.
Every variation by project — priced, submitted, approved, claimed.

04 / Meetings

On site, online or at the toolbox — minuted once.

Site meetings, virtual meetings and toolbox talks scheduled and recorded against the project, with attendees, notes and the documents that were tabled.

  • On-site, virtual and toolbox meetings, each its own type
  • Attendees, agenda, notes and actions recorded against the project
  • Documents tabled at the meeting filed with it
  • A history of every meeting on the job, in one place
Awaiting captureMeetings
Site, virtual and toolbox meetings against one project.

05 / Site diary

What happened on site, the day it happened.

A daily report per project — weather, who was on site, what was done, what held things up — entered from the office or from the phone, with the photos to prove it.

  • Daily diary entries per project, with weather, labour and progress
  • Entries and photos from the Site app, timestamped on the day
  • Delays and disruptions recorded when they happen, not reconstructed later
  • A per-project diary dashboard with the last entry date, so a gap shows
Awaiting captureSite Diary
The daily report — from the office or the phone.

06 / Programme

Work to the builder’s programme. Plan your own.

Import the client’s or builder’s programme, tick the items your team is carrying out, and build your own work schedule and short-term lookahead from it — with delays and lead times tracked against the same lines.

  • Client and builder programmes imported read-only — from an MS Project export
  • Our Work Schedule and Our Short Term Lookahead, built from the items you own
  • Delays tracked per programme, with the delay notice raised as correspondence against the project
  • Lead times tied to programme lines, so a late delivery is seen before it lands
  • Programme dates beside the roster, so labour is planned against the programme rather than from memory
Awaiting captureProgramme
The builder’s programme, your work schedule and lookahead, and the delays against them.

07 / Roster

Who is where, tomorrow — on their phone tonight.

Schedule your own people and your subcontractors onto projects day by day, drag and drop, and every change reaches the person’s phone the moment it is made.

  • Internal staff and external teams on one roster — full time, casual, subcontractor
  • Roster to each person’s Site app — live, with a notification the moment a shift changes
  • Drag a project onto a day, a day onto another person, or copy the whole week forward
  • External teams invoice through the Site app, and the bill lands pre-filled from their confirmed timesheet
  • Timesheets, clock-in and clock-out from the same roster the office plans on
The Roster: team members down the side with their employment type, the week across with shifts on projects, Copy for next week, and a Projects panel with a map of the current jobs.
The weekly grid — people down, days across, projects dragged on.

08 / Team

Everyone on the job, and what they are allowed to do.

Internal staff and external teams in one register, with the access each person has to the Site app and the licences they hold — kept current by the people who hold them.

  • Internal and external team members managed in one place
  • Site app access per person and per section, with a financial on/off switch
  • Licences and tickets per person, with expiry — uploaded by the worker from their phone
  • Team licence compliance as a report
  • Timesheet history per person
Awaiting captureTeam
Members, permissions and licences — three tabs, one team.

09 / Site assets

Know where every tool is, and who has it.

Plant, tools and equipment tracked with their custody — which site, which person, since when — so nothing walks off a job unnoticed.

  • A register of plant, tools and equipment, with status and site-readiness
  • Custody — who has each asset and where it is, as a log rather than a guess
  • Sign assets in and out from the Site app; the office sees the same register
  • Under-maintenance and on-site counts at a glance
  • The same register the Accounting asset register reads — one record, both jobs
Awaiting captureSite Assets
Every asset, where it is and who has it.

Also for Project Management

The dashboard and the reports have pages of their own.

Ready to run every job from one place?

Programme, roster, diary and variations for the office — and the same record on your team’s phones.

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