From quote to job site.

One request arrives by email, another by phone. Keep the contact, plans, address and deadlines in a file your team can carry from qualification through to the client’s decision.

A lower price does not always cover the same work. Estimate each cost code with your quantities and unit costs, then compare bids alongside their documents, inclusions and exclusions.

Keep a clear record of the accepted price and additional work. Prepare sections, selling prices, inclusions and exclusions while your team retains its cost calculations and chooses the billing method.

The quote is accepted. The project manager gets the client, contract, plans and assigned people without rebuilding the file. The project record connects to the budget, schedule, purchases and site follow-ups.

A confirmed purchase order reduces the available amount before the invoice arrives. Review the revised budget, purchase orders, invoices, hours and materials by cost code to understand the differences.

A planned date does not guarantee a subcontractor’s arrival. Organize stages, durations and dependencies, then see each company’s confirmation or the scheduling conflict it reports.

Connect the selected price to an approved purchase order that reduces the amount available in the budget. Each order identifies the supplier, job and cost code, with quantities, prices and required documents.

The next job should not depend on one person remembering every task. Reuse your management checklist, assign responsibilities and set deadlines for permits, mobilization, follow-up and closeout.

Hours entered on site support job costing and payroll preparation. Employees choose their job and cost code in the time-tracking app; the office reviews worked periods before approving them.

When a delivery delays work, photos alone do not explain the day. The foreperson records attendance, deliveries, incidents and delays on a phone, in a daily log linked to the job.

Materials taken from the shop cost the job even without a new supplier invoice. Record issues and returns with quantities; the catalogue supplies units, prices and cost codes for review.

After an inspection, assign corrections without losing the photos or locations. The mobile report links each deficiency to a trade and priority, then groups the corrections by subcontractor.

A revised shop drawing, an expected warranty or a directive to distribute: each document keeps its purpose and follow-up. Group records by job, supplier and specification section, with due dates and revisions.

A technical answer given over the phone can leave several versions circulating on site. The RFI keeps the question, plan references, photos, responsible professional and required response date together.

Find missing certificates before you need to approve an invoice. Keep each subcontractor’s required documents, files and validity dates in a record shared by the relevant purchase orders.

Find the release that covers a payment and the signature still outstanding. Track partial or final releases requested from subcontractors and provided to clients, with amounts, periods and related invoices.

Keep a notice of contract easy to find with the right contract. Retain notices received and prepare those your company issues, with the job, parties, amounts and supporting records.

Before approving a cost, find the supplier invoice with its purchase order and job. Document reading prepares amounts and lines; the office reviews the information and suggested links.

Bill according to your contract: time and materials, fixed-price instalments or progress claims. Each invoice stays linked to the project and client, with its lines and deadlines. Track document status separately from payment status.

Follow up on client feedback after handover. The questionnaire collects comments on work, timing, communication and the overall experience. Each response returns to the job with an assigned follow-up owner.