A connected crew of Contexts, Workflows, and Guardrails that reads site reality in Procore and cost truth in MYOB, so every claim goes out reconciled and every variation gets priced.
For contract administrators and estimators on head-contract new-build work.
Contexts
4
Contract Administrator, Project Estimator, Subcontractor Compliance, RFI Responder
Workflows
3
Progress Claim Pipeline, Tender Response, Variation Register Sync
Guardrails
3
WHS Compliance Guard, Variation Claim Guard, Trust-Account Segregation
Tracks contract scope against site reality — reading Procore RFIs, instructions, and the drawing register to catch when work is a variation, then drafts the claim with MYOB cost backup.
Scopes materials, labour, and timelines against Procore specs and MYOB cost history.
Blocks advice that contradicts current Australian WHS/OHS regulations, cross-referencing Breadcrumb induction and SWMS records before sign-off.
Prevents variation claims being generated without referenced scope evidence from Procore or actuals from MYOB.
Pulls % complete by cost code from Procore → reconciles against committed and actual costs in MYOB → generates the monthly progress claim and schedule of works for review.
RFT brief → MYOB cost estimate → Procore risk flags → formatted submission document.
ProcoreApproved access to schedules, RFIs, drawings, and the site diary.
MYOBRead cost codes, budget actuals, and invoicing — no creds handled.
BreadcrumbRead site inductions, SWMS, and attendance, synced with Procore.
New-build margin is fixed by the head contract, so profit lives in two numbers: the progress claim that keeps cash moving, and the variation that gets priced before it is absorbed. Over-run the monthly cut-off and cashflow stalls. Miss an instruction and the margin is already gone.
The Contract Administrator reads Procore RFIs, instructions, and the drawing register to catch when work has become a variation. The Project Estimator prices it against MYOB cost history, and Subcontractor Compliance checks insurances, licences, and SWMS against Breadcrumb before anyone is on site. The Progress Claim Pipeline pulls percent complete by cost code, reconciles it against committed and actual costs, and generates the monthly claim and schedule of works. Variation Register Sync logs each new instruction with its scope evidence, ready to claim, while the RFI Responder drafts answers from the current drawing set.
The monthly claim arrives assembled rather than rebuilt from scratch. Variations sit in a register with evidence attached instead of in someone's memory. Every WHS answer is cross-referenced against current inductions before it is sent.
Reconcile % complete by cost code against committed and actual costs, then generate the monthly claim and schedule of works for review.
Read Procore RFIs, instructions, and the drawing register to catch when work becomes a variation, and claim it with MYOB cost evidence.
WHS and variation-evidence guardrails sit on every output, cross-referencing Breadcrumb inductions and connected costs before sign-off.
What drives the business: New-build margins are thin and fixed by the head contract, so real profit lives in two places: getting progress claims out on time to keep cash flowing, and catching every variation before it's absorbed as unpriced scope. Over-run a claim and cashflow stalls; miss a variation and the margin is gone. Every context, workflow, and guardrail in this kit points at those two numbers.
What's inside
The Estimator prices the work, the Contract Administrator watches site reality for scope changes, the Variation Register Sync claims them with evidence, and the guardrails keep every claim compliant and backed by connected data — so margin holds from the first estimate to the final claim.
Contexts
Tracks contract scope against site reality — reading Procore RFIs, instructions, and the drawing register to catch when work is a variation, then drafts the claim with MYOB cost backup.
Scopes materials, labour, and timelines against Procore specs and MYOB cost history to price work quickly and consistently.
Checks subcontractor insurances, licences, and SWMS against Breadcrumb records and flags anything expired or missing before they're on site.
Drafts RFI responses grounded in the current drawing set and specification, keeping answers consistent, traceable, and fast.
Workflows
Pulls % complete by cost code from Procore → reconciles against committed and actual costs in MYOB → generates the monthly progress claim and schedule of works for review.
RFT brief → MYOB cost estimate → Procore risk flags → formatted submission document ready to review and send.
New instruction detected → priced against MYOB cost history → logged to the variation register with its scope evidence, ready to claim.
Guardrails
Blocks advice that contradicts current Australian WHS/OHS regulations, cross-referencing Breadcrumb induction and SWMS records before sign-off.
Prevents variation claims being generated without referenced scope evidence from Procore or actuals from MYOB.
Keeps retention and trust-account figures read-only — Oi can report on them but can never move money or alter ledgers.
The numbers it moves
Every claim reconciled and ready for the monthly cut-off.
Scope changes caught and claimed before they're absorbed.
Estimates built from real cost history, not guesswork.
WHS and evidence guardrails applied before anything ships.
Connects to
ProcoreSchedules, RFIs, drawings, and the site diary — the source of truth for what actually happened on site.
MYOBCost codes, committed and actual costs, and invoicing — the ledger every claim reconciles against.
BuildxactEstimating and takeoff data for fast, consistent tender and variation pricing.
BreadcrumbSite inductions, SWMS, and attendance — synced two-way with Procore for compliance evidence.
Releases
Shipped the full contract-administration crew with the Progress Claim Pipeline and Variation Register Sync, so the monthly cut-off and the variation register now run from the same connected data.
Handles renewals, maintenance, and tenant correspondence at volume without a compliance slip. Works from PropertyMe tenancies and lease dates, the Xero trust ledger, and Tapi work orders. Never sends a notice that breaches your state's tenancy Act.
4 contexts · 3 workflows · 3 guardrailsTurns appraisals into signed mandates and enquiries into buyers, with every price traced to comps. Works from Zoho appraisal records, Domain sold prices, and realestate.com.au enquiries. Never quotes a price guide without verified comparable sales.
4 contexts · 3 workflows · 3 guardrailsScores off-market stock against each buyer's brief and values it with cited comparable sales. Works from Cotality sales history, Zoho buyer briefs, and Domain sold results. Never lets an internal score, commission, or vendor note reach the client.
4 contexts · 3 workflows · 3 guardrailsGet started
Install it before the next claim cycle and the cut-off stops being a scramble.
