For the whole project team

Every tool is free to use. Pick only what your team needs on Build your project: it makes a starter project file and a workbook with just those sheets, and for the online team version that's coming, it shows the monthly plan that covers your team and writes the early access request for you to send.

Site

• Site managers and foremen

  Keep the site diary with the item IDs: labour, plant, work done by item and area, delays and their causes, instructions, visitors and photos. Each entry gets a diary ID the measurements and the claim lines point back to.

  Site diary (project file) · Site diary (Word) · Diary index (Excel) · Site daily report

  Exports: Word, PDF, Excel, CSV

• Subcontractors

  Measure your work, claim it with Form 1 attached and the dates right, and keep the payment schedule, payments and retention held against each claim. Received a schedule for less than you claimed? The guides set out what the Act provides.

  Progress sheet · Claim builder · Deadline checker · Retention calculator

  Exports: Word, PDF, calendar (.ics), CSV

Engineering and design

• Project and site engineers

  Measure each item against its contract quantity, name the diary entry and the photos behind each measurement, and raise RFIs with the item they're about. The weekly progress report sets measured progress against the programme dates.

  Progress measurement sheet · RFI register (Excel) · Weekly progress report

  Exports: Excel, CSV, Word, PDF

• Design managers and consultants

  Design, engineering and quantity surveying work carried out in New Zealand for construction work is construction work under the Act, so consultants can make payment claims for their own fees. Answer RFIs against the item, and record the variations they lead to.

  Claim builder · RFI register (Excel) · Variation notice (Word)

  Exports: Word, PDF, Excel

  Construction Contracts Act 2002, s6(1A). It applies to contracts entered into, or renewed, from 1 September 2016, or where the parties agree: s11A(2).

• Engineers to the contract

  Many contracts set their own periods and give the engineer a role in claims and schedules. The Act's periods apply where the contract doesn't provide for the matter. Count the contract's days and the Act's side by side.

  Deadline checker · Working-day calculator · The payer's guide

  Exports: calendar (.ics), CSV

Commercial

• Quantity surveyors

  Claims and schedules with the calculation set out, as the Act asks: how the amount was worked out, and the reasons for any difference. The claim substantiation report shows every claim line with its measurement, diary entries and photos, and what's missing.

  Claim builder · Payment schedule builder · Variations register (Excel) · Substantiation report

  Exports: Word, PDF, Excel

• Commercial managers

  Claimed, scheduled, paid, variance, retention held and released, variations approved and pending, due dates and status, for every claim, sent and received. Formulas, not typed totals. A weekly commercial report and a monthly claims and retention report from the same records.

  Claims register (Excel) · Project workbook (Excel) · Commercial reports

  Exports: Excel, CSV rows from the checker and the builders

• Head contractors

  Both sides at once: claims you send up to the principal, claims your subcontractors send to you. The same dates for both, and one register for all of them.

  Deadline checker · Payment schedule builder · Claims register (Excel)

  Exports: Excel, CSV, Word, PDF

• Estimators

  Track every tender: where it came from, the closing dates, bid or no bid and why, the result and the lessons, with the pipeline and win rate. When one is won, its priced items become the contract items, each with an item ID, and from then on the diary, the measurements and every claim line use the same IDs.

  Tender tracker · Tender tracker (Excel) · Contract items (progress sheet)

  Exports: Excel, CSV, calendar (.ics), project file

• Procurement and purchasing

  Orders and subcontracts with their committed value, and what's been claimed, paid and held in retention against each, by order ID. A claim received names its order, so the register fills itself.

  Procurement register (Excel) · Orders (project file) · Procurement status report

  Exports: Excel, CSV, Word, PDF

Controls

• Project managers and contract administrators

  A claim has landed. Check what it contains against section 20, work out the date your payment schedule is due, and build the schedule with every section 21 item.

  Received a claim · Deadline checker · Payment schedule builder

  Exports: Word, PDF, calendar (.ics), CSV

• Cost controllers

  The budget by cost code with a contingency line, budget changes and contingency draws approved and dated, the cash flow forecast by month against what was actually paid, and committed, claimed, paid and forecast by order. Every forecast is the figure you enter: the reports never make one up. The project workbook's summary is formulas only.

  Cost report · Project workbook (Excel) · Retention calculator · Retention tracker (Excel)

  Exports: Excel, CSV, Word, PDF

• Planners and schedulers

  Load the programme from Primavera P6 (.xer) or MS Project (saved as XML), link each activity to its contract items, and the weekly progress report shows what's late and what's due in the next two weeks. Keep the risk register on a 5 by 5 matrix. Working days as the Act defines them, with the right Christmas period.

  Working-day calculator · Statutory timeline (in the deadline checker)

  Exports: CSV for P6 or MS Project, calendar (.ics)

• Document controllers

  What was issued, to whom, when and how, against the claim, schedule, variation or RFI it relates to: your own record of when and how each claim and schedule went out.

  Transmittal register (Excel) · Transmittals (project file)

  Exports: Excel, CSV

  Construction Contracts Act 2002, s80: a notice or document required to be served under the Act is sufficiently served if it is delivered to the person, left at their usual or last known place of residence or business in New Zealand, posted in a letter addressed to them at their place of residence or business in New Zealand, or sent in the manner (if any) prescribed in regulations made under the Act.

Client and finance

• Client or owner's representative

  A monthly summary from the head contractor's records: contract value, work measured, claims, schedules and payments, variations approved and waiting, RFIs open, and the dates coming up. Every figure carries its record's ID.

  Monthly client summary · Received a claim · The payer's guide

  Exports: Word, PDF, Excel, CSV

• Accounts payable and receivable

  Payments against the claim they settle, retention held and released per party, and the date each retention report was given. The claims and retention report lists what's overdue.

  Payments and retention (project file) · Retention calculator · Claims and retention report

  Exports: Excel, CSV, Word, PDF

How the files fit your systems

• Project file (JSON)Every record for the project, on your device. Every tool loads it, adds to it and saves it back. It's checked each time it's loaded.
• Excel (.xlsx)The project workbook (Items, Measurement, Claim lines, Claims, Schedules, Payments, Retention, Variations, RFIs, Procurement, Transmittals, Diary index and a summary, joined by IDs), and each register on its own. Every figure after the input columns is a formula.
• CSVEach sheet's rows from the project file, in that sheet's own column order, to paste at cell A5. A claims register row from the deadline checker, the claim builder or the payment schedule builder. The statutory timeline in ID, Name, Start, Finish order, with ISO dates (YYYY-MM-DD), for P6, MS Project or a spreadsheet. Text that starts like a formula is made safe before it's saved.
• Calendar (.ics)All-day events with a reminder 2 working days before each date, for Outlook, Google Calendar or Apple Calendar.
• Word and PDFClaims, payment schedules and reports in your business name only, to sign, file and serve through your usual document system.

They sit alongside the systems you already use, such as Excel, P6, MS Project, Procore, Aconex, CostX or Xero. We don't connect to them, and nothing you type is sent to them or to us.