Record a payment claim
The date you enter below is the date the claim was given to the respondent. Both statutory clocks run from that date, not from the date it was drafted or the end of the claim period.
Projects
| Code | Project | Client | Contract sum ex GST | Retention | Schedule days | Payment days | Status |
|---|
Upload a contract to pre-fill this form
Reads the PDF and fills in what it finds below - nothing is saved until you review it and click Add project yourself.
Add a project
Deadline check
Works out both clocks for any date without saving anything. Business days exclude weekends, Queensland public holidays, and every day from 22 December to 10 January.
Users
Who can sign in, and what they're allowed to do.
| Username | Name | Role | Status | Last login |
|---|
Add a user
Email alerts
Activity log
Who logged in, and who created or changed what. Failed sign-in attempts are recorded too.
| When | Who | Action | What | Detail | IP |
|---|
No activity recorded yet.
Settings
These are stored in the database and take effect immediately, no redeploy needed. Most credentials (API keys, the database connection) aren't listed here on purpose - those stay set on the hosting platform, outside the app, where a web page can't read them back out. The invoice and docket mailbox passwords further down are the deliberate exceptions, kept here so those inboxes can be managed without a redeploy.
Shown on the login screen and the app header. JPG, PNG, or WEBP.
Invoice inbox
Suppliers or staff can email invoices to a dedicated mailbox and have them picked up automatically - see the Incoming tab. Set that mailbox up here instead of on the hosting platform, so it can be changed without a redeploy. Like the docket inbox below, this credential is kept in Settings on purpose - the password is stored in the database and is never shown here again once saved.
Docket inbox
Signed dockets can be emailed to a dedicated mailbox and picked up automatically - see the Dockets tab. Set that mailbox up here instead of on the hosting platform, so it can be changed without a redeploy. Like the invoice inbox above, the password is stored in the database and is never shown here again once saved.
Data backup
A complete, restorable export of everything in the system - every project, claim, invoice, subcontract, and uploaded file - as a single SQL file. Not a report; this is a real backup, the kind you'd hand to a database admin to recreate the whole system from scratch.
Recycle bin
Anything deleted anywhere in the app - projects, invoices, suppliers, documents, users, and more - lands here first instead of disappearing. Restore an item to bring it back exactly where it was, or empty the bin to remove everything in it for good.
| Type | Item | Deleted | Deleted by |
|---|
Nothing in the recycle bin.
Tenders
Raise a tender for a package of work on the project selected above, invite suppliers from the directory to quote, record what comes back, then award it to one - which creates either a subcontract or a purchase order for you.
| Package | Due date | Invitations | Status | Awarded to |
|---|
Choose a project above to see its tenders.
Raise a tender
Subcontracts
Packages under the project selected above. Each has its own contract sum and its own schedule/payment terms with Silverberg.
| Package | Subcontractor | Contract sum ex GST | Retention | Schedule days | Payment days | Status |
|---|
Choose a project above to see its subcontracts.
Upload a contract to pre-fill this form
Reads the PDF and fills in what it finds below - nothing is saved until you review it and click Add subcontract yourself.
Or upload a spreadsheet
For a subcontract register with several rows - one subcontract per row, headed by column names like Package, Subcontractor, ABN, Email, Contract sum, Retention, Schedule days, Payment days. Steps you through each row below; nothing is saved until you click Add subcontract yourself.
Add a subcontract
Add a claim for this subcontract
Variations
Once a variation is approved, it changes what the contract is actually worth — retention caps and percent complete move with it.
| No. | Description | Value ex GST | Status |
|---|
Choose a project above to see its variations.
Propose a variation
Purchase orders
One-off orders to suppliers - materials, plant hire, anything that isn't a subcontract with its own progress claims and retention. Just what was ordered, from whom, and whether it's still open.
| PO number | Supplier | Description | Amount ex GST | Ordered | Status |
|---|
Choose a project above to see its purchase orders.
Add a purchase order
Suppliers
The company-wide supplier directory used by purchase orders and invoices - not tied to any one project. Editing a supplier's details here updates it everywhere it's referenced.
| Name | ABN | Phone | Notes |
|---|
No suppliers yet - add one below.
Import suppliers from a spreadsheet
One supplier per row, headed by column names like Name, ABN, Email, Phone, Notes. Only Name is required. Re-uploading a name that's already in the directory updates its details rather than creating a duplicate - handy for refreshing contact details in bulk. Shows a preview before anything's saved.
| Name | ABN | Phone | Notes | Action | Issue |
|---|
Invoices
Every invoice on this project - against a claim, against a purchase order, or standalone. Claim invoices are uploaded from the claim itself; add a standalone or purchase-order invoice here. Anything Pending needs an admin or editor to approve or reject it.
| File | Supplier | Linked to | Cost code | Amount ex GST | Due date | Status |
|---|
Choose a project above to see its invoices.
Bulk-record payments from a spreadsheet
Download a template of every approved-but-unpaid invoice, fill in the paid date, amount paid, and bank receipt number against your bank statement, then upload it back. Shows a preview before anything's saved.
Download payment template| Supplier | Invoice amount | Paid date | Amount paid | Bank receipt # | Issue |
|---|
Reconcile a bank payment register
Upload the CSV export straight from your bank - it doesn't need to be reformatted first. Matches each payment's description against invoice numbers across every project, skips Failed payments and anything that isn't a supplier payment (payroll, BPAY, transfers), and never touches an invoice that's already marked paid. The bank amount shown is what actually left the account (GST-inclusive) - it's shown for cross-checking only and is never written over the invoice's own ex-GST figure.
| Payment ID | Date | Description | Bank amount (inc GST) | Matched invoice | Invoice ex GST | Issue |
|---|
Add a standalone or purchase-order invoice
Incoming invoices
Invoices emailed to your invoice inbox land here first. Review each one, pick the project and supplier, check the details the system read automatically, then confirm it into a real invoice - it then goes through approval exactly like a manual upload.
When this is off, emailed invoices still queue here for review - they just won't be auto-read, so fill in the details by hand.
| File | From | Received | Read automatically |
|---|
Nothing waiting for review.
Incoming dockets
Signed dockets emailed to the dedicated docket inbox land here first, the same way emailed invoices do. Each one is matched to a project and claim from its email subject or filename where possible - check the match (or pick the right project and claim yourself), then confirm it onto that claim as an attachment.
| File | From | Project | Matched claim |
|---|
Nothing waiting for review.
Progress
Physical progress at site, tracked separately from the financial "percent complete" on the Claims tab (which is just claimed value over contract sum). These two numbers can genuinely differ - that gap is worth being able to see, not hidden by only tracking one of them.
Site progress
| Date | Complete | Note | Recorded by |
|---|
Choose a project above to see its progress.
Record a progress update
Schedule
No tasks added to this project's schedule yet.
Upload a schedule
One task per row, headed by column names like Task, Start date, End date, Percent complete, Budget. Shows a preview below before anything's added; nothing is saved until you confirm.
| Task | Start | End | Complete | Budget ex GST | Issue |
|---|
Add a task
Status items
Authority approvals, subcontract letting, design coordination, site management notes - whatever doesn't fit anywhere else. Grouped by category, same shape as a consultant's fortnightly report.
No status items recorded on this project yet.
Add a status item
Cost codes (trade budget breakdown)
A finer-grained budget than the schedule activities above - one row per trade or cost code, matching how a cost report is usually structured. Separate from activity budgets on purpose; forcing 30 trade lines onto a handful of broad phases would mean guessing an allocation.
| Code | Description | Budget ex GST | Forecast ex GST | Variance |
|---|
No cost codes recorded on this project yet.
Upload a cost report
One cost code per row, headed by column names like Cost code, Description, Budget, Forecast. Re-uploading a code that already exists updates it rather than duplicating - handy for refreshing the whole report each fortnight. Shows a preview before anything's saved.
| Code | Description | Budget | Forecast | Action | Issue |
|---|
Add a cost code
Approval conditions
The numbered conditions on the council's Development Approval (DA) and the certifier's Building Approval (BA), tracked through to sign-off. Certification depends on being able to show every condition was met, so each one carries who owes it, when it falls due, and what evidence satisfies it. The two approvals are numbered separately, so DA 1 and BA 1 can both exist on a project.
| Type | No. | Requirement | Category | Responsibility | Timing | Due | Status | Evidence |
|---|
Choose a project above to see its DA conditions.
Import conditions from a spreadsheet
A whole sheet imports as one approval type - a notice is a DA notice or a BA notice, not both. One condition per row, headed by column names like Condition, Requirement, Category, Responsibility, Timing, Due date. Re-importing a condition number that already exists refreshes its wording and planning fields but leaves its status alone, so an amended decision notice can be loaded without losing work already done. Shows a preview first.
| Type | No. | Requirement | Category | Responsibility | Action | Issue |
|---|
Add a condition
Handover packs
One pack per lot being sold, run from completion through to settlement. Each lot starts with a standard checklist across four packs — certification, buyer handover, seller disclosure and body corporate — which you then adjust per lot. A working register, not legal advice: confirm the certification list with your certifier and the disclosure list with your solicitor.
| Lot | Description | Buyer | Contract | Settlement | Pack progress |
|---|
Choose a project above to see its handover packs.
Pack
| Document | Responsibility | Due | Status | Evidence |
|---|
Add an item to this pack
Add a lot
Subcontractor compliance
QBCC licences and insurance across every supplier, sorted by what lapses first. A trade with no recorded licence isn't necessarily unlicensed — it means nobody has written it down, which for an audit or an insurance claim amounts to the same thing. Not every supplier needs every document: a consultant is registered through RPEQ rather than QBCC, a materials supplier carries out no building work, and a sole trader has no workers' compensation policy. Mark those not applicable with a reason, and they stop being chased.
| Supplier | Document | Reference | Expires | State |
|---|
No suppliers recorded yet.
Site diary
One entry per day: weather, who was on site, what got done and what held things up. Written the same afternoon this is the evidence behind an extension of time; reconstructed months later it is worth very little. One entry per day — open an existing day to add to it.
| Date | Weather | Rain mm | Hours lost | On site | Work done | Delays |
|---|
Choose a project above to see its site diary.
Record a day
Defects
Defects raised against a townhouse and the trade responsible, from practical completion through the defects liability period. Attributing a defect to a trade while their retention is still held is the difference between a fix and an argument.
| # | Lot | Location | Defect | Trade | Raised | Due | Severity | Status |
|---|
Choose a project above to see its defects.
Raise a defect
RFIs
Requests for information, numbered automatically and dated on both sides. An unanswered RFI is a delay in progress, and the date it was raised is what makes that provable — which is exactly what it stops being once the question is buried in an email thread.
| No. | Subject | To | Raised | Response due | Answer | Impact | Status |
|---|
Choose a project above to see its RFIs.
Raise an RFI
Extension of time
Delay events and the days claimed against them. The app already computes the payment clocks under the BIF Act; this is the other half of the same discipline. Days claimed and days granted are kept apart on purpose — the gap between them is the part worth being able to see later.
| No. | Cause | Event | From | To | Claimed | Granted | Status |
|---|
Choose a project above to see its EOT claims.
Record a delay event
Instructions and minutes
Numbered site instructions issued to trades, and meeting minutes with the actions arising. A verbal direction that later turns into a variation claim is a bad conversation to have without a number and a date attached to it. Each kind runs its own number sequence.
| Ref | Date | Issued to | Subject | Actions | Impact | Status |
|---|
Choose a project above to see its instructions and minutes.
Issue an instruction or record minutes
Cashflow
What has gone out and when, and what is approved and falling due next. This is not a projection curve — commitment with no invoice against it yet has no date the app can honestly put it in, so it is reported below as a separate balance rather than spread across future months to make the chart look finished.
Accounts exchange
The systems stay separate — nothing here connects to Xero or Ledgerhouse, holds a login, or depends on either being up. This app writes a file, you import it there; later you feed a file back and the differences are reported for you to resolve. Each bill carries a reference this app mints (PP-123), which is what lets both sides agree without being wired together.
The same bills go to both. Each tracks separately what it has been sent, so finishing one says nothing about the other.
Downloads approved invoices as a bills CSV. Nothing is marked as sent by the download itself.
Once the import has been accepted, mark them sent so the next export doesn't offer them again.
Upload a bills export from that system to compare the two. Compare changes nothing and shows what would be recorded. Record payments then marks those invoices paid here. Whichever set of books reports a payment first wins — an invoice already paid here is never overwritten, and a disagreement is listed for a person to settle.
| Month | Paid | Invoices paid | Approved, due | Invoices due | Month total |
|---|
No dated invoice activity yet — nothing to chart.
Inspection plans
Hold, witness and record points per trade. A hold point stops the work until it is signed off, a witness point invites someone to attend, a record point only needs evidence filed — the distinction is the whole reason the plan exists. These are what a Form 16 is eventually written from.
| Plan | Trade | Lot | Progress | Hold points |
|---|
Choose a project above to see its inspection plans.
Plan
| # | Type | Point | Reference | Status | Evidence |
|---|
Add a point
Start a plan
Subcontractor performance
How each trade actually went, scored 1 to 5 on quality, programme, safety and administration. One rating per trade per project, so rating them again corrects the record rather than adding to a pile of opinions. Worth more at tender time than the quoted rate.
| Supplier | Project | Quality | Programme | Safety | Admin | Average | Use again | Comments |
|---|
No trades rated yet.
Rate a trade
Documents
A general archive for whatever doesn't have a purpose-built home elsewhere - consultant reports, drawings, correspondence, minutes. Claim invoices and contracts have their own upload; this is for everything else.
| Title | Category | Period | File | Uploaded by |
|---|
Choose a project above to see its documents.
Upload a document
Monthly GST summary
Claims you make to the principal and claims you receive from subcontractors run in opposite directions for GST — the first is output tax you owe, the second is input tax you can claim back. They're kept separate here on purpose.
Claims you made (to the principal — GST you owe)
| Month | Claims | Claimed ex GST | GST | Paid inc GST |
|---|
No claims recorded yet.
Claims you received (from subcontractors — GST you can claim back)
| Month | Claims | Claimed ex GST | GST | Paid inc GST |
|---|
No subcontractor claims recorded yet.
Retention held (current total, by project)
Retention held by the principal from your own claims is an asset - you're owed it back. Retention you hold from subcontractor claims is a liability - you owe it back to them. Never added together.
| Project | Held by principal (from you) | Held from subcontractors (by you) |
|---|
No claims recorded on any project yet.
Claims, invoices & purchase orders (by project)
Shown side by side on purpose, never added together - an invoice is usually the paperwork behind a claim or a purchase order, not separate spend, so summing all three would double-count the same money. Approved and Pending invoices are shown separately, since a Pending invoice isn't confirmed spend yet; purchase orders exclude Cancelled ones.
| Project | Claims made (to principal) | Claims received (from subs) | Invoices (approved) | Invoices (pending) | Purchase orders |
|---|
Nothing recorded on any project yet.
Invoices by month (by invoice date)
Every invoice bucketed by the month printed on the invoice itself, not when it was uploaded or is due. Paid invoices stay in the list, just marked - this is for reconciliation, not a to-do list.
No invoices recorded yet.
Budget vs. actual (by schedule activity)
Budget for each schedule activity against actual physical progress and what's genuinely been paid to vendors against it - not just approved-but-unpaid amounts. Variance is budget less payment and is shown even when negative, since an activity running over budget is exactly what this report is for.
| Project | Activity | Actual work done | Budget ex GST | Paid to vendors ex GST | Variance |
|---|
No schedule activities recorded yet.
Cost code funding (consumed vs. remaining)
Every cost code's budget against what's actually been consumed - the sum of paid invoices tagged with that code - and what's left. Only invoices that have genuinely been paid count as consumed; approved-but-unpaid invoices don't reduce the remaining balance yet.
| Project | Cost code | Description | Budget ex GST | Consumed ex GST | Remaining ex GST |
|---|
No cost codes recorded yet.
Payments made (pick a date range)
Every invoice actually paid within the dates you choose - filtered by paid date, not invoice date or upload date, since this is specifically about cash that's genuinely gone out.
| Project | Supplier | Invoice # | Linked to | Paid date | Amount paid ex GST | Bank receipt # |
|---|
Choose a date range and run the report.