AI measures your plans, estimates rates from your library, and builds a quote ready to review and send. What used to take days takes minutes.
Upload your PDF floorplans and Paperless AI measures rooms, walls, and areas automatically. No separate takeoff software needed.
Build and maintain your own rate library. AI applies rates to measured quantities and generates a detailed cost breakdown.
Generate branded quotes from your estimate. Include line items, allowances, and terms. Send to clients for review and acceptance.
Save estimate templates for build types you repeat. Duplex, single storey, knockdown rebuild. Start from a template and adjust for the specific job.
From estimate to contract in one system
When the client accepts the quote, convert it to a project with one click. The estimate data flows through to contracts, selections, and payment schedules.
A seven-stage pipeline built for builders. Drag leads between stages, attach multiple clients, and convert to a project when they sign. No separate CRM needed.
See your pipeline as a drag-and-drop board with columns for each stage: new lead, consultation, design, tender, contract signed, in construction, and completed. Or switch to a sortable list view. Search by lead title, client name, or email.
Attach a primary client and additional secondary clients to each lead. Track estimated value, lead source, and add notes. Every stage change is timestamped so you can see how long leads sit in each phase.
When a lead signs, convert it to a full project. A bidirectional link is created between the lead and the project, and all clients carry across with their roles intact. No re-entering details.
Four cards at the top show total leads, active leads, total pipeline value, and completed count. See your sales health without opening a spreadsheet.
From lead to handover in one system
The CRM is the starting point of the Paperless workflow. Leads convert to projects, projects flow through construction, and everything ends at handover. One system, no double handling.
Get your HIA or MBA contracts signed digitally and lock in selections before frame stage, not after.
Import your own HIA, MBA, or AS4000 contracts into Paperless and send them for digital signature. Legally valid under the Electronic Transactions Act 1999. Full audit trail of who signed what and when.
Set up curated product catalogues from your preferred suppliers with tiered pricing. Clients browse, compare, and sign off on selections through their portal. Every choice is timestamped.
Assign selection deadlines by construction stage. See at a glance which selections are still pending across all your projects. If a client has not chosen their tapware by lock-up, you will know before your plumber does.
Once a contract or variation is signed, it links straight to the project record. No scanning, no renaming files, no dragging PDFs into folders. Everything is in one place.
Connected to your project workflow
Signed contracts and approved selections link to your project record. When you need to check what a client agreed to, it takes two clicks instead of 20 minutes in email.
Paperless AI extracts data from supplier quotes. Emails sort themselves by project. Every document is searchable and in one place.
Upload a supplier quote and Paperless AI extracts the key data: supplier name, amounts, line items, dates. What used to take 20 minutes of copying and pasting happens in seconds.
Upload documents to the right project and they stay organised by category. Plans, certificates, supplier quotes, council correspondence. One place for everything.
Connect your inbox and Paperless uses AI to sort emails by project automatically. No more searching through 500 unread emails to find that one engineering cert.
Search across all your projects by keyword, document type, or date. That council DA from six months ago? Two clicks. The waterproofing certificate from the last inspection? Right there.
Feeds into the rest of your workflow
Supplier quotes are stored against their project for easy reference. Documents shared with clients appear in their portal. Everything is in one place when you need it.
Upload your PDFs, annotate with pen, shapes, pins, and callouts. Calibrate the scale and measure distances, areas, and angles directly on the drawing. Share with a link.
Draw freehand, add lines, arrows, rectangles, ellipses, text, pins, and auto-numbered callouts. Choose from eight colours and five stroke widths. Works on desktop and tablet with touch support.
Draw a reference line on the plan, enter the real-world distance, and Paperless calibrates the scale. Measure distances, areas, and angles directly on the drawing. No separate takeoff tool needed.
Annotations are organised into five layers: markups, measurements, defect pins, notes, and dimensions. Toggle visibility or lock layers. Link defect pins directly to defect records on the project.
Generate a shareable link with an optional expiry. Track who has accessed it and when. Export annotated plans as a composite PDF or high-resolution PNG. Plan versions are tracked so superseded drawings stay in the record.
Plans live inside your project
Drawings upload to the project and annotations are saved per page. Defect pins link to defect records. At handover, annotated plans are part of the complete project record.
Variations, progress claims, site photos, and client updates. All handled while you are on site, not at 9pm at your kitchen table.
Create a variation on site, add the cost impact, and send it to the client for digital signature. They approve it on their phone. The signed variation links to your project record. No paper. No scanning. No chasing.
Set up your payment schedule using NSW progress payment stages. Paperless calculates claim amounts from your contract value and stage percentages. Send claims digitally and track when the client has viewed them.
Upload photos on site and tag them to the right project and construction phase. Your client sees them in their portal within minutes. No more sending photos through WhatsApp.
Record site meetings with attendees, action items, and decisions. Track time entries with clock-in/out or manual entry. Coordinate with subcontractors through project-linked messaging.
Everything lives in one project record
Variations, photos, claims, meeting minutes, time entries, and messages all link to the same project. See the full picture for any build without digging through email.
Daily entries with weather, trades on site, work completed, and issues. AI prefills from your recent activity. GPS stamps your location. BOM weather data pulled automatically.
Record weather conditions, trades on site with worker counts, work completed, issues encountered, and delays. Each entry is tied to a project and timestamped. Customise your work categories to match how your business runs.
Paperless pulls weather data from BOM for today and future dates, and from Open-Meteo for past dates. Min/max temperatures, rain chance, UV, and conditions are filled in automatically based on your site suburb.
Capture your GPS coordinates when you create an entry. The location is recorded with accuracy data and reverse-geocoded to a street address. Useful for multi-site days and as evidence if anything is ever disputed.
AI suggests work notes, trades on site, and work category based on your recent diary entries. When you need to update the client, AI generates a professional summary for the day, week, or month.
Share diary entries with your clients
Toggle entries to be visible in the client portal. They see progress updates without you writing a separate email. Keep internal notes private and share only what matters.
AI generates Safe Work Method Statements from your trade and activity. Log incidents with photos, witnesses, and corrective actions. State-specific WorkCover contacts built in.
Start from one of eight pre-built templates including roofing, excavation, demolition, electrical, scaffolding, concrete, carpentry, and plumbing. Each SWMS includes hazard identification, control measures, PPE requirements, plant and equipment, required licences, and emergency procedures. Workers sign off digitally.
Tell Paperless the trade and activity, and AI generates a compliant SWMS using the hierarchy of controls. It pulls context from your recent diary entries and failed inspections to make each SWMS site-specific.
Log incidents by type: near miss, first aid, medical treatment, lost time injury, property damage, environmental, or dangerous occurrence. Record severity, witnesses, root cause analysis, and corrective actions with assignees and due dates.
When an incident is flagged as notifiable, Paperless shows the correct regulator contact for your state. SafeWork NSW, WHSQ, WorkSafe Victoria, WorkSafe WA, and all other territories. Direct phone numbers and reporting links.
Safety tied to your project record
SWMS and incidents link to the project. When you need to demonstrate compliance at inspection time or during a dispute, every safety document is already filed against the right build.
Pre-built templates for every stage from frame to handover. Record pass, fail, or N/A for each item. Attach photos. AI generates a professional checklist report with suggested defects.
Start with system templates for frame stage, lock-up, pre-lining, waterproofing, fixing, practical completion, and handover. Or create custom templates. Each checklist tracks items as pass, fail, N/A, or not inspected.
Upload photos against the overall checklist or against specific items. Capture GPS location when you start the checklist. Everything is linked to the project record.
Once a checklist is complete, AI generates a professional summary with a 2-3 paragraph overview, suggested defects from failed items with priority ratings, and follow-up action items. What used to take an hour happens in seconds.
Attach certificates, reports, or any supporting documents to a checklist. Toggle customer visibility so your client can see results in their portal.
Checklists feed into your project record
Completed checklists, their photos, and AI-generated reports all live against the project. At handover, every checklist from the entire build is part of the record.
Progress claims calculated from your contract stages. Invoice sync with Xero. One dashboard across all your projects so nothing slips.
Set up your payment schedule using the standard NSW stages: deposit, base, frame, lock-up, fixing, completion. Paperless calculates claim amounts from your contract value and stage percentages.
Paperless syncs invoices with Xero so you are not entering the same data twice. No copying amounts between systems. Your bookkeeper sees it without you touching the accounting software.
One dashboard shows you which invoices are pending, which are overdue, and which have been paid across all active projects. Spot late payers before they become a problem.
Create purchase orders with line items, send them to suppliers by email, and track delivery. POs sync bidirectionally with Xero. Auto-generated PO numbers keep everything organised.
Xero Compatible
Invoices and purchase orders sync between Paperless and Xero. Your accountant gets clean data without you re-entering numbers into two systems.
Give your clients a portal where they can see their build progress, approve variations, make selections, and track payments. The "what's happening with our build?" calls drop to near zero.
Every photo you take on site appears in your client's portal within minutes, organised by construction phase. They can see their build taking shape from slab to handover.
Clients see exactly which stages are complete, what is in progress, and what is coming next. They can check progress any time without calling you.
Clients browse your curated product catalogues, compare options, and sign off on their choices. Everything is timestamped and documented. No more "I never agreed to that tile" conversations.
Clients message you through the portal instead of scattering conversations across text, email, and WhatsApp. Every message is tied to the project. Full history available.
Transparency that generates referrals
Builders using client portals see fewer disputes and more word-of-mouth referrals. When clients feel informed, they trust the process.
Pre-built reports for aged receivables, cash flow, and project profitability. KPI dashboards for financials, schedule, and quality. AI insights that surface problems before they cost you money.
Aged receivables shows invoice aging buckets pulled from Xero. Cash flow forecast gives you a 12-week rolling view. Project profitability breaks down revenue, costs, and margins per project. Export any report to CSV.
Track gross margin, collection rate, days to payment, revenue per project, and cost overrun rate. See on-time completion, milestone velocity, and defect rate. Each KPI shows status with targets and trend comparisons.
Add widgets to a report canvas: KPI cards, tables, bar charts, pie charts, line charts, and text blocks. Configure data sources and columns. Save and rerun reports whenever you need them.
AI analyses your projects and surfaces alerts and recommendations. Budget health analysis identifies cost overruns. Milestone suggestions identify completed milestones from diary entries. AI generates client-ready updates and variation justifications.
Xero-powered financials, AI-powered insights
Financial reports pull live data from Xero. AI insights draw on your projects, diary entries, inspections, and budgets. The more you use Paperless, the smarter the insights get.
Every document, photo, variation, and payment from the entire project. Organised, searchable, and ready for your client on day one.
Because you have been using Paperless throughout the build, the handover pack is already assembled. Every photo, every signed variation, every certificate, every payment record. No scrambling in the last week.
Record defects with photos, assign them to the right trade, and track resolution. Your client can see what has been identified and what has been fixed. Nothing slips through.
Warranty records tracked per project with customer claim submission. Statutory declarations generated with digital signatures and exported as PDFs. Inspection checklists and certificates attached to the project record.
Handing your client a complete digital record of their build sets you apart from every builder who hands over a USB stick and a box of paper. It is the kind of professional finish that generates referrals.
The whole build, from contract to keys
Handover is not a separate process. It is the natural result of running your project through Paperless from day one.
ABN lookups, state licence checks, Xero sync, and live weather from the BOM. The stuff US software does not do.
Invoices and purchase orders sync bidirectionally with Xero. No double entry. Your bookkeeper gets clean data without you re-entering numbers.
Verify ABNs instantly against the Australian Business Register. Auto-fill company details when adding suppliers or subcontractors.
Check builder and subcontractor licences against QBCC (QLD), VBA (VIC), and NSW Fair Trading. Know your trades are licensed before they step on site.
Site diary entries pull weather data automatically from BOM based on your site suburb. Min/max temperatures, rain chance, UV, and conditions without manual entry.
List your products, set builder-specific pricing, and manage orders. Builders browse your catalogue when making selections for their projects.
Upload products with custom fields, specs, and inventory levels. Builders browse your catalogue when making selections for their projects.
Set different rates for different builders based on volume commitments or trade agreements. Each builder sees their own negotiated pricing.
Notify builders of low stock or out-of-stock items before they lock in selections. Avoid delays caused by unavailable materials.
All communications with builders are organised by Job ID. No more searching through email threads to find that delivery confirmation.
Manage pricing agreements, volume commitments, and preferred supplier status across your builder network.
*Build Paperless does not provide contract documents. Builders must hold their own membership and licence with the relevant association. Import your own contracts for digital management, signatures, and AI-assisted review. Learn more