Everything a project needs, on one record.

BuilderVP covers the whole life of a design-build or remodeling project: winning it, designing it, pricing it and signing it, buying for it, building it and getting paid for it. Here is what each part does, and further down, what we are working on next.

Win the work

Every lead arrives with where it came from, gets booked into real open time, and is followed up until it becomes a job or a clear no.

Leads from every source: Your website form and lead sources like Google, Facebook and Angi land in one pipeline. Each lead carries its first touch: the ad, the campaign, the referring site or the tracking number. Enter what you spend on each source and the reports show what a lead cost and which sources close.
Live booking: Book an appointment into time that is actually open, see everyone on one company calendar, and send the homeowner a confirmation and a pre-visit email that sets up the meeting. After the visit, the result is logged within 48 hours.
In-home presentations: Build a presentation from your own project photos and videos, play it on an iPad at the kitchen table with or without a signal, and keep the talking points on a private notes screen the homeowner never sees.
Marketing campaignsNew: Write a campaign once and send it to clients and leads picked by stage, lead source, service, town and when they came in. Email carries a one-click unsubscribe and your mailing address, and nobody who unsubscribed is emailed again. Texts go only to people who agreed to them, only between 9 am and 8 pm, and never to anyone who replied STOP. Every send records opens, clicks and opt-outs.
In-home intakeNew: Walk the homeowner through your project intake on the iPad: the questions you ask together, then a team-only page for the site walk, red flags and the next step. Fields fill themselves from the job, and when the form is done the job moves to its next step and any blanks on the client record are filled without overwriting what is on file. Build your own checklists the same way.
One inbox: Every conversation with a client, by email, text or phone, sits in one thread on their record, so anyone picking up the job knows what was said. With RingCentral connected, texts arrive on your own numbers, calls placed from BuilderVP ring your phone first and show the company number, and every call, voicemail and recording is filed on the client and the job.
Follow-up that runs itself: Set the follow-ups that run after a new lead, a booked visit, a proposal or a closeout, with each step on its own timer. A sequence stops on its own when the client replies, the job moves to another stage or it is switched off, and every step is logged on the record.
Review requests: When a job is closed out, the client gets a page listing every review site you use, plus a private note box that goes only to the owner. Every client is asked, not only the happy ones, because asking only happy clients breaks Google’s rules and the FTC’s.

Design and selections

The drawings, the design direction and every selection the client makes live on the project, where the estimate, the buying and the crew can use them.

Selections libraryNew: Keep a library of products in Essential, Signature and Bespoke, with every color and size, what a box covers and where each one came from. Start from a researched library of flooring, tile, countertops, bath fixtures and lighting, and outside the house roofing, siding and trim, windows, entry, patio and garage doors, decking and gutters, from national stores and makers, then add your own. Picking from the library puts the product, its color and its size on the selection.
Selections in three tiers: Present selections in Essential, Signature and Bespoke tiers, as single products, as whole packages picked as one, or as groups where the client picks several. Allowances state what they carry, and when a choice comes in above or below, the difference is billed or credited without anyone rebuilding the budget.
Clients pick in the portalNew: Clients click a product or a whole package into a cart. The cart shows each pick, tax on what is taxable and your admin fee, against the allowance or what is already in the contract. On a signed job, anything over or under is confirmed with the client’s typed name on one change order. A product link a client finds cannot be picked until someone on your team checks the vendor, the price and that it fits the space.
Company DriveNew: Every job and the company itself get three areas: Plans for Chief Architect projects, DXF, scans and plan sets; General Files for contracts, bills and everything else; and Photos. Grid or list in each, a preview with a close button for every photo, PDF, DXF and video, and uploading the same name again keeps the earlier version. Bills and expenses show only to owners, admins, managers and accounting.
Design concepts: Give a homeowner a design direction before construction is priced: layout notes, a palette board, and scope across three tiers so the conversation starts from a picture instead of a number.
Specifications: Keep the specified products, finishes and standards on the job, so the proposal, the client and the crew read from the same list.
Drafting over the as-built: Start from the as-built a scan made, draw the proposed walls and openings and mark what comes out. The wall, opening and area quantities go into the budget with the scan or the plans named as their source.
Cabinets that order rightNew: Cabinet runs keep a filler, 1-1/2 in unless the company sets another width, where runs meet at an inside corner and where a cabinet meets a side wall, a door or window casing, the refrigerator or another obstruction, whether the run was filled in one tap or dragged into place. Islands have a seating side with a 15 in overhang: doors and drawers face the working side only, and the seating side gets a finished back and end panels. Fillers and panels go on the order list by size, with the cabinet line codes when the line offers them.

Estimate

Estimates are built from your catalog and your measurements, and every quantity says where it came from before a client ever sees it.

Proposal check: Every budget line records where its quantity came from: plans with the sheet and detail, a field measure, a scan or a supplier quote. Anything assumed or unsourced is flagged, and a company can hold proposals until each one is sourced or signed off.
AI estimator that shows its work: Point the estimator at the plans and tell it what you are pricing. It proposes lines and quantities with the reasoning beside each one, and only the rows you check go into the budget.
Plan takeoff: Set the scale on a plan and measure areas, lengths and counts. The measurements feed the catalog formulas, so the estimate fills in from the drawing.
Scans to as-builts: Import a RENDR DXF or an Apple RoomPlan scan and it becomes an as-built drawing on the job, with its measurements ready for takeoff.
Waterproofing and crawl space layerNew: A waterproofing layer on the drafting board, shown and hidden on its own. Mark what the inspection found: water entry, moisture readings, cracks with their width, bowing walls, standing water, mold, crawl height, piers and the existing sump, each with a note and a photo. Then draw the system with tools tied to your own catalog items: drain tile, sump and battery backup, dehumidifier, floor and wall liner, drainage matting, crack repair, wall braces, carbon fiber, helical piers, crawl space doors and more. One click runs drain tile or wall liner around every exterior wall, or lays the floor liner over the whole crawl space, with the totals shown first. Findings are never priced; the system goes to the estimate with the drawing named as the source, and the findings and the proposed system print on one sheet for the homeowner.
Catalog with formulas: Bring in your cost items and templates with their quantity and price formulas from JobTread, your Xero items, or a spreadsheet from Joist, QuickBooks, Buildertrend or Houzz Pro. Every import shows you each row first and can be undone. On the budget, typing an item name searches the catalog as you go, and lines added by people who cannot see cost keep the catalog’s cost.

Present and sign

A proposal goes out on your letterhead with your own contract and payment schedule, the client signs it on screen, and the rules you set keep every rep’s price where it should be.

Your contract and payment scheduleNew: Write or paste your contract into BuilderVP with fill-in fields for the client and the price, or upload your own PDF, and set your standard payment schedule plus any named ones. Each proposal starts with your default and can use another or rows set just for it. The contract is frozen and signed with the proposal, and New York’s home improvement notices stay on it whatever your own wording says.
Sign and dateNew: Upload any PDF, place the boxes where each person signs, initials and dates, and send it. Clients sign in their portal and your team signs in the app; dates fill themselves in. When everyone has signed, a sealed copy with a signing certificate page is filed on the job, and a file that changed after it was sent is refused.
Discounts with limitsNew: Set the discounts your reps can offer, such as Same Day, Veteran, Senior and Friends and Family, each capped at 10%. A proposal carries one at a time, so two never add up, and a Same Day price ends at midnight if it is not signed. Reps never see cost, markup or profit.
Commissions and rep scorecardsNew: Set each rep’s commission rate on a job, paid on the contract after any discount plus approved change orders. Every rep has a scorecard: signed dollars per appointment held, close rate, average job, days to close, results by lead source, discounts given and commission earned. Reps see their own; owners and managers see everyone’s. Price and commission only, never cost or profit.
Proposals on your letterheadNew: Proposals, client email and the project portal carry your company’s logo, name and tagline. A client signs, or asks for changes and gets a new version beside the last, and your team can preview the portal exactly as the client sees it.

Buy

Approved selections turn into orders without retyping: when each one has to be decided, how many boxes to buy, who to buy from, and whether the bill matches what came.

Decide by datesNew: BuilderVP works out when each selection has to be decided from the day its task starts on the schedule, the product’s lead time and a buffer you set. The project manager and designer are reminded a week before, the day before and the day after, so nothing holds up the crew.
Purchase orders and buy listsNew: Send a purchase order to a supplier, who opens a link, confirms it and gives a ship or delivery day, with no account needed. For store runs, a buy list says exactly what to pick up and is marked bought with what was paid. Square feet are ordered in whole boxes with the math shown, and every line names where its quantity came from.
Bid requestsNew: Send one request to several suppliers. Each answers from a link with their prices or declines. Compare the answers side by side, freight included, and award one: the purchase order is drafted at the winning prices and the others are thanked.
Bills matched to deliveriesNew: When a delivery comes, the crew counts each line, notes what came damaged and adds photos. A supplier’s bill is then checked against what arrived at the order prices, within a dollar or one percent, and a repeated bill number is caught. A bill that matches is approved into the job’s costs; one that does not says why.

Build

Once the contract is signed, the same record runs the job: the schedule, the crew, the outside pros, the client updates and the closeout.

Schedule and company calendarNew: Each job’s schedule is a Gantt with every task named in its own row and today marked. The company calendar shows the month, the week, a day with a column for each person, and a four-week view of every job’s work as bars. Homeowners follow the same timeline in their portal.
Work ordersNew: Write a work order from a punch item, a warranty claim or a service call and send it to the sub, who accepts it, picks a day and marks it done with photos from a link. A project manager checks it, and checking bills it the right way: an invoice to the client, fixed at no charge by the sub whose work it was, or covered by the company. Late work orders chase the sub.
Daily logs and to-dos: Keep a daily log for each job with who was on site, deliveries, inspections and photos, and see every job building today that has no log yet. A log shared with the homeowner shows the date, weather, work done and photos, nothing else. Assign to-dos and track time against the job.
Client portal: Homeowners follow a project feed and talk to you in threads tied to the selection, change order or invoice they are asking about, so nothing gets lost in a text chain. Trades whose clients ask where their order stands can show milestone steps on the portal’s front page.
Outside pros: Bring the architect, structural engineer, surveyor, environmental and permit expediter into preconstruction. Each sees only the work assigned to them.
Punch list and closeout: Mark punch items as blocking or not, get a signed waiver for anything deferred, and close a job only when the closeout gate is clear.
Warranty on every product: Each product carries its manufacturer warranty and your workmanship warranty separately, with the right start date, so a service call starts from facts.

Run the jobsite

The crew, the supervisor and the project manager work from the current drawings, check the work before it gets covered, and log the day by talking, from a field app that keeps working when the signal drops.

Drawing log with markupNew: Upload a plan set PDF and each page becomes a sheet, with its number and title read from the title block for you to confirm. A new upload of a sheet becomes its next revision and the old one is marked superseded, so the field never builds from an old drawing. Mark up any sheet with a pen, highlighter, arrow, box, cloud and text, compare it side by side with the last revision, measure from the drawing after one calibration, and drop pins that become punch items or to-dos for the right person.
Field app that works offlineNew: Field installers open to today’s jobs: the address with directions, the tasks on the schedule, their work orders and to-dos, and the drawings, specifications and selections for each job. Install it on the home screen and the pages they open keep working with no signal. Clock-ins, daily logs and photos wait on the device and go out once the signal is back, never twice.
Daily logs from a voice noteNew: At the end of the day, talk through the work room by room and add photos. The daily log is drafted from what was said, the photos and the day on the job: the schedule, the work orders on site, deliveries due and inspections run. Nothing is added that was not said or shown, anything unsure is marked to check, and nothing saves until the person reviews it and taps Save.
Clock in with locationNew: Clock in and out on the job from the field app. The phone’s location is checked against the job address, and a clock-in outside the company’s on-site distance, or with no location, is flagged for a manager to look at. Nobody is ever blocked from clocking in, and managers fix and approve the hours.
Inspections and observationsNew: Run your own checklists on the iPad: pre-drywall, before tile with the shower pan flood test, pre-paint and trim, the final walkthrough and a weekly safety walk, each answered pass, fail or not applicable with photos and a signature. A failed line becomes an observation owned by the sub or the person responsible, with a due date. The sub marks it fixed, it counts on their scorecard, and the inspection shows on that day’s log and prints as a report.
Jobsite safetyNew: Anyone on the team can report an injury, a near miss, property damage, a vehicle incident or a theft, with photos and witnesses. Owners, admins and managers read the whole log and record the corrective action; everyone else sees only what they reported. Hold a toolbox talk and have everyone there sign in on the iPad.

Subs and suppliers

Subcontractors and suppliers work from links or their own BuilderVP, sign their prices for the year, and get paid when the work and the paperwork are done. They never pay for BuilderVP.

Payments tied to the workNew: Set up a payment to a sub or supplier on the job, tied to the task it pays for and to what has to be in hand first: the task complete, its checklist ticked, insurance current, a W-9 on file, the lien waiver, the inspection and photos. When everything is met, an owner releases it and accounting records it paid. BuilderVP never moves the money itself.
Yearly price agreementsNew: Each year a sub signs your subcontractor agreement with a rate sheet from a link. While it is in force, the catalog cost of every item on it is locked, whatever tries to change it, and payments are checked against the rates. A rate changes only by an amendment the sub signs again.
Subs who run BuilderVPNew: When a sub runs their own company on BuilderVP, connect the two. Your work orders, schedule tasks, payments and price agreements for them show inside their BuilderVP instead of arriving as email links. Nothing is copied into their company, and either side can end the connection.
Sub scorecards, rewards and strikesNew: Every sub has a scorecard: callbacks on their own work, the fixes they made for other trades, fix costs and back charges, on-time work and open observations. Give rewards for work done well and strikes for work that was not, and let strikes expire on the rules you set. Formal warnings and violations for breach of contract or conduct on a jobsite are kept on the record with evidence, the sub’s response and the resolution, and print as a notice. Track referral bonuses for subs, vendors and designers by job. Managers only.

Get paid

Approvals are locked, payments land where they should, and the books match without re-entry.

Locked approvals: When a client signs, the proposal or change order is frozen with its signature and a fingerprint of what they signed. Any edit after that makes a new version instead of changing the signed one.
Change orders paid before the changeNew: An approved change order is billed in full, and the change starts once that invoice is paid (a company can choose to bill later instead). A pick over an allowance on a signed job is confirmed by the client and due on approval. Credits come off the final payment.
Online payments: Send invoices clients pay online by card, or by bank transfer on larger invoices, through Stripe. Refunds and disputes reconcile back to the invoice.
Sales tax by placeNew: Tax comes from the job’s county and city at New York’s published rates, including the commuter district where it applies. A client can carry their own tax code, or be exempt with the certificate on file. For a capital improvement, the ST-124 certificate is made from the signed contract, signed by the client and countersigned by your team.
Drawings released on payment: Tie a drawing set to an invoice. Until it is paid, the client portal shows reduced pages stamped Preview, not for construction, and the file cannot be downloaded. When the invoice is paid, the full set is released and the client is told. Made for designers, architects and engineers, so the drawings never leave before the fee does.
Your books: Invoices post to Xero against the right contact, item and account, on your own invoice template, and payments recorded in Xero come back to BuilderVP. QuickBooks Online is built and being switched on.
JobTread, two way: If you run JobTread, customers, jobs, budgets, schedules, files and job numbers stay in step with BuilderVP both ways, with one number and one history in both.

Run the company

Reports read the same records the team works in, so nobody builds a spreadsheet to see how the company is doing.

ReportsNew: See what each lead source brings in by service and what it cost, the numbers by rep, where leads drop off in the pipeline, where estimates miss by division on closed jobs, cash week by week with what clients owe and bills unpaid, late tasks across jobs, sub and supplier scorecards, warranty callbacks and their cost, and which finished jobs nobody asked for a review.
Accounting tabNew: Owners, admins, managers and accounting get one place for money in from clients, what is still owed, commissions earned and paid, payments to subs and suppliers, sub pricing and the discounts reps gave.
Your own menuNew: An owner shows, hides, renames and reorders the menu down the left side for the whole company, and pages a role cannot use never show. Each person picks the page BuilderVP opens to when they sign in.
Roles that see only their partNew: Owners and admins see everything. Reps see finished prices and never a cost, interior designers see only the material allowance on each item, architects see the contract price, and field installers see specifications, materials and selections with no money at all. Each management role gets view or edit on each part of the app from Settings, and each company names its roles its own way. Pages, files, feeds and reports follow the same rules, and the database keeps costs from every role that should not see them.
Help on every pageNew: A Help button on every page opens the articles for that page, written for what each role can do. Ask a question and the answer comes only from those articles, with links to them. When something is wrong, open a ticket: the page, the role and any errors the page saw are attached for you, and replies come back in the same thread.

What we are working on.

The features above are built and running today. These are next, with where each one really stands. When one goes live it moves up into the list above.

Being switched on

Built and tested. Turning on for companies now.

QuickBooks Online
Invoices and payments mirrored to QuickBooks Online the way they are to Xero, for companies that keep their books there.
Google Calendar and Outlook, both ways
Bookings go onto each person’s own calendar, their busy times come back so nobody books over them, and video visits get a Meet or Teams link.
PayPal
Clients pay an invoice with PayPal next to card. A company connects by signing in to PayPal, and the money goes straight to its own account.
WhatsApp, Facebook and Instagram
WhatsApp, Messenger and Instagram messages in the same inbox as texts and email, and Facebook and Instagram lead ads straight into the pipeline. Connected by signing in.
Google Drive copy
Every file on a job copied to a project folder in the company’s own Google Drive as it is added.

Being built

Under way.

Planned

Decided on, not started.

Social posting
Write a post once in the Marketing tab and put it on the company’s social accounts.

Using another system today? See what BuilderVP connects to.

See it on one of your own jobs.

Bring a project you are pricing now. We will walk through it in BuilderVP, from the lead to the proposal check, in about thirty minutes.

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