Using MyBuildHub questions

Yes.

• Contracts (builders, consultants and subcontractors) are set up as service providers. They have a contract, variations and progress claims.
• Supplier invoices and fees are one-off purchases, like materials or council fees. Add these in Fees & Supplier Invoices.

In the Financial Forecast, supplier invoices show on their own Supplier line, separate from your contracts.

Which one should I use?

• If you have a quote or contract and will receive progress claims, add them as a service provider.
• If you just receive an invoice for goods or a fee, add it as a supplier invoice.

Not at the moment. You can choose from the set list of stages (e.g. Slab, Frame, Lockup) and spaces (e.g. Kitchen, Garage, Alfresco).

Choose the closest match, then add more detail in the photo's caption or note. You can search by caption to find it later.

No. You only need a comment when you agree to pay less than what was claimed on a line.

How to pay less than claimed

1. In the claim, find the line you don't agree with.
2. Leave the % Claimed as what they asked for.
3. Lower the % Complete to what you agree is done.
4. Click the comment icon on that line and explain why (e.g. "Frame 60% complete on site, not 75%").

Tip

• Keep comments short and factual. A clear reason helps avoid disputes, and add site photos if you can.

Each consultant, builder or contractor you pay is set up as a service provider.

1. Make sure they are saved in Contacts first.
2. Go to Financial → Cost Management.
3. Click + Service Provider.
4. Choose the Contact and the Category (e.g. Consultants or Construction).
5. Click Add Provider.

Next, set up their contract (see "How do I set up a contract for my consultant or builder?").

Use this for one-off purchases and fees, like materials, council fees and utility connections.

1. Go to Financial → Cost Management and click the Fees & Supplier Invoices tab.
2. Click + Add Invoice.
3. Enter the invoice number, supplier name, due date and amount (excluding GST).
4. Choose the Category (Suppliers, Authorities or Utilities) and a Sub-category.
5. Set the Status to Pending or Paid.
6. Upload the invoice and receipt if you have them.
7. Click Save.

Tip

• GST is added for you. If the invoice has no GST, tick the box to remove it.

A variation is a change to the contract, such as extra work or an upgrade.

1. Go to Financial → Cost Management and open the provider (click the ⋮ then View).
2. Click the Variations tab, then + New Variation.
3. Enter the reference number (e.g. VO-01), title, amount and description.
4. Set the Status. Use Anticipated until it is agreed.
5. Upload any quotes or supporting documents.
6. Click Create Variation Order.

Tip

• Anticipated variations are included in your Forecast Final Cost, so you can see the likely total before they are approved.

Service provider names come from your Contacts. To change a name, edit the contact.

1. Go to Contacts.
2. Click the ⋮ at the end of their row and click Edit Contact.
3. Update the name or company and click Save.

To link a provider to a different contact or category, go to Cost Management, click the ⋮ next to the provider and click Edit.

One photo

1. Go to Photo Hub.
2. Click the ⋮ on the photo and click Edit details.
3. Change the Build stage, Space, Date taken, caption or note.
4. Click Save changes.

Several photos at once

1. Click Select at the top of the Photo Hub.
2. Tick the photos you want to change, or click Select all shown.
3. Click Edit stage, space & date and make your changes.
4. Click Done when finished.

Copying saves time when you have regular meetings or similar site diaries.

1. Go to Notes & Site Records.
2. Tick the box next to the record you want to copy.
3. Click Create Copy.
4. The copy appears at the top of the list with "(Copy)" in its name and today's date.
5. Click the ⋮ next to the copy and click Edit to update it.

One document

1. Click the ⋮ next to the document.
2. Click Download.

Several documents

1. Tick the box next to each document you want.
2. Click Download ZIP.

One photo

1. Click the photo to open it.
2. Click Download original or Share photo.

Several photos

1. Click Select and tick the photos you want.
2. Click Download or Share.

1. Go to Contacts.
2. Click the ⋮ at the end of the contact's row. You may need to scroll right.
3. Click Edit Contact to make changes, then click Save.

To remove a contact, click Delete Contact instead.

1. Go to Notes & Site Records.
2. Click the ⋮ next to the record.
3. Choose what you want to do:

• Edit: change the record.
• Pin: keep it at the top of your list.
• Print: print the record.
• Export PDF: save it as a PDF to send to others.
• Delete: remove the record.

A progress claim is a request for payment from your builder or consultant.

1. Go to Financial → Cost Management and open the provider (click the ⋮ then View).
2. Click the Progress Payments tab, then + Create Claim.
3. Enter the title, invoice number and dates.
4. For each line, enter the % Claimed (what they are asking for) and the % Complete (what you agree is done).
5. Check the totals and the provider's insurance status.
6. Click Save as Draft to finish later, or Approve & Pay once you have agreed the amount.

Tip

• Only approve what has actually been done on site. Check the work, or ask your certifier, before you pay.

1. Go to Financial → Cost Management.
2. On the Financial Forecast tab, click Export.
3. A copy of your budget breakdown downloads to your computer.

Linking tasks shows the order work must happen in, e.g. the slab must be done before the frame starts.

Option 1

1. Tick the boxes next to the tasks, in order.
2. Click Link. Each task will start after the one before it finishes.

Option 2

• Drag the circle at the end of a bar onto the next task.

Remove links

• Tick the tasks and click Unlink.

You set your budget by clicking in the Budget column on the Financial Forecast. You can set a budget for a whole category (e.g. Consultants), or for each service provider in that category (e.g. your architect).

Set a budget for a category

1. Go to Financial → Cost Management and open the Financial Forecast tab.
2. Find the category line (e.g. Construction).
3. Click in the Budget cell on that line.
4. Type the amount (excluding GST).
5. Click the ✓ to save.

Set a budget for a service provider

1. Go to Financial → Cost Management and open the Financial Forecast tab.
2. Click the arrow next to the category to show its service providers.
3. Click in the Budget cell on the service provider's line.
4. Type the amount (excluding GST).
5. Click the ✓ to save.

Tips

• Click the ✕ to cancel without saving.
• Your Total Budget at the top adds up automatically.
• Set a budget for Contingency too. This covers unexpected costs.
• Compare the Budget with the Final Forecast Cost to see if you are on track.

1. Go to Financial → Cost Management.
2. Click the arrow next to the category (e.g. Construction) to see your service providers.
3. Click the ⋮ next to the provider and click View.
4. Click Create Contract.
5. Enter a Contract Name.
6. Add each item or activity and its value. Click + Add line for more items.
7. Add a description and upload the signed contract if you have it.
8. Click Add Contract Item.

Tips

• Enter amounts excluding GST. The total including GST is worked out for you.
• Use the same items as the contract's payment schedule or quote. This makes progress claims easier to check.

When you get an updated drawing, add it as a new revision. This keeps the old versions together with the new one.

1. Go to Documents.
2. Click the ⋮ next to the drawing.
3. Click Add New Revision. The next revision letter is filled in for you (e.g. Rev F becomes Rev G).
4. Check the Status and enter the Revision Date.
5. Upload the new file.
6. Click Create Revision.

Tips

• Click the arrow next to a drawing to see its older revisions.
• To see every revision in the list, tick Expand all revision history in list.

1. Go to Documents and click Upload Document.
2. Click Multiple Upload.
3. Drag in your files, or click Browse files. Then click Next.
4. Click each file in the Upload Queue and fill in its details (Document No, Revision, Title, Type, Discipline, Status and Revision Date).
5. When every file is complete, click Upload Documents.

Tip

• Files marked Missing Information still need details before they can be uploaded.

Contacts keeps the details of everyone on your build: consultants, builders, trades, suppliers and authorities.

1. Go to Contacts and click + Add Contact.
2. On Basic Info, fill in their name, company, ABN, discipline and role. If you don't know a detail yet, enter TBC.
3. On Licences & Insurance, add their licence and insurance details.
4. On Documents, upload any related files.
5. Click Save.

Tip

• Check that builders and trades have a current licence and insurance before they start work. The list shows if these are valid, expiring soon or expired.

Cash flow (also called forecasting your costs) is where you spread each contract's cost across the months you expect to pay it. This shows how much money you need each month, so you can plan your finance and loan payments.

Before you start: add your service providers and contracts in Cost Management, and set up your Timeline.

Step by step

1. Go to Financial → Cost Management and click the Cashflow tab (the last tab along the top).
2. Set the Start and End months to cover your whole build. Click Apply.
3. Under Outgoing, click the arrow next to a category (e.g. Construction) to see each service provider.
4. Check your Timeline to see when that provider's work will happen.
5. Click in the FCST (forecast) box for a month and type what you expect to pay that month. Click away to save.
6. Repeat for each month that provider will be paid. Watch Forecast Remaining go down as you add amounts.
7. Keep going until Forecast Remaining shows $0 (or —). This means the full cost has been spread across the months.
8. Repeat for every service provider, and for Contingency.
9. Check the chart at the top to see your spending month by month.

Getting Forecast Remaining to $0

• Forecast Remaining is the cost you still need to spread across the months.
• If it is more than $0, add more to your monthly forecasts.
• If it shows a negative number, your months add up to more than the cost. Lower one or more months.
• Check the date range covers the whole build. Amounts outside the months shown still count.

Tips

• Builder payments usually follow the stages in your contract (e.g. deposit, base, frame, lock-up, fixing, completion).
• You don't need to enter what you've paid. The ACT (actual) amounts fill in from your Progress Payments and Fees & Supplier Invoices.
• Update your cash flow whenever your Timeline changes, or a variation is added.

Notes & Site Records keeps your site diaries, notes, meeting minutes and inspections in one place.

Create a record

1. Go to Notes & Site Records and click New Record.
2. Choose Site Diary, Note, Meeting or Inspection.
3. Add a title and fill in the details.
4. Add any photos, documents or voice notes (up to 20 MB each).
5. Click Save & Close.

Tips

• Fill in a site diary every day work happens on site. Record the work done, who was there, the weather and any deliveries.
• Always record verbal instructions and decisions. They are useful if there is a dispute later.
• For meetings, start from the Meeting template or a blank page.

Documents is where you store your drawings, reports, approvals, specifications and warranties, with every revision kept.

Upload a document

1. Go to Documents and click Upload Document.
2. Choose Single Upload or Multiple Upload.
3. Fill in the Document No, Revision (e.g. Rev A), Revision Date and Title.
4. Choose the Type, Status and Discipline.
5. Drag your file in, or click to upload it from your computer.
6. Click Upload Document.

Tips

• To upload an updated drawing, see "How do I upload a new revision of a drawing?"
• Use the search bar or filters to find a document fast.
• Click the ⋮ to view, download or delete a document.

The Photo Hub keeps all your site photos in one place, sorted by date, build stage and space.

Add photos

1. Go to Photo Hub and click Add Photo.
2. Drag your photos in, or click Browse files. On a phone or tablet, click Use camera.
3. Choose the Build stage (e.g. Slab, Frame) and the Space (e.g. Kitchen).
4. Check the Date taken.
5. Click Upload photos.

Find and manage photos

• Use the search bar, or filter by stage and space.
• Click By date, By stage or By space to group your photos.
• Change the View to Grid, Compact, Compare or Slideshow.
• Click the ⋮ on a photo to edit its details or delete it.

Tip

• Take photos before anything gets covered up, like in-ground services, slab and frame. They are hard to get later.
• Photos can be JPG, PNG or WEBP, up to 8 MB each.

The Roadmap guides you through your build step by step. It is split into four phases: Planning, Design, Construction and Handover.

1. Go to Roadmap.
2. Click a phase (e.g. Planning) to see its milestones.
3. Click a milestone to open it.
4. Tick each checklist item as you complete it.
5. Click N/A for any item that doesn't apply to your build.

Tips

• Click the ⓘ next to an item for more information.
• Progress updates automatically as you tick items off.
• You can add your own checklist items, attach files and leave comments in each milestone.

The Timeline is your build programme. It shows each task, how long it takes and when it happens. A task and an activity are the same thing in MyBuildHub, so use whichever word suits you.

Create a timeline

1. Go to Timeline and click + New Gantt.
2. Enter a name and your start date.
3. Choose your working days and hours.
4. Click Create new project.

Add a phase

Phases are the main stages of your build, such as Design, Planning or Construction.

1. Scroll to the bottom of the task list.
2. Click + Add Phase.
3. Type the phase name and press Enter.

Add a task or activity

You can do this two ways:

• Click + Add Task at the bottom of the task list, type the name and press Enter.
• Or just type the task name straight into the row and press Enter.

To add a task inside a phase, hover over the phase row and click the + icon.

How phases and tasks work together

• Each task or activity sits under a phase.
• The phase bar runs from its first task to its last task.
• The phase dates, duration and % complete update from its tasks.
• Click the arrow next to a phase to show or hide its tasks.

Edit your timeline

• Double click a cell to change a task name, duration, start or end date.
• Drag a bar to move a task to new dates.
• Drag the circle on a bar to another task to link them.
• Hover over a row to open its details or delete it.

View and share

• Click Day, Week, Month or Year to zoom in or out.
• Use Critical Path, Overdue and Filter to focus on what matters.
• Click Export to print or save your timeline.

Tip

• Keep your timeline up to date. Your cash flow is planned around it.

The cash flow table has a row for each category and contract. Here's what each column means.

• Forecast Final Cost: what you expect it to cost in total.
• Forecast Remaining: the amount not yet spread across the months. Aim for $0 (or —).
• Total FEC: what you have paid, plus what you have forecast, for the months shown.
• FCST (forecast): what you expect to pay that month. You type this in.
• ACT (actual): what you have paid that month. This fills in automatically from your payments and invoices.

Income is money coming in (e.g. loan payments). Outgoing is money going out to your builder, consultants and suppliers.

For a step-by-step guide, see How to cash flow.

A baseline is a saved copy of your timeline. It lets you compare your current timeline with your original plan, so you can see what has moved.

Save a baseline

1. Go to Timeline.
2. Click Baseline and then Add baseline.

Compare with a baseline

1. Click Baseline and choose a saved baseline.
2. The baseline dates show in red under each task's current dates. The baseline also shows as a dark line on the chart.
3. To hide it, click Baseline and choose None.

Tip

• Save a baseline once your timeline is agreed, before work starts. Save a new one if the timeline is formally changed.

The critical path is the chain of tasks that sets your finish date. If any of these tasks are late, your whole build finishes late.

1. Go to Timeline.
2. Click Critical Path. Critical tasks turn red.
3. Click it again to turn it off.

Tip

• The critical path is worked out from how your tasks are linked. Link your tasks first (see "How do I link tasks in the Timeline?").
• Keep a close eye on red tasks. Delays to these push out your finish date.