Client portal
Progress photos, milestones, documents and messages for every owner, on their phone, in your branding.
Builder software: client portals, variations & job costing
Builders: give clients a portal, not your mobile number. Build more, chase less.
Owners texting for photos at 9pm, variations agreed over the tailgate, selections chased for weeks and progress claims sitting unpaid in someone's inbox. We build client portals and project systems for builders that keep the build, the owners, the trades and the money on track. Then we host them and look after them.
Looking for builder software with a client portal that owners actually use?
Every build throws off hundreds of decisions, photos, variations, invoices and phone calls. Most building companies run it across texts, emails, a group chat with the trades, a spreadsheet for costs and the site super's memory. It holds together until an owner disputes a variation at handover or a claim sits unpaid for six weeks because nobody followed it up.
Wollopit builds custom software for builders around how you actually run jobs. Owners log in to see progress, approve selections and pay claims. Variations get priced, signed and paid before anyone picks up a tool. Trades see a live schedule and get a text when it moves. Costs land against the budget as they happen, not at the end. We connect the estimating and accounting tools you already like, fill the gaps between them and look after the lot on our own servers.
01The problems
What we hear from builders
Does your building company have these problems? Here's how we'd fix them.
Most builders we talk to are great on the tools and run the office side on a patchwork of apps, texts and late nights. It works, right up until a dispute at handover.
- The problemOwners text for updates at all hoursEvery owner has your mobile and wants photos of the slab, the frame and the tiles they picked. Usually at dinner time.How we fix itA client portal with progress photos, milestones and what's happening next week. Owners check it instead of ringing you.
- The problemVariations agreed on a handshakeExtras get discussed on site, nobody writes them down and they turn into an argument at the final claim.How we fix itVariations priced from your phone, sent to the owner, signed and paid online before the work starts. A full record for every change.
- The problemSelections drag on for weeksTiles, tapware, benchtops and colours chased by email while the trades wait and the program slips.How we fix itSelection schedules in the portal with options, allowances, deadlines and sign-off. Overdue picks get chased automatically.
- The problemProgress claims paid lateBase, frame and lock-up claims emailed as PDFs, then forgotten. The bank or the owner sits on them.How we fix itStage claims issued from the portal with photos as evidence, online payment and polite reminders that send themselves.
- The problemTrades turn up on the wrong dayThe program moved but the plumber didn't get the memo. Now the plasterer's waiting and you're paying for it.How we fix itA live schedule trades can see and confirm, with automatic SMS when their dates move.
- The problemYou only know the margin at the endCosts go into Xero weeks later, so you find out a job lost money after the owner has moved in.How we fix itBudget against actual on every job, updated as purchase orders, invoices and variations come in.
- The problemSupplier invoices that don't add upInvoices arrive without a PO, get coded to the wrong job or paid twice. Someone spends Friday matching paper.How we fix itPurchase orders raised against the job, invoices matched to POs and approved ones pushed straight to Xero or MYOB.
- The problemPhotos lost across five phonesThe super, the leading hand and two subbies all took the photos you now need for a defect claim. Good luck.How we fix itA site diary with photos, weather, deliveries and who was on site, tagged to the job and the stage.
- The problemTrades building off old plansRev C is on site, Rev E is in your inbox and the frame's going up to the wrong set-out.How we fix itOne document register with the current plans, engineering and approvals. Trades only ever see the latest revision.
- The problemSafety paperwork in a ute gloveboxSWMS, inductions, white cards and subbie insurances stuffed in a folder. Half the certificates expired months ago.How we fix itDigital site inductions, SWMS sign-off and a trade compliance register that flags expired insurance and licences before they arrive.
- The problemDefects and handover by emailPractical completion lists, maintenance period items and warranty calls scattered through months of email threads.How we fix itDefect lists with photos, assigned to trades, tracked to closed. A handover pack the owner can open on their phone.
- The problemEnquiries and quotes go coldWebsite enquiries, display home walk-ins and quotes sit in an inbox with nobody following up.How we fix itA leads and quotes pipeline with follow-up reminders, so you know which jobs are coming and which ones need a call.
02What we build
Solutions
What we build for builders. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Variation management
Price a variation on site, send it for signature and take payment before the work starts, with a full history.
Selections & allowances
Product options, PC and PS allowances, deadlines and sign-off, with overs and unders priced automatically.
Progress claims
Stage claims with photo evidence, online payment, reminders and a clear record of what's been paid.
Trade scheduling
A program your subcontractors can see and confirm, with SMS when their start date moves.
Trade portal & compliance
Subbies log in to see their jobs, upload insurances and licences, sign SWMS and submit invoices.
Job costing
Budget against actual, live on every job, including committed costs and approved variations.
Purchase orders & invoices
POs raised against the job, supplier invoices matched and approved ones sent to Xero or MYOB.
Site diary & photos
Daily logs, weather, deliveries, visitors and photos tagged to the job and stage from any phone.
Plans & document register
Current drawings, engineering, approvals and certificates with revision control so old plans disappear.
Site safety & inductions
QR site sign-in, digital inductions, SWMS sign-off, toolbox talks and incident reports.
Defects & handover
PCI defect lists, maintenance period tracking, warranty requests and a digital handover pack.
Leads & quotes pipeline
Enquiries from your website and display home tracked from first call to signed contract.
Owner and investor reporting
Weekly progress reports that write themselves from the diary, photos and schedule.
A website that wins jobs
Hand-built, quick on mobile, with your project gallery and enquiry forms, built to rank for 'builder near me'.
03The systems
The big ones
Your whole build, on one system.
These are the systems builders ask us about most. Each one works on its own and they get properly clever when they're joined up.
Client portal
Owners check the portal, not your phone.
Every owner gets their own login with progress photos, the current stage, what's coming next and every document they've signed. Updates post from the site diary so you're not writing emails at night.
- Progress photos by stage
- Milestones and what's next
- Contract, plans and approvals
- Messages kept with the job
- Variations and selections in one place
- Claims and payments history
- Works on any phone
- Your logo and colours
- Bank and broker access if you want it
- Handover pack at the end
Variations & selections
Every extra priced, signed and paid before it's built.
Price a variation on site from your phone, send it to the owner and get it signed and paid online before the trade lifts a finger. Selections run off a schedule with allowances and deadlines so the program never waits on a tap.
- Variations priced from a phone
- Online signature and payment
- Cost and time impact shown
- Full variation register per job
- Selections with options and photos
- PC and PS allowances tracked
- Overs and unders priced automatically
- Selection deadlines tied to the program
- Automatic reminders for overdue picks
- Approved items flow into job costing
Progress claims
Claims that get paid without the chasing.
Stage claims go out from the portal with photos proving the stage is done. Owners pay online or forward it to their lender and reminders go out on their own until the money lands.
- Stage claims from your contract schedule
- Photo evidence attached
- Online card and bank payment
- Lender-ready claim packs
- Automatic payment reminders
- Variations added to the next claim
- Retention and deposit tracking
- Paid status synced to Xero or MYOB
- Overdue claims at a glance
- Clear payment history for the owner
Trade scheduling
Trades on site on the right day. Every time.
A live program for every job that your subbies can see and confirm. Move a stage and every affected trade gets a text with their new date, so the plasterer isn't standing in an unlined house.
- Program per job and across all jobs
- Drag to reschedule
- Trades confirm by SMS or portal
- Automatic texts when dates move
- Dependencies between stages
- Deliveries and inspections on the calendar
- Weather delays logged
- Trade portal with their upcoming jobs
- Insurance and licence expiry flags
- Who's on which site today
Job costing
Know your margin while you can still save it.
Every job has a budget from your estimate and every PO, invoice and variation lands against it as it happens. You see the overruns in week six, not after handover.
- Budget imported from your estimate
- Cost codes that match how you build
- Purchase orders against the job
- Supplier invoices matched to POs
- Committed and actual costs
- Variations added to the contract value
- Margin per job, live
- Approved bills pushed to Xero or MYOB
- Overrun alerts by cost code
- All-jobs view for the boss
Site, safety & handover
The site office, off the tailgate.
Daily diaries, photos, inductions and SWMS on everyone's phone, with plans that are always the current revision. When the build wraps up, defects get tracked to closed and the owner gets a handover pack they won't lose.
- Daily site diary with weather
- Photos tagged by job and stage
- QR site sign-in
- Digital inductions and SWMS
- Toolbox talks and incident reports
- Plan register with revision control
- PCI defect lists with photos
- Defects assigned to trades
- Maintenance period tracking
- Digital handover pack and warranties
04How it changes
Before and after
A variation on site, wolloped.
Here's how one owner asking for a bigger window could go. Every builder is different, so we map yours first.
Before
- Owner asks for a bigger window during a site visit
- You say yes and promise to send a price
- The price gets lost in your notes for a fortnight
- The frame goes up with the bigger opening anyway
- The owner says they never agreed to the cost
- You argue about it at the final claim
After
- Owner asks for a bigger window during a site visit
- You price it on your phone before you leave site
- The owner signs and pays in the portal that night
- The framer and window supplier see the change
- The cost lands in the job budget automatically
- Handover has nothing left to argue about
05Services
Everything under one roof
Software, websites and systems for builders.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for builders
Built around how your building company actually runs: client portal, variation management and the admin in between, in one system you own.
Websites for builders
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Building company system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for builders
Selections & allowances and progress claims: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Buildxact so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your building company, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the estimating, accounting and site tools you rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Buildxact
- Databuild
- Cubit
- Groundplan
- Procore
- Buildertrend
- Payapps
- HammerTech
- SafetyCulture
- Microsoft 365
- Google Workspace
- Dropbox
- DocuSign
- Deputy
- Stripe
- Twilio SMS
- Google Maps
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your building company: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We walk your sites, sit in the office and talk to your supers, then work out where the time and money are actually leaking.
- 02
Archi-tech
We plan it before writing code: your jobs, stages, claims, variations, trades, cost codes, integrations, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before the next slab goes down.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things builders ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Will owners actually use a client portal?
Yes, if it's easy. It works on any phone with a simple login and they get a text when there's something new to see. Most owners would rather check photos themselves than wait for you to call back.
Can it work with our estimating and accounting software?
Usually, yes. We connect to tools like Buildxact, Databuild, Xero and MYOB so budgets come in from your estimate and approved bills and claims flow into your accounts.
We already use Procore or Buildertrend. Do we have to switch?
No. If a platform is doing its job we build around it and fill the gaps, like a better owner portal or a trade schedule that texts your subbies. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Do our trades need to download an app?
No. Trades can confirm dates by SMS and open their jobs, plans and SWMS in a phone browser. Nothing to install.
Can variations and claims match our building contracts?
Yes. We set up your stages, claim percentages and variation process to match the contracts you use. The wording and legal side stay with you and your advisers.
Does it work for commercial jobs as well as residential?
Yes. It's built around how you run jobs, whether that's new homes, renovations, multi-unit or commercial fit-outs.
How much does builder software cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller pieces like a client portal or variation sign-off can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated, backed up and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most builders we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a building company problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.