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Building certifier software: inspections & certificates

Building certifiers: inspections booked online, certificates out the same day. Less phone, more inspecting.

Builders ring at 7am wanting a frame inspection by lunch, notes go on a clipboard, photos sit on someone's phone and the certificate gets typed up at night. We build booking, inspection and certificate systems for building certifiers that join the office to the site, then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for building certifier software that books inspections and issues certificates?

A certification business runs on two clocks: the builder's pour date and the statutory timeframes. In between sit approvals, conditions, stage inspections, reinspections, certificates, council lodgements and a phone that never stops. Most certifiers juggle a shared calendar, an inbox full of plans, a Word template for every form and a filing system only the office manager understands.

Wollopit builds custom software for building certifiers around how your practice actually works. Builders book stages online against real availability. Inspectors capture results, photos and defects on a tablet. Certificates generate from the inspection itself and the whole job history is one search away when the regulator comes knocking. We connect the tools you already use and look after the lot on our own servers.

01The problems

What we hear from building certifiers

Does your building certification business have these problems? Here's how we'd fix them.

Most certifiers we talk to know the code backwards and run the office on phone calls, templates and memory. It holds together, right up until three builders want the same Tuesday morning.

  • The problemInspections booked by phoneBuilders ring all day for slab and frame inspections and the office plays calendar Tetris while the inspectors are out.
    How we fix itOnline booking against real inspector availability, with cut-off times, stage rules and instant SMS confirmation.
  • The problemBuilders book stages that aren't readyThe inspector drives across town and the frame isn't braced or the steel isn't tied.
    How we fix itA readiness checklist at booking, required photos uploaded first and a reinspection fee applied automatically when it's not ready.
  • The problemNotes on clipboardsResults get scribbled on site, then typed up back at the office hours later.
    How we fix itTablet inspection forms per stage with checklists, photos, measurements and sign-off captured on the spot.
  • The problemCertificates typed by handEvery inspection certificate and final is copied out of a template, with the same address typed for the fifth time.
    How we fix itCertificates generated straight from the job and the inspection result, ready to sign and send the same day.
  • The problemDefects fall through the cracksA failed item gets noted, the builder fixes it and nobody remembers to check it was actually closed out.
    How we fix itDefects logged with photos, sent to the builder, tracked to close-out and linked to a booked reinspection.
  • The problemConditions of approval get missedConditions buried in a decision notice PDF only get spotted at final, when it's too late to fix cheaply.
    How we fix itApproval conditions pulled into the job as a checklist, flagged at the right stage and ticked off along the way.
  • The problemInspectors zigzag across the regionA footing on the north side, a final down south, then back north for a frame after lunch.
    How we fix itInspections grouped by area on a map with suggested run order so each inspector gets a sensible day.
  • The problemChasing documents for the finalWaiting on termite certs, waterproofing certs, electrical and plumbing compliance before the job can close.
    How we fix itA document checklist per job, builders upload straight to it and automatic reminders chase what's missing.
  • The problemReinspections and fees not billedExtra visits and not-ready call-outs happen on the run and never make it onto an invoice.
    How we fix itEvery visit tied to a fee, invoices raised in Xero or MYOB and builder accounts with statements.
  • The problemOld jobs are impossible to findA homeowner rings about a 2016 extension and someone spends an afternoon in the archive.
    How we fix itEvery job searchable by address, lot, builder or owner, with the full history of approvals, inspections and certificates.
  • The problemAudit prep is a scrambleWhen the regulator asks for records, the team pulls files from inboxes, drives and filing cabinets.
    How we fix itComplete, time-stamped job records and audit reports ready to export in minutes.
02What we build

Solutions

What we build for building certifiers. 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.

01

Online inspection booking

Builders book footing, slab, frame and final stages against live availability, with cut-offs and SMS confirmations.

02

Builder portal

Builders and owners log in to see jobs, bookings, results, defects, certificates and outstanding documents.

03

Tablet inspection forms

Stage checklists, photos, measurements, notes and sign-off on site, working even with patchy reception.

04

Certificate generation

Inspection certificates and finals produced from the job data, signed and emailed in one go.

05

Defect tracking

Failed items with photos, builder notifications, close-out evidence and linked reinspections.

06

Approval conditions checklist

Conditions from the approval turned into stage-by-stage tasks so nothing gets missed at final.

07

Inspector scheduling & runs

A dispatch board with inspections grouped by area on a map and a sensible run order for each day.

08

Job intake & quoting

Application forms, plans uploaded, fee quotes sent and accepted online before the job is set up.

09

Document collection

Required certificates and compliance documents requested, uploaded and chased automatically.

10

Fees & invoicing

Inspection, reinspection and not-ready fees invoiced to Xero or MYOB with builder account statements.

11

Statutory timeframe tracking

Clocks on every job for lodgements and decisions, with alerts before anything goes overdue.

12

Searchable job archive

Every job by address, lot, builder or owner, including old records brought in from your current files.

13

Audit & reporting

Time-stamped records, inspector workloads, turnaround times and exportable audit packs.

14

A website that books

Quick on mobile, with quote requests and inspection booking built in, made to rank for certifiers in your area.

03The systems

The big ones

Your whole certification practice, on one system.

These are the systems certifiers ask us about most. Each one works on its own and they get properly useful when they share the same job record.

Inspection booking

Builders book themselves. The phone goes quiet.

Builders pick a stage, an address and an available slot online, tick the readiness checklist and upload any required photos. The office sees a tidy calendar instead of a pile of call-back notes.

  • Stage booking against live availability
  • Cut-off times for next-day inspections
  • Readiness checklists per stage
  • Required photos before booking
  • SMS and email confirmations
  • Day-before and on-the-way texts
  • Reschedules and cancellations online
  • Not-ready fees applied automatically
  • Repeat builders saved with their jobs

On-site inspections

Inspect it, photograph it, sign it off. On the spot.

Inspectors open the job on a tablet and see the plans, the approval conditions and the stage checklist in one place. Results, photos and defects get captured as they walk the site, so nothing waits for the office.

  • Stage checklists you set up
  • Plans and approval docs on the tablet
  • Photos tagged to checklist items
  • Measurements and notes
  • Pass, fail or conditional results
  • Works offline, syncs when back in range
  • Signature capture
  • Conditions of approval flagged per stage
  • Previous inspections on the same job

Certificates & defects

Certificates out before the inspector's back at the ute.

When the inspection's done, the certificate builds itself from the job and the result, ready to sign and send. Failed items become defects the builder can see, fix and prove, with the reinspection booked off the back of it.

  • Certificates from your own templates
  • Job details filled in automatically
  • Digital signing
  • Emailed to builder and owner
  • Defects with photos and due dates
  • Builder uploads close-out evidence
  • Reinspection booked from the defect
  • Every version kept on the job record

Dispatch & runs

A sensible day for every inspector.

Tomorrow's inspections land on a map, grouped by area and split between inspectors. The office drags and drops, the inspectors get their run on their phone and builders get a text when they're on the way.

  • Map view of every booking
  • Grouping by area and suburb
  • Suggested run order
  • Inspector workloads at a glance
  • Drag and drop reassignment
  • Run sheet on each inspector's phone
  • On-the-way SMS to builders
  • Travel time and kilometres logged

Jobs, fees & records

Every job, every fee, every record. One search away.

Jobs start with an online application and a quote, then carry their approvals, conditions, inspections, certificates, documents and invoices all the way through. Years later you can find the lot by typing in the address.

  • Online applications and plan uploads
  • Fee quotes accepted online
  • Statutory timeframe clocks
  • Document checklist per job
  • Automatic document reminders
  • Invoices to Xero or MYOB
  • Builder accounts and statements
  • Search by address, lot, builder or owner
  • Audit packs exported in minutes
  • Old records brought across
04How it changes

Before and after

A frame inspection, wolloped.

Here's how one frame inspection could change. Every certification practice is different, so we map yours first.

Before

  1. Builder rings at 7am wanting a frame today
  2. Office shuffles the calendar and rings two inspectors
  3. Inspector arrives to find the bracing isn't done
  4. Notes and defects go on a clipboard
  5. Certificate typed up that night from memory and photos
  6. Defect forgotten until the final

After

  1. Builder books online with readiness photos attached
  2. The job lands on the right inspector's run by area
  3. Checklist, plans and conditions open on the tablet
  4. Results and photos captured on site
  5. Certificate signed and emailed before leaving the site
  6. Defect tracked with the reinspection already booked
05Services

Everything under one roof

Software, websites and systems for building certifiers.

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 building certifiers

Built around how your building certification business actually runs: online inspection booking, builder portal and the admin in between, in one system you own.

Websites for building certifiers

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Building certification business 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 building certifiers

Tablet inspection forms and certificate generation: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect Xero, MYOB and Microsoft 365 so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your building certification business, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the tools your practice relies on, work alongside the systems you're happy with and replace the ones slowing you down.

  • Xero
  • MYOB
  • Microsoft 365
  • SharePoint
  • Outlook
  • Google Workspace
  • Dropbox
  • Adobe Acrobat
  • DocuSign
  • Stripe
  • Twilio SMS
  • Google Maps
  • Nearmap
  • NSW Planning Portal
  • Procore
  • Buildxact
  • Deputy
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 certification business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

  1. 01

    Think

    We sit in the office during the morning booking rush and ride along on an inspection run, then work out what's actually slowing you down.

  2. 02

    Archi-tech

    We plan it before writing code: your stages, forms, certificates, conditions, fees, records, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually booking or tablet inspections first, so the phone quietens down fast.

  4. 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 building certifiers ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Can builders see their inspection history?

Yes. Builders and owners can log in to see bookings, results, defects, outstanding documents and certificates for their jobs.

Can certificates match our existing forms?

Yes. We build certificates from your own templates and the forms your state requires, filled in from the job and the inspection result, then signed and sent.

Will the inspection forms work without phone reception?

Yes. Inspectors can complete the checklist, take photos and sign off offline. Everything syncs as soon as the tablet's back in range.

Can it stop builders booking stages that aren't ready?

It can make it a lot harder. Readiness checklists, required photos at booking and automatic not-ready fees tend to sort it out quickly.

Can you bring across our old job records?

Usually yes. We work out what you've got in spreadsheets, folders and your current system, then bring it in so old jobs are searchable by address.

Do we have to replace the software we already use?

No. If something is doing its job, we build around it and connect it up. If it's holding you back, we'll show you what replacing it would involve before anything changes.

How much does a certification system 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 online booking or tablet forms 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 building certifiers 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 certification business 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.

Call0423 011 252 Emailprojects@wollopit.com.au
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