Industry

End-to-End Fitout Software
on the platform your team already knows.

We are not another project management product. We are the team that takes the platform you already run — Simpro, ServiceM8, Tradify, Procore or something custom — and makes it do the bits it cannot do today.

AI, automation, integrations and custom apps built around how your carpentry and office-fitout business actually runs. Variation trackers, fitout-specific progress claims with retention, defects portals, base-building coordination, handover doc generation and Xero/MYOB integration.

Discuss Your Requirements Call 0425 531 127

AU-wide Perth-based · servicing Australia
Fixed Price scopes, no surprises
Xero+MYOB Accounting integration standard

Site team building an interior framework — the kind of fitout where verbal scope changes routinely never reach the progress claim — Variations missed — lost revenue on every project

Variations missed — lost revenue on every project

An approved scope change discussed on site at 4pm and noted in someone's phone never makes it into the next progress claim. The client signs off on the email two weeks later, by which point the work is already done and the materials are already paid for. The variation lands in dispute, or worse, gets quietly absorbed.

For most fitout businesses, missed variations are the single biggest leak in margin — a handful per project, every project, every year.

We build a variation tracker that captures the change at the moment it happens — on the device, on site, with photos and notes against the job. The client-facing variation portal generates an approval-ready PDF (or DocuSign envelope) within minutes. The site supervisor moves on to the next thing; the variation is already in the system, costed, and ready for the next progress claim.

Tell us which one lands closest

What we offer

Four core capabilities, applied to carpentry and fitout operations

AI, automation, integrations and custom apps — built on top of the platform your fitout business already runs.

AI built into fitout workflows where it removes real work

What. Practical AI for carpentry and office-fitout operations — not a chatbot for the sake of it. Variation impact analysis (cost and schedule) at the moment the change is logged, materials lead-time prediction against historical supplier performance, drawing and scope-document summarisation into a site-ready brief, and defect-log triage to route items to the right trade fast.

How. We integrate AI models into the workflow you already run. Whether you use Simpro, ServiceM8, Tradify or a dedicated PM tool like Procore, the AI sits as a layer that reads job data, supplier history, drawings and defect logs — and surfaces drafts the PM approves, rather than generating from scratch.

Benefits. Variations get their cost and schedule impact attached the moment they are logged. Lead-time slips are flagged before they hit the critical path. Long architectural scope documents become a one-page brief the site supervisor actually reads. We only add AI where it removes work the team is currently doing by hand.

Workflow automation across the fitout project lifecycle

What. Automation for the repetitive parts of a carpentry and office-fitout operation: progress claim generation at programmed milestones, defects-period reminders, subbie scheduling cascades when one stage slips, handover doc bundle generation, retention release tracking and renewal reminders for maintenance agreements after PC.

How. We map your current workflow end-to-end, identify where the PM is re-keying data, chasing subbies manually or assembling claim packs by hand, and build automations that run those steps in the background. Built on top of your existing PM and accounting tools so nothing is replaced — only the manual middle steps disappear. Workflow automation connected to the tools you already pay for, including Xero and MYOB.

Benefits. The PM stops spending Mondays on coordination calls. Progress claims go out on schedule, fully populated, every time. The defects period runs itself. Handover packs assemble in minutes, not days. The team focuses on the work, not on the admin around it.

Integrations that make the platforms you already run talk to each other

What. Custom integrations between your job management (Simpro, ServiceM8, Tradify), project management tools (Procore, Monday, Asana), accounting (Xero, MYOB, QuickBooks), rostering (Deputy, Employment Hero), supplier APIs (Bunnings Trade, joinery shop systems), document storage (SharePoint, Dropbox) and DocuSign for variation approvals.

How. We design the data flows that make sense for how fitout work actually runs: variation → DocuSign → progress claim, drawing revision → SharePoint → site team, RFI → PM tool → architect, timesheet → payroll, defect → trade. Standard APIs where they exist; custom middleware and APIs where they do not.

Benefits. Data enters one system and flows where it needs to go. Variations approved in DocuSign land back on the progress claim. Drawing revisions in SharePoint trigger an alert to the site supervisor. Time logged on the device becomes payroll hours. No double entry; no spreadsheet in the middle; no Friday reconciliation marathon.

Custom apps for the bits your PM platform was never built to handle

What. Variation trackers with a client approval portal, subbie coordination boards, fitout-specific progress claim tools with retention tracking, defects management portals for the post-PC period, handover documentation generators, base-building services coordination layers, joinery shop integration apps — custom-built when the standard product hits its ceiling.

How. We build the custom app as a layer that sits alongside your existing PM and accounting tools. Your team keeps using the tools they know; the new capability slots in as a separate web or mobile app that reads from and writes to your project data via API. Designed around how a fitout actually runs — not generic templates wrapped in your logo.

Benefits. Clients get the approval portal they expect for variations and defects. PMs get a coordination view that shows the subbie cascade live. The office gets reporting that answers business questions instead of platform-shipped charts that do not. Retention release stops being the dreaded conversation it usually is.

Carpenter measuring a wooden plank in a workshop — practical AI applied to the parts of the fitout workflow where precision and prediction matter

Tradesperson using a spirit level on an interior wall — automation that runs the repeatable parts of the operation so the team focuses on the work

Joiner working with a table saw on custom millwork — the same idea applied to the platforms your fitout business already runs

Finished modern open-plan office space — the outcome a custom-built coordination and handover layer enables fitout teams to deliver more reliably

Integrations

Systems we connect for fitout contractors

Job management platforms, PM tools, accounting, rostering, document storage, supplier APIs and DocuSign — all flowing into and out of your project record.

Simpro, ServiceM8, Tradify

We extend, integrate with and customise around all three. Variation trackers, progress claim tools, subbie coordination boards, defects portals and multi-project reporting — built on top of the platform your team already knows.

Xero, MYOB, QuickBooks

Automated invoicing, progress claims, supplier bills, retention tracking, payroll and bank reconciliation. Project data flows directly to your accounting platform — and back — without double entry across entities.

Procore, Monday, Asana

Live two-way sync between the PM tool the client wants you to use and your internal job platform. Tasks, RFIs, drawings and variations land in one canonical record, not two diverging ones.

Deputy, Employment Hero

Rostering, leave management, on-site induction tracking and labour-cost feeds. Apprentice supervision relationships enforced. Timesheets reconciled with projects so payroll matches reality.

DocuSign, SharePoint, Dropbox

Variations and contract addenda dispatched via DocuSign and the signed PDF lands back on the job. Drawing revisions in SharePoint or Dropbox trigger alerts to the site team. Handover packs assembled from the live document store.

Supplier APIs

Live materials pricing from Bunnings Trade and joinery shop systems, automated purchase orders generated from materials lists, delivery confirmations matched back to the project and the progress claim.

Prime your fitout business for growth

Get more out of the platform you already use

Tell us about your team, the platforms you already use and the bits that are not working. We will scope an extension layer and quote it fixed-price. No platform switch required.

Commercial fitout under construction — extending an existing Simpro/Procore project management workflow with variation, progress claim and defects tooling — Case Study

Case Study

Variation tracker and progress claim tool on top of an existing platform

An 18-person commercial office-fitout contractor already running their core job management and a separate PM tool. We added an in-field variation tracker with DocuSign approval, a fitout-specific progress claim tool with retention tracking and a defects portal for the post-PC period — without replacing the tools the team used every day. Missed variation revenue dropped to near zero, claim accuracy rose, and the defects period stopped consuming the PM's calendar.

Read the full case study

95% Reduction in missed variation revenue

40% Faster progress claim turnaround

100% Digital handover packs at PC

Zero Defects items lost between trades

We were running Procore for project management and Xero for accounts, with a homegrown spreadsheet doing variations and progress claims in the middle. The spreadsheet was the leak. Variations got missed, claims went out light, and the defects period was a mess every time. We did not want to replace Procore. HELLO PEOPLE built a variation tracker that captures on-site, a progress claim tool with proper retention tracking, and a defects portal that the clients post to directly. Procore stayed where it was; the new tools sit alongside. Six months on, the variation revenue we used to lose is in the bank, and the PMs are not eating the weekend on claim builds.

Construction Manager Commercial office-fitout contractor, Perth

FAQs

Frequently asked questions about carpentry and fitout software

What kind of software do carpentry and office-fitout businesses actually need?

At a minimum: project management, scheduling, a field tool for site supervisors and accounting integration. Most fitout businesses get that from a mix of Simpro, ServiceM8, Tradify or a dedicated PM tool like Procore. What those tools do not cover well is the work specific to commercial fitouts — variation capture in the field, subbie cascade coordination, fitout-specific progress claims with retention tracking, base-building services coordination, defects portals for the post-PC period and handover doc generation. That is the layer we typically build on top.

We already use Simpro / ServiceM8 / Tradify / Procore. Do we need to switch?

No. We are not in the business of replacing software that is working. If your team already knows the tool, the cost of switching almost always outweighs the gain. The smarter move is to extend the platform you have — bolt on a variation tracker, a subbie coordination board, a progress claim tool with retention tracking or a defects portal. That keeps your team productive and lets us focus on the 10 to 30 percent of your operation that the standard product cannot handle.

How does the variation tracker work in the field?

Variations get logged at the moment the change happens — on the site supervisor's device, with photos, notes and a quick cost estimate against the job. The client-facing approval lands in their inbox or DocuSign envelope within minutes. Once approved, the variation drops directly into the next progress claim. No more variations getting forgotten between site and the kitchen-table claim build a fortnight later.

Can you handle progress claims with retention tracking?

Yes. The progress claim tool pulls live percentage-complete data from the field, links variations directly from the variation tracker, calculates retention against the contract terms automatically (cumulative or per-claim, however your contract specifies) and outputs a certifier-ready claim pack on demand. Retention release at the end is a calm conversation, not a fight.

How does this work with our existing PM platform?

We integrate with the platform's API and build the extension as a separate layer that reads from and writes to the platform. Your team keeps using the tool they know; the new functionality (a variation tracker, a defects portal, a custom progress claim tool, a subbie coordination board) sits alongside. Data stays in one source of truth — your PM platform — with our layer extending it.

Do we need a custom mobile app, or is the platform's app enough?

The platform's app is usually enough for routine site work — taking job updates, capturing photos, logging time. Custom mobile makes sense when the field workflow has fitout-specific requirements: in-field variation capture with photos and DocuSign dispatch, defects logging routed by trade, base-building coordination tracking, or SWMS and induction checks at the door. We often add a thin custom field app that talks to your existing platform, rather than replacing the platform's app outright.

Can you connect Xero, MYOB or QuickBooks?

Yes. Xero, MYOB and QuickBooks integration are standard. Multi-entity fitout businesses with separate ABNs for joinery, commercial fitouts and residential carpentry are supported cleanly — revenue, GST, retention, progress claims and payroll split per entity without manual rekeying.

Can AI help with variations, defects or admin?

Yes, where the data supports it. AI automation can attach a cost and schedule impact to a variation the moment it is logged, predict lead-time slips against historical supplier performance, summarise long architectural scope documents into a site-ready brief and triage defect logs by trade. We only add AI where it removes real work — not because it sounds good in a brochure.

How are projects priced?

Fixed-price after a 15-minute scoping call followed by a deeper requirements session. You know the cost before any code is written. We deliver in stages so you see progress early and start using the highest-value piece while later modules are still being built. No hourly billing that drifts; no surprises at the end.

Get Started

Talk to us about software for your carpentry or fitout business

How many carpenters and site supervisors in the team? Commercial fitouts, residential carpentry, joinery or a mix? What platforms do you already use? What is slowing the team down? We will come back with a plan and a fixed-price quote.