Job Details
Enter project and client information
Client Info
Project Info
Sets the ready-to-invoice reminder rhythm. Auto treats large jobs as monthly progress claims and smaller ones as bill-on-completion. Periodic is for long-running do & charge jobs invoiced as they go.
Drawings & Docs
Quote Revision
Job Notes
Safety — SWMS
Save this job to attach a SWMS the crew acknowledges on site.
📔 Site Diary & Materials
Save this job to the cloud to see worker diary entries and materials logged on site.
Plans
Drop PDF plans here, or browse
Multiple files supported · Max 20MB each
Rates & Settings
Labour rates, material markups, Xero and invoicing settings
Rates
Estimate
Xero
Invoicing
Payments
Branding
AI
Advanced
Default Rates for New Jobs
These values will pre-fill every new job. Update them when rates change.
Global Markup (apply to all trades)
Overrides all individual trade markups. You can still fine-tune per-trade below.
Labour — this job (unsaved job)
These rates belong to the job you have open — changing them re-prices only this job. What new jobs start with is set in Default Rates for New Jobs above.
Material Wastage / Offcut Buffer
Added to material costs on all trades to account for offcuts, breakage and over-order. Shows separately on quote as a provisional amount.
Individual Trade Markups
Preset Material Prices
Changes saved here apply to all future new jobs
Rename items and update material costs to suit your business. Saved changes pre-fill every new job — existing jobs are unaffected.
Get paid online
Let clients pay invoices by card: every emailed invoice gets a secure "Pay online" button once you're connected. Money settles to YOUR Stripe account (payouts to your bank) — your business is the merchant. Card processing fees are borne by you (from 1 Oct 2026 Australian rules ban passing card surcharges to customers). Bank-transfer details still appear on every invoice for clients who prefer EFT.
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Company Logo
PNG or JPG. It is resized automatically and saved to your account, so it appears on every quote. With no logo, your business name shows as text.
Business details
Your business identity — printed on every quote, invoice and variation, and used for your legal entity name. Fill these in and the footer line builds itself (no more “[Insert]”).
Dates on quotes and invoices are stamped in this timezone.
Prints at the bottom of your client documents.
Job Numbers
Shown in front of every job number across the app, on your quotes and invoices, in the Xero reference, and on the order number your wholesalers quote back. Letters and numbers only.
When a client replies to a quote or invoice you send, it comes back here. Leave blank to use your sign-in email.
Estimate template
The structure every new job's estimate starts from — sub-headings, standard lines and their prices. Edit it here, or build it on a real estimate and press Save as my template there. Changes never touch existing jobs.
Xero Settings
Checking…
Authorise BM Quotes to push quotes, invoices and subcontractor bills to your Xero — and read paid status back. You'll sign in to Xero and pick the organisation.
Pulls your real Xero invoices AND bills into the Dashboard, so money-in-vs-out, owed, paid and GST are accurate from day one — including anything never raised in this app. Safe to re-run; nothing is double-counted (everything is keyed by its Xero id) and nothing is changed in Xero. Keeps itself fresh automatically after the first import.
Applied to each line when pushing to Xero so GST calculates automatically.
Revenue account quote & invoice lines post to (Xero default sales account is 200).
Xero expense accounts sub-contractor bills post to — each subby routes by their GST status. Xero needs an account set to create an approved bill (otherwise it can only take a draft). Due days sets the bill due date from the week end.
How subbie super works here. For subbies with "Super applies" ticked in Workers, every pay bill automatically drafts a matching 12% super bill in Xero, due the same day (payday super). Super account = the Xero account those bills are coded to (478 Superannuation on a default chart). Super paid to = who the bill is made out to — think "who do I actually pay?": the easiest option is Xero's own super payments (it sends the money and the fund data together, and is ready for payday super) — put your Xero super/clearing arrangement here. Or use a commercial clearing house (Beam, SuperChoice, etc.) — put its name here and leave the workers' Fund fields blank; one payee, member numbers on each bill line identify whose super is whose. If you pay each fund directly, set the Fund on each subbie's Worker card instead and leave this blank — a worker's own Fund always wins over this fallback.
⏱ The due date isn't the real deadline — fund receipt is. Under payday super the fund must receive the money within 7 business days of payday, so pay your clearing house with enough lead time for it to land in the fund inside that window (missing it triggers an automatic super charge).
Employees are different: their super is calculated and paid through Xero Payroll when you run their pays — nothing to set up or do in this app.
This app drafts the super bill and captures the fund details — your clearing house or Xero does the actual super (SuperStream) lodgement. Not tax or super advice; confirm your setup with your accountant.
⏱ The due date isn't the real deadline — fund receipt is. Under payday super the fund must receive the money within 7 business days of payday, so pay your clearing house with enough lead time for it to land in the fund inside that window (missing it triggers an automatic super charge).
Employees are different: their super is calculated and paid through Xero Payroll when you run their pays — nothing to set up or do in this app.
This app drafts the super bill and captures the fund details — your clearing house or Xero does the actual super (SuperStream) lodgement. Not tax or super advice; confirm your setup with your accountant.
Automatic + account code + a clean reconciliation = the bill is created and approved in Xero, ready to pay. If the statement doesn't reconcile against your captured invoices (missed credits, invoices that never emailed in), the bill stays a draft and you're warned to check it before paying. Without an account code, automatic bills are always drafts.
Which code? On Xero's default chart of accounts that's 310 – Cost of Goods Sold. If you've customised your chart, use whichever purchases/materials account you post wholesaler spend to (check with your bookkeeper if unsure).
Which code? On Xero's default chart of accounts that's 310 – Cost of Goods Sold. If you've customised your chart, use whichever purchases/materials account you post wholesaler spend to (check with your bookkeeper if unsure).
Emailed-in bills per category: Never = capture only (right for direct debits — the bank feed already records them in Xero); Draft bill = a Xero draft to approve; Auto-approve = approved and coded automatically when the bill's arithmetic checks out (needs the account code). Wholesaler materials never push per-invoice — their monthly statement bill covers them.
Invoicing Settings
One setting, two ways to charge a callout. First hour: each callout bills the first hour at your callout rate (that hour comes out of the labour line). Flat fee: each callout adds a fixed fee on top, and every hour bills at the normal rate.
Flat business rate billed for the first hour of a service-job callout. Each callout carves 1 hour out of the grade labour line. Under an hour logged still bills the full first hour.
Added once per callout, on top of labour at the normal rate. Nothing is carved from the hours.
How labour hours after the first hour are billed to the client. Timesheets always keep the true start/finish times — rounding only applies on the invoice.
What the text under each labour line includes — e.g. all on reads “3/8 · Alex Angus 1245pm-5pm 4.25hrs”, hours off reads “3/8 · Alex Angus”. Each is independent: keep the worker’s name without the times, or drop the hours so a discount isn’t announced (when you bill fewer hours than logged, the times and hours drop off that line automatically). You can still edit the text on any single invoice with before sending. Timesheets and pay are untouched — this only changes what the client reads.
How sub-contractor hours are paid in Pay Run (per shift, rounded up). Employees are always shown at actual logged time.
Applied to a catalogue item's cost price to set its sell price on a service invoice (sell = cost + this %). Marked-up materials add to the invoice's materials total.
Untick only if the business is under the $75k GST threshold. The basis (cash vs accruals) is set from the tile’s breakdown.
Due date on every service invoice sent to Xero (invoice date + this many days). Progress claims keep their own per-claim terms. An invoice only shows as overdue the day AFTER its due date.
How an item's sell price is set when you haven't set one yourself. Cost + markup uses the markup above; RRP uses the sell/RRP column from your uploaded price file. A price you type in manually always overrides this — and on the monthly import a manual price is auto-raised to keep your margin when the supplier cost rises.
AI
One key powers every AI feature — invoice proofreading, catalogue clean-up, wholesaler invoice reading and the Project Schedule programme reader. Works with Anthropic, OpenAI, Gemini or a custom endpoint, and runs on your own account.
Fixes spelling & grammar of the worker diary notes that become the invoice scope of works — it only tidies wording, never adds or changes the work. Uses the AI connection above.
Import clients from another app
Bring your client list across from ServiceM8, Tradify, simPRO or any app that exports a contact CSV, or one-click the contacts you’ve invoiced in Xero. You’ll review every row before anything is saved, likely suppliers are unticked for you when Xero is connected, and existing clients are skipped, not doubled. Re-run it any time - migrations happen over days.
Your data & closing this workspace
Your data is yours. Export everything — clients, jobs, quotes, invoices, timesheets, materials, suppliers, variations, tools, vehicles — as one machine-readable file, with every stored document, photo and certificate packed inside as real files (your complete copy, nothing that expires). Use it for your own record keeping or to move to another system, any time.
Closing down? The workspace locks immediately and everything in it is permanently destroyed after 30 days — you’ll be told the exact date, you can cancel any time inside the window, and you’ll be prompted to export first. Tax records must be kept 5 years and employee records 7 — that’s your copy to keep, which is what the export is for. Owner only.
Invoicing — bank, team & reminders
Shown on invoices the app emails to clients (Build 2 “Approve & send”), alongside the Xero pay-online link. Leave blank if you only take online payments.
Invite other managers or PMs in your business to the office app — they get full access to quotes, jobs, scheduling and invoicing. You can remove them anytime. (Site workers are added separately in the Workers list.)
Sign in to the cloud to get your address.
Give this address to your wholesalers as the invoice email on your trade account. Invoices emailed there are read automatically and filed to the job on their order/reference number (BM-…) — you'll see a notification for each one, and anything unclear lands in Notifications for review.
Flags jobs with logged-but-unbilled work in the Notifications tab so you can review and send them each week. Off by default — nothing runs until you switch it on.
Flag at % of quoted hours logged
Remind on day · auto-treat jobs over h as monthly
My preferences
Alerts arrive on the device where you turn them on — each phone or computer opts in separately (the bell control on the Notifications page turns this device on or off). Devices you’ve enabled:
Where the app opens when you sign in or switch workspace.
Quote content
The standard inclusions, exclusions, terms & conditions and footer printed on every quote. Set-and-forget — clear exclusions are what win scope arguments.
QA testing & feedback
A guided test checklist for everything recently built — work through it yourself, or copy the tester link and send it to someone (no login needed). Their results and flagged issues land here live. Bug reports from the button (sidebar & worker app) arrive in the inbox and email the app developer.
Owner tools
who changed what — permissions, Xero, AI keys, paid/voided invoices, settings. Owners only.
walk through the first-run setup again (rates, Xero, AI…) any time — nothing is reset, it just re-opens the wizard.
On-site invoicing
Let trusted workers raise the invoice + take payment on-site. Workers never see prices or margin — pricing is added on the client's invoice. Off by default. (The on-site worker flow is rolling out; these settings take effect as it lands.)
Saved Jobs
Organised by client folder
Schedule
Week view: drag down a day to book a time slot, or drag a booking to move it to another day or time. Month view: drag across days to book a range. Double-click any day to add a booking.
Jobstap to edit · drag to book
Materials Catalogue
Import your wholesaler price file. AI turns the cryptic descriptions into plain English, then workers can search and add materials to jobs.
Timesheets
Confirm or adjust the hours actually worked each day. Edits never change the booking.
Pay Run Preview
Weekly hours from timesheets, grouped by worker. Review & export — Xero push, leave, super & PAYG come in later phases.
Quote content
The standard inclusions, exclusions and terms that appear on every quote · ← Back to Rates & Settings
Inclusions
Exclusions
Terms & Conditions
One line per term — each line prints as its own numbered term (1., 2., 3.…) on the quote. The box grows as you type.
Estimate Terms & Conditions
Shown instead of the Terms & Conditions above when a job is set to Estimate on the Quotation page — on screen, on the PDF and on the client's emailed link. An estimate is approximate, not a fixed-price offer, so the wording matters — worth reviewing with your adviser. If this list is empty, estimates fall back to your quote T&Cs.
Company Footer
Your footer line is now built from your business identity — edit it in Rates & Settings → Branding → Business details (business name, licence, ABN, phone). It prints at the bottom of every quote and invoice. Open Business details →
Rate Calculator
Work out the hourly charge-out rate your business needs based on your wage, overheads and billable hours. Informational only, it does not change your quote rates.
Your wage
What you want to pay yourself before tax.
Super and any income protection. ~12% super for a sole trader; higher if you employ.
Billable hours
52 minus annual leave, public holidays and sick days.
The rest of your week goes to quoting, travel, admin and callbacks. Most tradies bill 65-75%.
Annual overheads
$0
Profit
Applied as a margin on the sell price, not just added to cost. This is what sustains the business through slow periods.
Result
$0
0
$0.00
$0.00
$0.00 incl GST
Per billable hour breakdown
$0.00
$0.00
$0.00
$0.00
Notifications
Quote activity from Xero and job status changes across your company.
Assistant
Ask how anything works, tell it to book your crew ("book Alex at Ed Billson's, 7 till 3, Mon to Wed" — it always asks you to confirm first), or ask about your jobs ("how many GPOs are quoted on Mariana's job?", "how's the profit on Ed's job?"). It can also change job rates ("put the Farnan St job up to $140 an hour") — always confirmed by you first.
MY JOBS
The jobs you run — what needs you first, then job health and the next two weeks
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Dashboard
How the business is going — across every job
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Ready to Invoice
Jobs a worker has marked complete. Click one to go straight to invoicing.
Summary
Full project cost breakdown
Trade Breakdown
| Trade | Material Cost | Material Charge | Labour Hrs | Labour Charge | Total Charge |
|---|
Labour Schedule
Hours per trade broken down into working days on site
| Trade | Total Hrs | Staff on Site | Days on Site | Weeks | Labour Charge |
|---|---|---|---|---|---|
| TOTAL PROJECT | 0 | — | 0 | 0 | $0 |
Site Timeline Estimate
Quotation Preview
Ready to print or export as PDF
Document type
Quote format (preview & Xero)
Scope of works
Describe the work in your own words — what’s being done, to what standard, and where your responsibility ends. Appears under the quote’s “Scope of Works” heading on screen, on the PDF and on the client’s online quote. Optional — leave it empty and nothing extra appears anywhere.
Supporting documents
Photos, screenshots or PDFs to send with the quote — the client sees these on the online quote they open from the link.
No documents attached yet.
Invoices
Every invoice across all jobs — click one to open its job's invoicing
Clients
One record per client — edit once, see every job, merge duplicates
Suppliers
One record per supplier — edit once, set their expense account, merge duplicates
Vehicles
Your fleet and worker-owned vehicles — who has which, and what is inside
Tools
Your tool register — who has what, print QR labels, scan to move, full custody history
Invoicing
Claim a percentage of each trade category per progress claim
Contract Summary
Practical Completion & Retention Schedule
expand
Default Payment Terms
Applied to each new claim on this job (override per claim above). The due date is calculated from the day the claim is sent to Xero.
Variation Orders
Track scope changes against this job. Each VO has its own pricing and approval status.
Variation Summary
Logged Hours
Every hour logged against this job — view only; confirm or adjust hours in Timesheets
Project Schedule
Upload the builder's programme — AI finds the dates your trade is needed and helps you book the crew