MarTech · Building extensions
Contractor management software for renovation and extensions, from sale to payment
The building extension system is contractor management software designed for businesses that do extensions and renovations. It controls documents from job opening, design, quotation and contract to billing, payment, cost and profit per job. The core idea is to lock the contract once the design is settled, then control every change after signing with a variation order (VO). Owners see open work across every department and profit per job from a single board.
The old way
- Documents scattered, pending work hard to track
- Post-signing changes with no controlled paperwork
- Profit per job seen late, compiled by hand
With Phak AI
- Contract locked once the design is final
- Every post-signing change goes through a VO
- Pending work and profit per job on one board
Why do extension jobs need contractor management software?
Extension work generates a lot of paperwork, from opening the job to the final payment. Customers often ask for changes after signing. Each stage involves tax and withholding tax. By the time you know whether a job made or lost money, it is usually already closed.
The extension system keeps all of this in one job. It follows one principle: lock the contract when the design is settled, then control every change after signing with a variation order (VO, a sub-contract for the change).
Nobody has to key in job status. The system works it out from the documents actually issued, from lead to job close. Logins and user roles come from the same core as Phak AI.
The renovation management flow, from sale to profit per job
This is the path the system is designed to support. It can be adjusted to how each company really works.
Sales: open the job and book a site visit
A customer makes contact. Sales opens the job, books a site visit, issues a design fee quote and takes a deposit. The deposit is deducted from the first stage of the construction contract.
Design: revise in rounds until approved
The design team works in rounds. The customer can request changes in the next round until they approve. The approval is kept as a record.
Take-off and construction quote
The design is broken down into a list of materials and quantities (a bill of quantities, or BOQ). Sales prepares the construction quote. Executives approve discounts. Negotiation continues as new rounds under the same number.
Contract: lock it as the baseline
The customer signs, and the signed contract file is attached. The contract is locked as the baseline, with its payment schedule, including retention.
VO: control changes after signing
A customer's request for a change becomes a change request, and then a VO. A VO takes effect only once a document signed by the customer is attached. Customers can upload it from a phone, and the project manager (PM) checks the signature.
Billing and payment by stage
The PM inspects and accepts each stage. Accounting issues the invoice and billing note. The customer pays and a receipt is issued. For corporate customers, the withholding tax certificate is tracked.
Cost and profit per job
Purchasing, stock and labor are tied to the job and its cost codes. Executives see open work in every department and profit per job from their own board.
Documents and approvals in the extension system
Every document uses the same core, so it can be traced and no step gets skipped.
Same number, revised in rounds
Quotes and designs are revised as new rounds under the same number, so it is clear which version the customer accepted.
Approval order
Discounts and key documents must pass through the people with authority, in the order your company sets.
No editing issued documents
A document that has been issued cannot be overwritten. You cancel and reissue it, or issue an adjustment document. This keeps document numbers continuous and traceable.
A board for each department
Each department has its own work board (Kanban). Work moves on when its documents are complete. A rejection must state a reason. Work that stays open past the limit turns yellow or red.
On-site work on mobile
Site foremen can log work time on a phone, even where the signal is weak.
Edit history
The system keeps a record of who changed what and when, so accounting and executives can trace it.
Questions contracting executives want answered
What it does and does not do
What Phak AI does
- Phak AI helps control documents from job opening and design through contract and VOs to payment, all in one job.
- Phak AI helps make sure every change after contract signing has a document signed by the customer.
- Phak AI helps tie purchasing, stock and labor to the job so you can see profit per job.
- Phak AI helps export documents to the accounting software you already use.
What it does not do
- It does not give tax or legal advice. Your accountant must confirm the tax rules before real use.
- It does not replace a general ledger, period-end closing or payroll system.
- It is not drafting software.
- It does not generate images or video.
How do you start with renovation management software?
Start by understanding the real work, then switch on one part at a time.
Share real jobs and documents
Gather quotes, contracts, VOs and billing documents from real jobs. We map the job path for the owner to sign off, and your accountant confirms the tax rules.
Sales, design and billing
Install on a dedicated server for your organization, set roles, then switch on the main line and issue the full document chain on a real job, including a VO.
Take-off, executives and cost
Add take-off, the executive dashboard and cost per job as your team is ready.
Stock and integrations
Extend to materials stock and exporting data to your accounting software.
Frequently asked questions
Who is this contractor management software for?
It suits businesses that do building extensions and renovations. They need to control documents from job opening to payment, deal with changes after contract signing, and want to know profit per job along the way.
What happens if a customer asks for a change after signing?
The signed contract is locked as the baseline. Every change must be issued as a VO, which takes effect only once a document signed by the customer is attached. Customers can upload it from a phone, and the PM checks it.
Does the system guarantee that tax documents are correct?
No. The system is designed to support stage-based documents and withholding tax, but it is not tax advice. Your accountant must confirm all tax rules before real use.
Do we have to stop using our current accounting software?
No. The system is designed to export documents to the accounting software you already use. Purchasing, stock and labor stay in the extension system so it can work out profit per job.
What do we need to prepare to get started?
Prepare examples from real jobs, such as the quotes, contracts, VOs and billing documents you use today. The team maps your job path from them for the owner to sign off, your accountant confirms the document rules, and parts are switched on one at a time. Talk to the Phak AI team.
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Read more →Talk to the Phak AI team
Share your real work, install on a dedicated server, connect existing tools, then add apps one at a time
Read more →Talk to the Phak AI team
Tell us about your business. The Phak AI team will show you the systems that fit and plan the rollout with you, without replacing what you have.