Retyping the site day into Excel
Stock, deliveries and progress are noted on paper or in chats on site and typed into spreadsheets after hours, often by the most senior person.
Property & construction
From site to invoice, daily.
Site updates, materials and milestone sign-offs are recorded from the field and turned into the records your finance team invoices from. It sits on top of the tools you already use. Nothing changes on your end.
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Where the hours go
The work happens on site. The records happen at night.
Site teams finish the day, then retype it: stock counts, deliveries, progress photos and supplier notes into spreadsheets, and finance rebuilds the month from them.
Supplier invoices without the paper trail
Invoices arrive by WhatsApp and email and are matched to purchase orders and delivery notes by hand, entity by entity.
Milestones nobody flagged
Progress claims and milestone invoices depend on someone noticing a sign-off happened. Cash waits until they do.
Starting points
A few high-impact starting points
Each one is a workflow we have run for property and construction businesses. Start with the one that costs the most site and finance hours.
Finance & accountingHow finance automation works
Milestone-ready-to-invoice flags
Sign-offs and progress updates are tracked per project; when a milestone is complete, finance is told it can invoice, with the evidence attached.
A four-entity group with a two-person finance team runs on this.
Supplier invoices matched to orders
An invoice photographed on site is read, matched to the purchase order and delivery note, and coded to the project and entity in Xero.
Totals and GST checked before the books see them.
Project spend against budget
Every coded cost lands against its project line, so overruns show the week they start, not at the end of the job.
Budget variance visible weekly.
Field & site operationsHow operations automation works
Site diary from WhatsApp
Crews send progress, photos and issues in the chat; Biks turns them into a dated site record per project.
The day recorded while it is still fresh.
Stock and materials from the field
Counts and deliveries are logged from the site, in chat, and reconciled against orders and usage.
Hundreds of items tracked daily, from the field.
Delivery notes and defects
Delivery notes are captured on arrival and defects logged with photos, routed to the right supervisor or supplier.
Nothing waits for the office.
Owner & managementMeet Rapi
A daily briefing per site
Progress, spend, stock alerts and open issues per site, in one message every morning.
Every site in five minutes.
Contract and variation review
Variations and subcontractor agreements are read, the terms that matter pulled out, and differences from the original marked.
Read in minutes, not an afternoon.
How it runs
From a site update to an invoice-ready record.
A supervisor sends the day's update in WhatsApp. Biks records it against the project, logs stock and deliveries, matches supplier invoices to purchase orders and codes costs to the right entity. When a milestone is signed off, finance is told it can invoice. Anything unusual, an unmatched delivery or a variation, waits for a person.
You stay in control
Nothing is invoiced or paid without you.
You set the limits. Biks never raises a progress claim, approves a variation or pays a supplier on its own. Unmatched deliveries go to a named supervisor with the context, and every action is logged.
- LimitsClaims, variations and payments above the thresholds you set wait for a person.
- Flags and review queueA delivery that does not match its order goes to the supervisor with the reason, not into the project costs.
- Audit logEvery record, match and approval is logged with who, what and when, per project and entity.
- Learns from correctionsCorrect a supplier's project code once and every later invoice follows.
Measured results
Off the spreadsheet and into the field.
A property developer we work with tracks hundreds of inventory items a day from the site instead of retyping them at night. A four-entity group with a two-person finance team is told the moment a milestone is ready to invoice. The first workflow was live in about a week.
HundredsInventory items tracked daily, from the field
4 entities, 2 peopleFinance team told when a milestone is ready to invoice
About a weekFirst workflow live
How we work
Discover, pilot, scale. Live in about a week.
- Discover & connect
We map one workflow with your team, usually the site diary or supplier invoices, and connect the tools it touches: WhatsApp, Sheets, Drive and Xero.
- Pilot in production
It runs on a real site beside your supervisors and finance team, who correct it as it goes. Claims and payments wait for approval from day one.
- Scale
The next site, the next entity, the next workflow, on the same engine and the same rules.
Priced per workflow: a one-time build and a monthly subscription that covers running and improving it. Compare it with the admin hire you were about to make, not with software.
FAQ
Can site teams log stock and progress from WhatsApp?
Yes. Crews send counts, deliveries, photos and issues in the chat, and Biks records them against the project as a dated site record. Nothing is retyped into Excel at night.
How are supplier invoices matched for a construction business?
An invoice photographed on site is read, matched to the purchase order and delivery note, and coded to the project and entity in Xero. Mismatches go to the supervisor with the reason.
Will it raise progress claims or pay suppliers on its own?
No. Biks flags when a milestone is signed off and ready to invoice; a person raises the claim. Payments and variations above your limits always wait for approval.
Does it work across several entities and projects?
Yes. Costs and records are coded to the right project and entity, and a group with four entities and a two-person finance team runs its milestone flags this way.
What does it cost compared with hiring a site admin?
Each workflow has a one-time build fee and a monthly subscription that covers running and improving it. We scope it on a call and price it against the admin hire it replaces, not against software seats.