For Residential Builders

Stop Drowning in
Build Invoice Admin

A full residential build means dozens of subbies, hundreds of supplier invoices, and clients expecting detailed progress claims. BuildLedger captures every invoice automatically, tracks costs by build stage, and generates transparent client billing backed by evidence.

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Thompson New Build - 4BR

Frame Stage

Slab

Complete - 12 invoices

$48,200

Frame

In progress - 8 invoices

$62,350

Lock-up

Upcoming

$0

Fit-out

Upcoming

$0

Contract Value $485,000
Spent to Date $110,550 (23%)

Sound Familiar?

Every residential builder deals with these headaches. BuildLedger fixes them.

Managing Dozens of Subbies & Suppliers

A full residential build involves concreters, framers, plumbers, sparkies, plasterers, tilers, painters - and they all send invoices. Keeping track of who's been paid and what belongs to which build is a full-time job.

Progress Claim Complexity

Banks and clients want progress claims at each build stage. Pulling together the right invoices, proving what's been completed, and matching costs to stages is tedious and error-prone.

Keeping Clients Informed on Budget

Clients building their dream home want to know where every dollar is going. Without real-time cost tracking, you can't give them answers until it's too late to make changes.

How BuildLedger Works for Residential Builders

Step 1

Every Subbie & Supplier Invoice Captured Automatically

Concreters, framers, electricians, plumbers, hardware suppliers - their invoices arrive in your email and BuildLedger grabs them automatically. No scanning, no spreadsheets, no chasing paperwork.

  • Email inbox monitoring - invoices captured as they arrive
  • AI extracts vendor, amount, GST, line items, and due date
  • Learns your subbies over time - auto-categorises to the right build
Incoming Invoices
Ace Concrete Pumping Auto-matched
Dahlsens Timber Auto-matched
Boral Roofing Auto-matched
New Plasterer Pty Ltd Needs review
Thompson New Build - Budget by Stage
Slab & Foundations $48,200 / $52,000
Frame & Trusses $62,350 / $78,000
Lock-up (Roof, Windows, Doors) $0 / $65,000
Fit-out & Finishing $0 / $120,000
Step 2

Track Costs by Build Stage in Real Time

Every supplier invoice is categorised to the right build stage - Slab, Frame, Lock-up, Fit-out. You always know exactly where the money is going, and whether you're tracking to budget.

  • Budget vs actual per stage - spot overruns before they blow out
  • Subcontractor costs tracked per trade across the whole build
  • GST handled automatically - BAS time sorted
Step 3

Generate Progress Claims with Evidence

Create progress claims tied to build stages with evidence bundles attached. Every dollar you claim is backed by original supplier invoices. Banks and clients get the transparency they need.

  • Evidence bundles link supplier invoices to progress claims
  • Progress claims by stage or custom milestones - your choice
  • Clients and banks pay faster when they trust the numbers
Progress Claim #3 - Frame Stage
Sent
To: Mark & Lisa Thompson
Framing labour $28,500.00
Timber & trusses $31,200.00
Builder margin $8,955.00
Total (inc GST) $75,520.50
8 supplier invoices attached as evidence

Built for How Residential Builders Actually Work

Email Invoice Capture

Supplier invoices are pulled from your inbox automatically. No more forwarding, scanning, or manual data entry across dozens of subbies.

Progress Claims

Generate progress claims tied to build stages. Slab, Frame, Lock-up, Fit-out - each stage's costs are tracked and ready to claim.

Budget vs Actual

See budget vs actual per build stage and trade category in real time. Catch cost overruns at frame stage, not handover.

Subcontractor Cost Tracking

Track what each subbie is costing you per build. Compare quotes to actuals and know who's reliable on price.

Evidence Bundles

Attach original supplier invoices to progress claims. Full transparency for clients and banks that builds trust and speeds up payments.

Xero Integration

Two-way sync with Xero. Invoices, contacts, and payments flow automatically. No double-handling for you or your bookkeeper.

Common Questions from Residential Builders

BuildLedger monitors your email inbox and automatically captures invoices from all your subbies and suppliers as they come in. Each invoice is parsed using AI to extract the vendor, amount, GST, and line items, then categorised to the right build and stage. Whether you're dealing with 10 or 50 different suppliers on a single build, every invoice is tracked and organised without manual data entry.
Absolutely. BuildLedger lets you generate progress claims aligned with standard build stages - Slab, Frame, Lock-up, Fit-out, and Completion. All supplier invoices are categorised to the relevant stage, so when it's time to claim, the costs are already tallied. You can attach evidence bundles showing the original supplier invoices to satisfy banks and clients.
BuildLedger handles unlimited projects. Each build has its own dashboard showing budget, costs by stage, outstanding invoices, and progress claims. Supplier invoices are automatically matched to the right build based on your supplier relationships. You get a birds-eye view across all your active builds, plus the ability to drill into any individual project.
Every subcontractor invoice is automatically captured, parsed, and linked to the relevant build and trade category. You can see what each subbie has invoiced across all your builds, compare their costs to original quotes, and track payment status. It's all in one place instead of scattered across emails, folders, and spreadsheets.
GST is automatically extracted from every supplier invoice and tracked separately. When BAS time rolls around, all your input tax credits are already categorised and tallied. Combined with Xero integration, your bookkeeper or accountant can reconcile everything without chasing you for missing invoices.

BuildLedger Also Works For

Renovation Builders Electricians Plumbers Carpenters Landscapers Roofers Painters Concreters Tilers

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