Customer Communication Archives | Buildxact AU https://www.buildxact.com/au/tag/customer-communication/ Estimating & Job Management Software Mon, 16 Jun 2025 16:34:10 +0000 en-AU hourly 1 https://wordpress.org/?v=6.8.2 https://www.buildxact.com/au/wp-content/uploads/sites/10/2022/01/fav.png Customer Communication Archives | Buildxact AU https://www.buildxact.com/au/tag/customer-communication/ 32 32 Strong professional networks combat economic uncertainty https://www.buildxact.com/au/blog/build-pro-builder-networks/ https://www.buildxact.com/au/blog/build-pro-builder-networks/#respond Tue, 11 Mar 2025 18:34:33 +0000 https://www.buildxact.com/us/?p=25962 Relationships matter and are key to thriving a shifting market. Learn how networking enhances your ability to source more advantageous pricing and opens doors to new projects.

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The construction industry is no stranger to uncertainty. Today, with the back-and-forth debate around tariffs, builders encounter significant challenges in managing material costs while keeping their quotes competitive. Tariffs on fundamental materials like lumber can disrupt supply chains, inflate prices and create nervousness regarding project budgets.

“Headlines about tariffs, immigration, regs, the economy and more can feel like incoming missiles, threatening to blow up your world,” said Craig Webb, president of Webb Analytics, who has been covering the construction supply industry for over 18 years. 

Navigating this uncertainty can be challenging, but for savvy builders, the circumstances also represent opportunity. The key to success during these times lies with the mastering of local and regional networking opportunities to secure a competitive advantage, win more work and achieve more stable pricing.

Relationships matter and are key to thriving a shifting market. Networking enhances your ability to source more advantageous pricing and opens doors to new projects, clients and other valuable insights.

Building strong connections in your local community gives you access to resources that transform today’s challenges into tomorrow’s opportunities.

 Let’s explore how the power of networking keeps you competitive.

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The gateway to building strong, lasting relationships

Let’s face it: time away from your business is a challenge. Should a builder take time to network when it seems they barely have time for a weekend away with the family?

The time it takes to network may not pay off immediately, but in the long run the momentum your network generates behind lead generation will pay off. Successful builders understand that networking is an investment in their business and don’t let discouraging news pull them away from the long-term view.

“Often, suppliers retreat to their shell; ‘I don’t even listen to the news anymore,’ you’ll hear them say,” Webb added. “But this is precisely the time you should reach out and get as many outside ideas as possible.”

Here are several do’s and don’ts to leverage networking and boost your presence and growth in the industry:

The Do’s of networking

To help you navigate networking effectively, we’ve compiled a list of networking do’s that will make it easy for you to build meaningful connections.

  • Attend industry events and tradeshows  Look for local and regional construction conferences, tradeshows and events, as they provide excellent opportunities to connect with potential clients, suppliers and partners.

  • Professional associations. Consider joining a professional association that aligns with your business.
  • Use social media platforms. LinkedIn and Facebook both host industry-specific forums where you can connect with professionals. These forums are perfect for striking a topical conversation, sharing industry news and showcasing your expertise.
  • Develop relationships with suppliers and trades. Research and identify local suppliers through industry directories, trade associations and online platforms to create your supplier list. Assess their ability to meet your needs and participate in their events.
  • Use construction estimating software that allows you to connect with your favorite supplier’s online catalogs so that you have the latest material pricing and availability.
  • Engage in community activities. Participate in local community events to build a positive reputation and connect with potential clients and partners. Consider attending local festivals or fairs, charity or volunteer events, chamber of commerce gatherings, or sponsoring local sports teams or the Rotary golf tournament.
  • Follow up and stay in touch. Part of networking involves being proactive. Maintain regular contact with your network. Send follow-up emails, holiday greetings and updates about your projects. A thoughtful message holds significant value for the recipient.

“If you’re in Alabama, somebody in Montana might have an insight to help you survive and even thrive,” said Webb. “But those potentially lifesaving connections are possible only if you reach out and connect with others. Bad news travels faster than good, useful news, so you need to make an effort to find it.s

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The Don’ts of networking

If you follow all the dos of networking, you are halfway to mastering the art of networking. However, there are some essential don’ts to consider and we’ve outlined them here. Don’t…

  • Avoid being overly aggressive. Focus on cultivating a genuine relationship and avoid being pushy or excessively aggressive when networking or finalizing a deal.
  • Neglecting your online presence. Keep your online profiles and company website updated and professional.
  • Ignoring small opportunities. Smaller local networking events can lead to valuable connections.
  • Forgetting to listen. While your needs must be heard, actively listening to others at networking events is equally essential. Understanding their needs and perspectives builds stronger, more meaningful relationships.
  • Overlooking the follow-up. We discuss the importance of follow-up in the Do’s section and failing to follow up with contacts may lead to missed opportunities. Always, always follow up after networking events to continue the conversation.

As you can see, many of these recommendations take time and don’t necessarily have immediate payoff. Networking requires patience, commitment and a long-term view of the success of your business.

Consider your business like a sports franchise. When you are networking, it’s like selecting draft picks that will payoff, not necessarily this season, but the next, and the next after that.

Effectiveness of digital marketing channels

Digital marketing is a powerful and highly effective tool for builders. It enables you to showcase projects and engage directly with your audience. Essential digital marketing platforms include social media, advertising and word of mouth—yes, word of mouth. Below, we’ve outlined how to approach each platform.

  • Social media. Earlier we talked about using social media to seek out industry forums. Social media also effectively showcases your projects, engages with your audience and builds your brand. Instagram, Facebook and LinkedIn are the most active places to do this.
    • Pros: cost-effective, broad reach, direct engagement with prospects and current customers.
    • Cons: requires consistent effort and content creation. For information on how to create content, see our blog, Small Home Builders Can Boost Business.
  • Word of mouth. Word of mouth is one of the most trusted forms of marketing, providing third-party credibility. Positive reviews and referrals from satisfied customers can boost your reputation and attract new business.
    • Pros: builds trust and credibility, highly persuasive.
    • Cons: relies on client satisfaction
  • Paid advertising, such as Google and social ads, quickly increase your visibility and generate leads. Ensure your ads are targeted and reach specific demographics and geographic areas.
    • Pros: immediate results, highly targeted, scalable.
    • Cons: can be expensive, requires ongoing investment.

Digital marketing strategies offer practical ways to reach your target audience and build a strong online presence, which can help you grow your business.

Continuing our analogy, if your business is like a sports franchise, digital marketing is the way to let your draft picks know you have a winning record.

Streamlining networking with software

Even the most organized person can find it challenging to manage networking effectively. However, using the right software tools can simplify networking and enhance efficiency. Leveraging the right technology means staying organized and easily tracking your connections.

“Building pros are always searching for easier, faster ways to do their work,” Webb said. “It’s why texting the lumberyard has replaced visiting or even calling the store. And it’s why builders increasingly want to buy online. The primary thing holding them back is that it still can be relatively difficult to do construction work online, what with challenges getting prices, finding products and even paying bills.”

How Buildxact helps

Buildxact is designed for builders and trades. It offers features like lead tracking, job  management and streamlined communication. The lead management capabilities allow you to organize prospects, track budgets and store client details in one place, keeping you connected and competitive. With Buildxact, you can focus on building connections while the software handles the logistics.

Build stronger connections with Buildxact

Buildxact is your secret to beating the competition. It is a dependable tool for clear, organized and professional customer communication. Our centralized platform enables you to share real-time project updates, budgets and schedules with clients, fostering trust while showcasing transparency. Improving your communications can nurture stronger relationships, reduce misunderstandings and enhance the client experience.

To see how our estimating and job management software platform can help you win more work.

Start a free trial and experience Buildxact for yourself

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]]> https://www.buildxact.com/au/blog/build-pro-builder-networks/feed/ 0 How home builders boost business with a standout website https://www.buildxact.com/au/blog/website-boosts-business/ https://www.buildxact.com/au/blog/website-boosts-business/#respond Fri, 28 Feb 2025 17:53:28 +0000 https://www.buildxact.com/us/?p=25799 A home builder must showcase their work, and a standout website makes it happen. Learn the importance of visuals and compelling stories to engage a prospect.

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Your website is often the first point of contact a potential client has with your business, and first impressions matter. It’s like the front door to your company. A well-designed home builder website says you’re professional, trustworthy and credible. And because first impressions are crucial, a home builder website is the best chance to make a memorable first impression. 

Showcasing work is crucial for small and independent businesses. Potential clients want to see capabilities, and a home builder website does this in an impactful way. Stunning visuals and compelling stories transform a curious visitor into an engaged prospect and, ultimately, a client. It’s not just about having an online presence—it’s about crafting an experience that resonates and inspires and an effective lead generation for builders. 

“Whether a new client hires you or your competitor is often determined by the experience they have exploring your online projects,” said Cindy Bouchard, owner and WordPress Web Designer at Flip Flop Freelance. 

Let’s explore how to create a standout website design for home builders and trades:

Yes, first impressions do matter 

Just as curb appeal is important for a home’s exterior, the first impression you make online is equally vital. It represents your online curb appeal. A well-designed, easy-to-navigate home builder website is visually appealing to attract and retain visitors.

It has an intuitive layout that ensures visitors quickly find the information they need, facilitating a positive user experience. Most importantly, it incorporates engaging content and high-quality imagery that reflects the craftsmanship a quality home builder brings to the table. 

“My web design clients who have put this careful effort into their website have been rewarded tenfold – they’ve attracted the kind of clients and projects they want and grown their business with intention,” said Bouchard. 

For instance, a small lumberyard in the Pacific Northwest supplies and sells premium wood products to customers on the West Coast. The lumberyard’s homepage immediately captures attention by featuring high-profile projects that rotate behind the company brand statement.

As you scroll, it seamlessly showcases what the company is, the products it carries, and the services it offers. It’s a visual demonstration of how a well-crafted website can make a powerful first impression. 

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Let’s review essential website elements 

Establishing an online presence extends beyond just the home page. Consider all your efforts to build a project for your customers — a meticulous process of planning and execution.

Because the website acts as your calling card, it, too, deserves the same thoughtful attention to reflect your company’s identity and values. 

Along with visual ‘curb’ appeal, your website requires intuitive navigation and compelling content to create a positive user experience. Here are some essential website elements that every home builder website should consider to stand out and engage with the type of customers that grow your business. 

  • Portfolio—sometimes called a gallery, projects or inspiration, this section is your bread and butter. The portfolio page showcases your best work and demonstrates your capabilities. It is essential to: 
    • Use high-quality images to avoid any pixelation when images don’t meet the high-res quality for online use. 
    • Craft detailed descriptions of each project, highlighting essential features and materials used. 
    • Consider organizing the portfolio page by project type, making it easier for visitors to find what they may be looking for. 
  • Testimonials and case studies—sharing your real experiences with satisfied customers builds credibility and trust and is an essential tactic for home tradie marketing. Feature direct quotes from clients, as well as before and after photos. Take a deeper dive and offer a comprehensive overview, providing objectives, solutions and results in written or video format. 
  • About us—what do you stand for? Why should someone hire you? This is a great way to tell your story and include your personal and company history, your mission and values. If you have a staff—no matter how small—introduce key team members and include photos and brief bios highlighting their experience. You can have some fun with this by showcasing your personality. 
  • Services—this is a chance to showcase your services and explain how you can assist. Provide detailed descriptions and highlight the benefits of your services in a way that assumes your audience may not be familiar with industry jargon. 
  • Contact form—A great way to facilitate lead generation for builders is to add this essential communication form as a small corner pop-up on all pages and a stand-alone page so prospects can add specific details about what they are trying to accomplish. It should be easy to find, simple and clear, and offer a call to action (CTA) like “get a free quote/consultation” or “contact us today.” 
  • Blog—you may or may not be a natural writer, but you are an expert at what you do. A blog is an ideal way to share valuable content and establish yourself as an expert to build the credibility and trust we mentioned earlier. If this is an uncomfortable effort, write down essential points and find a writer or editor willing to work with you to finesse your voice and ghost-write your content. A blog page can improve your website’s optimization (see more on SEO for builders later in this article). 
  • Trust badges—add relevant certifications, industry affiliations/memberships, and accreditations to build credibility and demonstrate your expertise and reliability. 
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And now for some SEO best practices 

We touched upon website optimization, which is also known as SEO (Search Engine Optimization). It’s a competitive marketplace and the best way to stand out is to implement an effective SEO for home builders strategy that helps you rank higher on search engine result pages (SERPs). This will make it easier for your ideal clients to find you. 

We’ve provided some examples of effective SEO for home builders: 

  • Keyword research—identifying keywords or phrases that potential clients might be using to find your services, for example: “home builder,” “home renovation service,” or “kitchen renovating near me.” 
  • On-page SEO—using title and header tags and meta descriptions ensures each page has a unique title tag and meta description that includes relevant keywords, and your content has structure helping search engines find your website pages. 
  • Content quality—posting blogs regularly and consider longer-length content, as those longer posts typically perform better in search rankings. For example, this blog post includes keywords, is long, and is (hopefully) clear and engaging. 
  • Local SEO for home builders—create a Google My Business profile with your information, add high-quality images and use local keywords (e.g., “home builders in [city]”). 
  • Backlink building—other small builder digital marketing include writing a blog for an industry partner or association with links to your website, press releases to encourage local media to cover you and collaborations with other businesses to earn backlinks from their websites. 

There are some great tools to help you with SEO for home builders. We’ve made a list below to help aid in your search.

SEO Service
Pros
Cons

Google Keyword Planner

Free, Integrates with Google Ads, Offers keyword search volumes and competitive data 

Limited to Google data, Less detailed than some paid tools 

Surfer SEO 

Content optimization, Keyword research, SERP analysis, User-friendly interface 

Limited backlink analysis, Can be expensive for small businesses 

MOZ 

User-friendly, Keyword research, Site audits, Rank tracking, On-page optimization 

Limited data compared to other options, Can be pricey 

SEMRush 

All-in-one SEO tool, Keyword research, Site audit, Competitor analysis, Content optimization 

Expensive, Can be overwhelming with many features 

Other engaging content strategies to consider

High-quality images, videos, and educational blog posts are crucial for building trust with potential clients and lead generation for builders. 

High-quality images create immediate visual impact and capture the essence and detail of your craftsmanship. Videos bring your projects to life, offering immersive experiences like virtual tours and client stories. Educational blog posts establish you as an industry expert, sharing valuable insights and tips. 

Together, these elements — part of your small builder digital marketing program — create a rich and engaging online presence that showcases your expertise and dedication to quality. This helps you build strong connections with your audience. 

Don’t forget user experience with mobile devices 

A seamless user experience on all devices could make or break the conversion of a visitor into a client. A responsive design ensures that your website adjusts to different screen sizes for a consistent experience and great lead generation for trades. Ensure your website offers easy and intuitive navigation, an engaging design, fast loading speeds, and clear calls to action on desktop, tablet and mobile devices. 

Closing with lead generation and conversion tactics 

Make lead generation for builders easy by offering simple lead-generation options for your website visitors.

Place a prominent CTA button on the homepage with a compelling offer or a lead capture form asking for basic information like their name, email, phone number, and a brief description of what they want to accomplish.

As part of your content strategy, offer a free downloadable guide that adds value and encourages visitors to provide their details, like “Top 10 Tips for Building an Outdoor Oasis.” Once visitors have engaged and offered their information, you must follow up — via an automated thank you and a personal phone call — to convert them from visitors to clients. 

Are you ready to elevate your online presence? Take the first step by auditing your home builder website and implementing our outlined strategies. Whether you’re enhancing SEO for home builders, optimizing user experience using SEO for home builders, or creating engaging content, following these vital steps for attracting and converting potential clients. 

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]]> https://www.buildxact.com/au/blog/website-boosts-business/feed/ 0 Understanding the RFI process in construction projects https://www.buildxact.com/au/blog/rfi-construction/ https://www.buildxact.com/au/blog/rfi-construction/#respond Wed, 18 Dec 2024 21:00:50 +0000 https://www.buildxact.com/us/?p=24073 Learn how the construction RFI
helps home builders avoid costly errors.

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 It’s easy to imagine a frustrated home builder at odds with incomplete plans or a set of blueprints that can’t agree on a basic detail like the size of a window.

In this case, let’s say the framing dimensions for the windows lacks precision due to conflicting measurements provided in the home’s structural details and the window specifications. To resolve the problem clearly and with a complete response, the builder must issue a Request for Information (RFI) to the architect to clarify the situation.

However, to be effective, the home builder must be clear in the RFI about the issue and any contractual obligation that comes with solving the problem.

Otherwise, the busy architect or engineer might simply refer the construction team back to the original set of plans that created the problem in the first place. This simply wastes time or can lead to windows being framed to the wrong dimension, a costly error for all involved in terms of both time and material.

Definition and purpose of the RFI process 

This simplified example underscores the basic purpose of a construction RFI. Whether it’s a question about design, framing materials, paint or event site conditions, RFIs are specific communications that bridge knowledge gaps between home builders, job managers, architects, engineers, trades and clients about the in depth project information that guides the course of a construction project. 

Put another way, a construction RFI is a way for a home builder or tradie to pose a question about a procedure, material or other project details.

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Importance of the construction RFI process

Answering the question goes to the heart of the construction RFI . Answering questions and documenting those answers are what construction RFIs are all about.

They ensure that all project stakeholders mentioned above are on the same page, minimizing misunderstandings and costly mistakes, which often are paid for by the home builder. The RFI process also mitigates the risk of legal action by documenting all important conversations about how the home builder interprets blueprints and other documents during the project’s life cycle.

Common construction RFIs 

Let’s quickly review the different types of RFIs that pop up from the job site.

Design clarifications 

As we pointed out previously, questions related to blueprints, layouts or specifications often arise during construction. RFIs help clarify these details to ensure general contractors and labor teams have the proper documents from which to work.

Material specifications 

RFIs address material uncertainties, such as substitutions, compatibility or sourcing issues, ensuring the project meets the intention of the original design. Often a design team must rewrite a project’s specifications to address material availability or increases in material price not anticipated during the initial design.

Site conditions 

Unanticipated site conditions, such as soil quality or unusual utility placements, require clarification through RFIs to adapt associated documents and site plans.   

Compliance 

Regulatory requirements or safety standards may necessitate RFIs to confirm compliance with local building codes and permits. 

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A home builder uses integrated material catalog to create an estimate
RFIs often concern material pricing and availability

Writing a suitable RFI response

Writing a clear and concise RFI document is essential for timely resolution. An effective RFI includes: 

  • A precise and descriptive subject line and numbering system for tracking
  • Background information to provide context and urgency
  • Specific questions or points needing clarification 
  • Relevant project specifications or references to aid understanding
  • Proposed solutions and the potential for cost overruns and project delays

Responding to RFIs quickly and accurately is equally important to keep the construction project on track. Key practices include: 

  • Directly addressing the question or issue that needs further clarification
  • Providing clear and actionable answers in a timely fashion 
  • Attaching a supplementary construction document when needed

Best Practices for an effective RFI process

As mentioned, to avoid delays and ensure proper supporting documentation that’s easy to reference for all parties involved, RFIs should be tracked systematically by the job manager or home builder. How long it will require to respond to an RFI and the impact on the construction schedule needs to be clearly spelled out.

This is a lot of detail that no one can commit to memory. RFI communications in written form are too important to get lost in the muddle of other email communications and junk mail. 

Today, successful builders increasingly use job management software to monitor customer communication and send construction documents rather than email.

How Buildxact’s construction management software creates a solid RFI process 

Buildxact is a powerful platform for tracking critical communications and storing crucial project information. Let’s face it: RFIs can be tedious but necessary if something needs to be clarified or there’s a contradiction that requires essential stakeholders to weigh in or make a decision that provides clarity, ensuring a successful build. Depending on the project and the number of RFIs, it can be an overwhelming sea to wade through.

Buildxact offers a centralized platform that ensures all stakeholders have access to the latest and most critical project information, improving efficiency and overall communication. Ensuring you can upload, track, store, share and communicate using an automated platform will make your time better spent on your project.

The Buildxact environment allows you, the builder, to work through the RFI process efficiently, allowing you to return to the job of estimating and quoting the job, streamlining the workflow and saving you valuable time.

Experience the difference with Buildxact today—sign up for a demo and start your free trial to see how it can transform your job management and communication.

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]]> https://www.buildxact.com/au/blog/rfi-construction/feed/ 0 Fill your 2025 pipeline with work over the holidays https://www.buildxact.com/au/webinar/fill-your-2025-pipeline/ https://www.buildxact.com/au/webinar/fill-your-2025-pipeline/#respond Mon, 09 Dec 2024 16:56:37 +0000 https://www.buildxact.com/us/?p=23874 Yes, you can be productive over the holidays! Watch this webinar to learn how you can gather leads for the New Year.

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Fill your 2025 pipeline with work over the holidays

Hosted by Buildxact and ContractorScale.com

Planning marketing now means a well-deserved break and a full pipeline in 2025.

This workshop shows you exactly how to set up campaigns that run while you’re enjoying holiday time off.

In this webinar learn: 

  • How to identify ideal clients and craft messages that resonate
  • A quick-start guide to setting up effective online ads 
  • Strategies to capture leads even when you’re out
  • Tools to automatically nurture prospects over the holiday. 

Don’t start the new year scrambling for work. Join to set up your “hands-free” holiday marketing machine.

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]]> https://www.buildxact.com/au/webinar/fill-your-2025-pipeline/feed/ 0 How a variance impacts home construction contracts https://www.buildxact.com/au/blog/variance/ https://www.buildxact.com/au/blog/variance/#respond Thu, 24 Oct 2024 20:13:23 +0000 https://www.buildxact.com/us/?p=22933 Variances are standard in the home construction industry. Learn how construction management software makes writing variances easier.

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Builders often are involved in home construction projects where the final price tag exceeds the initial estimate. It’s a financial risky proposition for the builder because the homeowner has the option to dispute the difference without clear evidence of what accounted for the increase.

In such situations, a variance—a formal modification to the original construction or renovation contract—can bring not only a sense of relief but financial security as well.

The importance of variances in construction projects

Variances are standard practice in the home construction industry. They provide clear documentation of customer changes, problems on the job site, or material cost increases. The variance process ensures everyone is on the same page.

Variances are a necessity, not a curse

Variances are the “safety valves” of your construction project, providing a more controlled path to altering a project’s scope when things don’t go as planned. Variances provide the necessary documentation when writing variances from the original contract, ensuring that everyone—you, your subcontractors, and your customer—agree with the revised scope, updated timeline, and adjusted costs. Variances provide the transparency and protection to maintain an above-board style of job management.

Common scenarios requiring variances

Some of the most common scenarios that initiate writing of a variance is initiated from the customer, the contractor, or other scenarios outside your control.

  • Customer scope changes: it’s not uncommon for a homeowner to make changes without understanding the downstream ramifications. Adding or removing features and upgrades, no matter how big or small, after construction begins changes the scope of labor and the amount and type of materials.

  • Contractor Scope Changes: from unforeseen conditions during demolition or construction, to material availability or cost increases, to mistakes in blueprints or specifications that require remediation, a contractor often must devise alternative solutions and adjustments that trigger a change in specifications.

  • Other situations may include permitting issues, subcontractor availability, or natural disasters/events beyond your control.

How variances affect job management

As stated, even a small change can trigger a domino effect that adds up. Timelines can change dramatically, crews may need to be rescheduled, and budgets will fluctuate based on material expenses and unforeseen indirect costs, like permitting. These shifts can lead to delays, cost overruns, and even homeowner disputes if not handled carefully. This is why it’s critical not to leave the variance process to a verbal agreement or even an email that can be lost or accidentally deleted.

How to create and manage variances

Managing variances is critical for any construction professional, and communication is vital. Establishing a transparent process for documenting changes using a standardized variance form that captures details and signatures from both the customer and you, the contractor is essential.

Key elements of a variance as part of a construction contract

Here are key elements to include in a variance agreement:

  • Project information

  • Date of the changes

  • Detailed description and reason for the change

  • Scheduled impacts

  • Cost breakdown and revised budget

  • Signatures

If appropriate, attach or include supporting documentation for additional support.

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Implementing a variance agreement

Steps may vary depending on the project or your company policies as well as the type of change, but for simplicity, we’ve outlined how to implement a variance:

    1. Recognize when a change is necessary and clearly define the scope of the change and how it deviates from the original contract.
    2. Use a template or standardized document to capture all the relevant details and supporting documentation as needed.
    3. Communicate or discuss with your customer in detail, being transparent about the impact on the timeline and budget. Answer any questions or concerns your customer may have.
    4. Update all the appropriate master documents, including the schedule and budget.
    5. Proceed with the revised work as outlined and keep detailed records.
    6. If possible, maintain a variance log to track and manage all the changes throughout the project.

How technology streamlines variances

Technology has rapidly transformed how construction pros like you manage variances. Cloud-based platforms make the process more efficient, transparent, and accurate with real-time collaboration, digital documentation, and automated workflows, streamlining everything from creation, to approval of a proposed change, to documenting an entire project history. 

Digital tools for managing variances

Think of your digital tools as an all-in-one command center for handling project changes. Most cloud-based platforms offer a centralized hub for creating, tracking, and managing variances. The end game is to reduce errors, improve communication, and lead to more efficient and profitable business. 

How Buildxact simplifies a variance agreement

Buildxact simplifies variance management by centralizing everything in one user-friendly platform. Imagine having a digital command center where you can effortlessly create, track, and manage all your change orders and the impact on project scope and your project team. With Buildxact, you can quickly generate professional change order forms, automatically update project budgets and timelines, and easily communicate with clients. 

Buildxact allows you to make changes or adjustments to the contract. The process is the same regardless of your choice, ensuring a charge or credit is made to the contract. It also allows you to mark up items as you see fit. Once you finish a change or adjustment, you can send it to your customer for a digital signature with your customized, branded variance estimate.

It’s a powerful tool that simplifies variances, saving time and money while running your projects smoothly.

Buildxact solves challenges with construction variances

Keeping construction projects on track can feel like a never-ending job, and a variance can complicate the process if not managed properly. Common challenges include miscommunication and keeping track of multiple variances. 

We recommend prioritizing clear communication, detailed documentation, accurate cost estimates, and embracing technology like Buildxact to streamline the process.

Miscommunication between trades and stakeholders

If you, your customer, subcontractors, and other stakeholders have different ideas about any project changes, it can cause chaos. Establish a clear and consistent communication pattern to eliminate misunderstandings that could lead to disputes, delays and project budget blowouts. 

Tracking multiple variances

As a project and a project budget evolve and change, keeping track of all the moving parts takes dedication. It’s the greatest juggling act, and you’re not in the business to be a juggling act.

Each change request adds to the project’s complexity, and keeping track of change requests can be overwhelming. A systematic approach to documenting, organizing and tracking can get lost in the paperwork shuffle, leading to confusion and the domino effect described above, where timelines and a project budget shift as change requests alter the completion date.

Simplify variances with Buildxact

Ready to say goodbye to the headaches that come with writing variances? Meet Buildxact, an intuitive cloud-based platform that will simplify the variance process. Our software centralizes everything you need in one user-friendly place. You’ll be able to create professional variance forms, automatically update project budgets and timelines, and seamlessly communicate with clients—no more shuffling paperwork that alters contract terms. With features like digital signatures and integrated cost tracking, you’ll save time, reduce errors, and keep projects flowing smoothly. 

Buildxact empowers you to manage variances simply and reliably. Start today with a risk-free, 14-day free trial, or schedule a demo.

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]]> https://www.buildxact.com/au/blog/variance/feed/ 0 Social media creates lasting customer connections https://www.buildxact.com/au/blog/social-media-engage/ https://www.buildxact.com/au/blog/social-media-engage/#respond Mon, 15 Jul 2024 22:28:26 +0000 https://www.buildxact.com/au/?p=20564 Learn how to use social media as a way to engage consistently with customers.

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Picture of Eduardo Gonzalez-Guevara

Eduardo Gonzalez-Guevara

Buildxact Senior Manager, Social Media & Communities

Social Media Marketing is more important than ever in today’s world. It provides brands the opportunity to directly communicate with their audience and to develop future customers.

However, we often see social media treated as a one-way conversation. While posting content is at the core of social media marketing, listening to your audience and then posting content based on what you hear is even more valuable.

People often forget the person who is on the receiving end of the content. Whether your approach is B2B or B2C, your brand is still communicating with everyday people.

Understanding their needs and motivators is crucial to achieving success, but how do you figure out what those are?

The Internet is a treasure trove of information. A great starting point is to search for online communities on Reddit, Facebook or other websites to see firsthand what people are talking about.

Notice how they communicate their needs, what those needs are and what topics are most important or compelling to them.

Once you’ve pinpointed your target audience and found what they care about, it’s time to figure out your content strategy. Overall, people go online for three reasons:

  • to learn
  • to be entertained
  • to buy something.

While your business is on social media to sell your audience your services, that cannot be your sole focus. Being in a constant state of selling will only turn them away. Sell to them, but keep your approach balanced.

Take the example below. Here, we clearly want to reach out to our community of builders, either current or future customers. But we do so in a way that connects to their needs as business owners. We want our builders to know we care about the same things they do.

 

Remember, most of your audience will not purchase a good or service immediately. You need to ensure you keep their attention with valuable content that has an honest purpose. In this way, your business remains top of mind once they are ready to buy.

Once you’ve published content consistently for a few weeks, look at your insights. Is the audience responding well to your content? How do they feel about your brand or business? What types of content do they prefer? 

Then, look at what you’ve been doing and make the necessary adjustments to give your audience the content they are telling you they want to consume.

To see for yourself how Buildxact connects with its community of builders, check out the Buildxact Instagram and Facebook company pages.

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]]> https://www.buildxact.com/au/blog/social-media-engage/feed/ 0 Simple innovation creates an even better business https://www.buildxact.com/au/blog/simple-innovation-creates-a-better-business/ https://www.buildxact.com/au/blog/simple-innovation-creates-a-better-business/#respond Mon, 29 Apr 2024 18:39:10 +0000 https://www.buildxact.com/au/?p=19852 Innovation is more than grand technological changes. Learn how the little things count in your home construction business.

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Picture of Guest post with Jon Mailer

Guest post with Jon Mailer

When you hear the word innovation, what comes to mind? For many, they think of large technology companies, manufacturing changes, industry leaders, and global trend setters.

The reality is far different from this. Although the innovations that you see in the industries mentioned make an impact on a global scale, you, too, can innovate in your trade and construction business every single day.

You see innovation is just asking a really simple question. The question is:
“How do I serve my customers even better than I did yesterday?”

If you are looking to serve and to deliver value to your customers even better than you did yesterday; and you are looking at the way that you can modify processes, your product, and upgrade your people; then you are an innovator.

To get to the essence of innovation, we need to understand human behavior. Fundamentally, we are all the same with the drivers of many people’s behavior listed below. The reality is your customer may be:

• Greedy
• Impatient
• Lazy
• Vain

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To illustrate this further, put yourself in this situation: would you prefer to have $1,000,000 or $10? The obvious answer is a million dollars.

Gee, you are greedy. Would you prefer the million dollars today or in 12 months’ time? 

Wow! You are impatient.

Would you like me to deposit the one million dollars in your account, or would you like me to give you a check that you need to bank yourself and then wait to clear for five days?

See, you are so impatient.

Finally, would you like me to shake your hand, pat you on the back, and tell you how much I value our relationship when I give you the million dollars?

Of course!  See, you are just as vain as anybody else.

As we are all fundamentally the same; to meet the needs above is equally simple.

As people are greedy – give them more than they expect.

As people are impatient, give it to them quickly!

Most people are lazy so make it easy for them.

And finally, appeal to people’s vanity by making them feel good in the process.


As you can see innovation isn’t that complicated; however, it isn’t necessary easy. To challenge the status quo. To break the unbroken and to continue to improve the way you are serving your customers, requires a consistent approach. It is not just a process. it is a philosophy.

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I suggest that you take these characteristics that we have discussed above and approach your team and see what they can come up with—to appeal to your client’s greed, laziness, impatience and vanity.
Some examples could be:

  • For residential service clients, always leave a voucher for them to use your services again or make a follow up phone call 48-hours after the job to check in with the homeowner.
  • Have on the spot/mobile invoice and payment facilities available to make it easier for the customer to pay you.
  • For construction projects, have quality assurance/completion checklists in place to communicate/share with the head contractor once you are complete.
  • Have a site clean-up checklist to ensure all job sites are left spotless.

Simple. The little things really are the BIG (and innovative) things.

Have fun in the process and all the best to continue to be a leader in your field.

Picture of John Mailer

John Mailer

Jon Mailer is CEO of PROTRADE United, Australia's leading provider of business services to the trades industry. Jon is
author of ‘Not Just a Tradie.’

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]]> https://www.buildxact.com/au/blog/simple-innovation-creates-a-better-business/feed/ 0 Set up for successful variation management https://www.buildxact.com/au/blog/setup-for-successful-variation-management/ https://www.buildxact.com/au/blog/setup-for-successful-variation-management/#respond Fri, 06 Oct 2023 02:35:26 +0000 https://www.buildxact.com/au/?p=16596 Variations loom larger in today’s market. Handling variations effectively maintains customer satisfaction and profitability.

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Experienced builders and tradies know all too well how variations threaten to throw a project off course. From those smaller, more subtle adjustments, to the major overhauls that completely turn plans upside down, variations represent a natural source of frustration.

Construction pros like you find them a challenge because they impact timelines and, perhaps most importantly, your profits.

Variations loom larger in today’s landscape of high interest rates, volatile material prices and scarce skilled labor. However, adapting and handling variations quickly and effectively maintains project efficiency, customer satisfaction and profitability. It means avoiding overspending on unnecessary materials or getting caught without enough workers to get the job done on time.

After all, who needs avoidable problems when you already need more time to focus on meeting client expectations and keeping a healthy bottom line?

The cost of variations

Unexpected alterations wreak havoc on your project if not well managed and often impact your cost control and profit margins in a major way. Here’s how:

  • Estimate Changes – making unexpected changes to designs, adjusting site plans or switching out materials can completely throw off your initial project estimate. This means you’re left recalculating material, equipment and labor costs, which costs time and money if not properly negotiated with the client.
  • Material Waste – if plans suddenly change, the materials you’ve sourced based on original plans may no longer be needed or fit for purpose. This leaves you with wasted resources that need removing or storing.
  • Labor and Overheads – Handling variations often ends up increasing job management time, as well as things like admin work and team coordination – all of which impact on the project’s overall costs.
  • Schedule Delays – Bringing in new materials, extending equipment rentals or labor contracts to accommodate changes usually increases costs and causes delays, throwing off your project schedule.
  • Missing Subcontractors – Finding appropriate specialists or subcontractors for a project to accommodate any revised specifications is time-consuming and availability issues often lead to scheduling delays.
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How to manage variations effectively

There’s no doubt variations challenge your business, but there are ways to manage and minimize their impact. When managed effectively, they can also be the opportunity to deliver even bigger and better projects for clients, helping you boost your reputation and opportunity for return business. Here are a few ways to stay on top:

Document every change

Every little detail matters when tracking variations, so it’s important to document every alteration request, no matter how small, as well as descriptions, costs and client approvals. A detailed variation provides transparency and clarity and is essential when misunderstandings, disputes or claims crop up down the line. 

Documenting changes also helps track additional costs, as well as assessing the impact on the project schedule. To save time, document in a central place that is easy for your entire team to access. These days, the best construction management software makes digital documentation quick and easy.

Software also keeps customers fully informed about project status. Customer communication software provides a dedicated space for important conversations about changes, schedules and deadlines. The best software allows the client to digital sign and accept bids and variations, too.

Base changes off your original quote

Having an accurate initial estimate is essential as it serves as the perfect reference point for evaluating any new change requests. Comparing changes in costs to your original quote will help you fully understand the financial impact.

Include margins and overheads

Consider direct costs like materials, equipment and labor but make sure you are maintaining your margins on these. This will help you stay profitable on the job and also provide a safety net for any surprises. Make sure you work in indirect costs, too. 

Think about how changes might affect overheads, including things like admin, utilities and office space. These elements all feed into your bottom line, so they need to be considered carefully.

Get client sign off at every stage

Getting your client’s approval for every change, even if it doesn’t impact the budget, is essential for smooth variation management. It’s not just about finances–it’s about building trust and accountability and having a clear comms chain. 

When clients sign off on a change, it creates a transparent record of project progress, reducing any misunderstandings and clarifying everyone’s understanding of the project scope.

Use software for instant and permanent documentation

With construction management software, you say goodbye to sticky notes or stacks of paper that tend to get lost and transform how you handle variations. With every alternation request, big or small, you instantly record and document so that your team stays in the loop. 

This not only prevents important details from getting lost but also creates a solid record that often proves valuable later for resolving disputes or answering project questions.

Document changes in real time

With the right software in place, you document any changes in real time, so everyone is kept in the loop and up to date at all times. This makes communication with customers smoother and job management more efficient. 

Documenting changes as they happen means you’ve always got the most up-to-date project details, and having a solid change record also reduces missing information. Instead, you have a streamlined, real-time tracking system that greatly improves project transparency and accountability.

Add variations into final invoices

Including variations in your invoices is a vital final step. Make sure invoices detail all the changes that have happened along with their impact on costs. This provides transparency, builds trust, and helps to avoid any unnecessary disputes with clients or subcontractors. It’s also key to keep variation documentation easily accessible for clients to review if needed.

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Streamline variations with software

Variations don’t need to be a source of frustration for builders and contractors, and if you’re quick to adapt and manage them effectively, you maintain happy clients and healthy profits. 

The right software will help you streamline the whole process from start to finish, keeping projects running smoothly and efficiently, ensuring customers are always kept up to date, and ensuring all important information is well documented and in one place. 

If you’re looking to transform how you manage variations, book a demo or try a free 14-day free trial with Buildxact. There’s nothing to download or install and no credit card needed.

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]]> https://www.buildxact.com/au/blog/setup-for-successful-variation-management/feed/ 0 Just Building Group speeds up estimating to spend more time at the job site https://www.buildxact.com/au/case-study/just-building-group/ https://www.buildxact.com/au/case-study/just-building-group/#respond Thu, 01 Jun 2023 16:32:26 +0000 https://www.buildxact.com/au/?p=14526 Learn how successful custom home builders use digital online estimating to get accurate bids quickly out the door so they can get back to the job site.

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The hard-working employees of Just Building Group, a family-owned and operated building company based in the Southeastern part of Melbourne, Australia, don’t miss the days of pencils and manual updates. Long days at the office were often made longer when important documents, like variations, were lost.

Fortunately, those archaic days are long gone since the company started using Buildxact’s estimating and project management software.

“Things don’t get missed,” says Stephen Griffin, estimator for Just Building Group. “In the old days, paper and pen, emails, plans, if there is a change in office, it’s left on someone’s desk, gets put under a pile of other paper, and the variation doesn’t get to the supervisor; doesn’t get to the supplier. With Buildxact, that is all eliminated.”

Since they started using Buildxact, Just Building Group says they’ve significantly improved productivity. By moving from stacks of paperwork to one digital, online solution, they are out of the office and on-site to keep all projects organized and flowing.

ustin Monk, project manager, Just Building Group“Back in the day, I’d have sheets of paper everywhere, especially for ordering and changes,” says the company’s Project Manager Justin Monk, a registered builder and carpenter with 30-plus years of construction experience. “Now, nothing gets changed and missed from job to job.”

Buildxact has drastically reduced the time it takes to build estimates and get bids out the door from weeks to just days.

“That often makes the difference when closing a new customer,” says Griffin. “In this environment, time is of the essence. The quicker we can get a quote out to a client, the less cold they go.”

The team knows a quick response is essential for a superior customer experience that helps them stand out from the competition and win more work.

Photo of Steve Griffin, estimator for Just Building Group“If you get a customer waiting too long, they go cold and standoffish,” says Griffin. “You have got to try and bid ‘em when they are still excited. It’s a personal endeavor for them, so you have to keep that endeavor upbeat.”

The team’s key to getting accurate bids out the door quickly is using Buildxact’s digital takeoff tool to replace time-consuming material takeoffs done with pencil and paper.

“With a click of a computer mouse, square meter measurements can be worked out for multiple tasks, like plastering, insulation and painting,” says Griffin. “I don’t have to keep going back and doing that same calculation. It’s really good and easy.”

Just Building Group team members say they have found Buildxact’s construction estimating software easy to learn and easy to use.

With Buildxact’s takeoff tool, contractor labour and overhead costs for things like equipment rentals, can easily be added to ensure complete estimates that protect the company’s profits.

“The ease of using this program allows us to set goals and achieve those goals in a timely manner, so I can go home and be with the family,” says Griffin.

Buildxact’s job management, accounting integration and cost-tracking features also allow for seamless communication between the company’s clients, office staff and those on the building site.

Nicky Monk, operations manager, Just Building GroupNicky Monk, Operations Manager for Just Building Group, says she quickly works out variations and other customer changes among the clients, suppliers and trades working a home project.

“It takes us out on-site more, rather than being stuck in the office doing mundane things,” she says. “The tradies can be out on the site discussing build tasks, rather than going over notes a hundred times.”

“With Buildxact, approving estimates and variations is made easier,” says Griffin. “The team can upload photos and other visual aids to the online Client Portal, which shows the customer exactly what they are buying and the related costs.

“When they see the level of detail of what they are getting, it blows their mind,” he says. “They rarely come back with questions. I’ve never seen any other program do it — we love it.”

Ready to try Buildxact for yourself?
Schedule a no-obligation one-on-one demonstration.
Or, if you’re ready to dive in, start a 14-day risk-free trial today.

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]]> https://www.buildxact.com/au/case-study/just-building-group/feed/ 0 Break through customer renovation fears  https://www.buildxact.com/au/blog/renovation-fears/ https://www.buildxact.com/au/blog/renovation-fears/#respond Sun, 13 Nov 2022 21:00:00 +0000 https://www.buildxact.com/au/?p=10085  Listen as award-winning architect and builder David Pollard offers ways to reframe the negative thoughts customers can have about renovation Listen as award-winning architect and builder David Pollard offers ways to reframe the negative thoughts customers can have about remodeling..

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Movies and television shows poke fun at renovation projects gone wrong, but when your business is on the line, it’s no laughing matter. 

In this video, award-winning architect and builder David Pollard offers ways to reframe the negative thoughts customers can have about renovating. By better understanding your market and your customer needs, you can manage your customers’ expectations and face down these common renovation stigmas: 

  1. The project will cost more than expected 
  1. The project will take longer than expected 
  1. Emotions get in the way of smart decisions 
  1. The renovation cost is out of line with the property’s value 
  1. The renovation cost is unfairly priced 
  1. My renovation project will just make me miserable 

Renovators like you can combat each of these by clearly communicating your project’s purpose, scope, pricing and scheduling. 

To learn more about how you can use software to quickly create project estimates and schedules, why not book a demo with a friendly Buildxact team member? Imagine how much easier your customer conversations will be when you have all the material pricing and labor clearly listed.

For more details, check out Buildxact pricing, or begin working right away with a 14-day trial that is free to use.

https://youtu.be/3Ysweei5XSU

David Pollard is co-founder of LivCo, a U.S. renovation company based in Illinois that has won multiple industry awards and recognitions since its founding in 2012. 

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