RBPMS
Project Management

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Using your RBPMS account

Company dashboard

Projects

Every active project and open tender at a glance. Click a project to open it. Set up or edit projects under Settings › Projects; tenders under Tenders.

Project Contacts

Everyone on this project. Details are shared with the company directory (Settings > Contacts): change someone's phone or email here and it's updated everywhere.

Dashboard

Contracts Administration

Budget from Project budget · Revised = budget + allocated approved variations · Cost to date = approved/paid claims · Forecast = contract sum once let, else revised budget.

Document register

Drop drawings here or PDFs, images or any document · a multi-page PDF becomes one row per page

Older revisions that have been replaced by a newer upload (or marked superseded by hand). Still open them any time, or click a row to mark one current again.

    Each column is an issue: the Tender Set, the Contract Set, then every date a transmittal went out, showing the revision sent. Status compares the current issue with the Contract Set. Flag a transmittal as the Tender Set or Contract Set when you create it.

    A formal record of which drawings were issued to whom and when — the client (including the contract document schedule), trades at RFQ and during construction, and consultants.

      Tasks

      Site management

        Correspondence

        Correspondence

        Clients

        Client & head contract

        Client

        Contract & land

        Insurances

        HOWI — Home Owners Warranty

        Public liability

        Head contract documents

        + Upload document

        Contract document schedule

        A transmittal to the client listing the drawings and documents that form part of the contract — print it to attach to the building contract for both parties to sign, with the drawings as one PDF.

            Payment schedule

            The contract's fixed stages from the signed agreement. Each stage's $ amount follows the contract price (Client & contract tab). Claims below can be linked to a stage.

            StageDescriptionPercentAmount

            + Add stage

            Progress claims

            + Add progress claim

            Pick a stage and its description and amount (incl. GST, from the contract price) fill in.

              Approved variations add to the contract value (ex GST, with margin); each pricing line's cost adds to its cost code's Revised Budget, and the margin to the code set in Project defaults.

              Correspondence types

              The types offered when you create correspondence on any project (e.g. RFI, Notice of Delay, Site Instruction, Variation). Each type has an abbreviation used in its references, email subjects and printouts (Site Instruction → SI 1, SI 2…) — leave it blank to have one worked out from the name. Each type numbers its own entries. Removing a type doesn't change correspondence already logged with it. Saved straight away.

                Company details

                Your logo and company details — used on the app header, in emails, and on the subcontract agreement/PO page.

                No logo yet

                PNG, JPG or SVG, up to 5 MB — or drag and drop onto the box.

                Shown behind your company name on the sign-in page. A wide (landscape) photo works best — JPG, PNG or WebP, up to 15 MB. Saved as soon as you choose it.

                The admin PIN is needed to unlock a project once it's been locked (see Settings > Projects) — leave it blank and any admin can unlock a project without a PIN.

                Directors

                Company directors — kept on file for licensing and compliance paperwork.

                Directors (optional)

                Staff

                Office and site staff you'd like on file.

                Staff (optional)

                Other companies

                Run more than one company? Add each one here. Every project is assigned to a company (under Settings > Projects), and its emails, agreements/POs and transmittals use that company's name, ABN, address and logo. The company above is the main one — projects use it unless you pick another. Cost codes, contacts and users are shared.

                  AI assist

                  Anthropic Claude — drafts emails, scopes and diary entries, suggests cost codes and summarises projects.

                  Adding an Anthropic API key turns on the ✨ AI buttons around the app: drafting emails, scopes of works and correspondence, filling in the site diary from quick notes, suggesting cost codes, and a plain-English project summary on the Dashboard. Each button sends only the details of that one item to Anthropic, and only when you click it; nothing is sent in the background. Get a key at console.anthropic.com. Leave this blank and every AI button stays hidden.

                  Sending email

                  One company mailbox for all correspondence — no per-person setup.

                  Send correspondence (RFIs, EOTs, notices, instructions…) straight from the app — nobody has to connect their own Outlook. Each email comes from one company mailbox as "Your Name (Your Company)", with the letter in the email and attached as a PDF. Replies come back into the app, are filed on the entry and passed on to everyone on it.

                  Xero (optional)

                  Raise each progress claim's tax invoice in Xero straight from Clients › Progress payments, and see when it's been paid.

                  Checking…

                  Set-up (once): at developer.xero.com › My Apps click New app, choose Mobile or desktop app (or Web app, then enter its client secret above), and paste this as its redirect URI: Then copy its Client ID here, Save, and click Connect to Xero. Invoices use the organisation's own branding theme in Xero — logo, payment terms, bank details and the Security of Payment Act note.

                  Outlook (optional)

                  Send correspondence from each person's own Microsoft 365 mailbox, and back up to OneDrive.

                  Not needed to send correspondence — use Sending email above instead, which needs no per-person setup. This older option lets correspondence be sent from each person's own Outlook/Microsoft 365 mailbox, signed with their name and the project's company, and lets the app check for replies. An admin sets up the Azure app registration once and enters its Client ID here (see HOW TO RUN.txt); then each person clicks Connect to Outlook below to link their own mailbox (it also lets an admin save backups to their OneDrive — Settings › Backup). Leave the Client ID blank and this stays off.

                  Not connected.

                  Projects

                  Set up each job here — project number, name, site address, team and client. Click a heading to sort, like a spreadsheet; click a project to edit it, or lock it once its details are finalised.

                  Scope templates

                  Save your standard scope-of-works wording per trade, so issuing a trade for pricing can start from it instead of retyping it each time. Click one below to edit or delete it.

                    People

                    Every director and staff member from Company details appears here automatically. Set up a login for anyone who needs one, and allocate projects to staff — staff only see the projects allocated to them (a project is allocated when they're on its team). Directors and admins see every project. Only directors allocate.

                    Logins

                    Everyone who can log in to this install — directors and admins manage these. Admins see every project and handle core records such as cost codes; staff see only the projects allocated to them (see People above). A login is matched to a person on Company details by its email.

                    Date format

                    How dates are shown throughout the app — this applies for everyone using this install. Options populated from DATE_FORMATS in app.js.

                    Modules & tabs

                    Turn modules and their tabs on or off, and set the order they appear in — this applies for everyone using this install, not just you. At least one module, and at least one tab inside any module that's switched on, has to stay on.

                    Preview Open in new tab

                    Issue a trade for pricing

                    Contractors to invite

                    Add procurement line

                    Program dates
                    Commercial

                    Milestone checklist

                    Subcontract management

                      Head contract variations are managed under Client management > Head contract management > Head contract variation — they apply to the client's contract, not this subcontract.

                        Edit diary entry

                        New transmittal

                        Issued to
                        Issued by
                        Drawings to include (from the Current document register)

                        Receipt acknowledged

                        Edit drawing

                        Issued

                        Other revisions

                          Open file ↗

                          Edit scope template

                          Edit user

                          Add company

                          Add contact

                          Name, phone and email are saved to the company directory (Settings > Contacts) too, so every project sees the change.

                          Edit project

                          Project team
                          Client(s)

                          Shown under this project's Clients page and editable here while the project is unlocked. Add more than one for joint owners. An email on file also adds / updates this person under Settings › Contacts.

                          Contract & land particulars

                          The core figures from the signed contract's "Particulars of Contract" schedule — shown read-only under Client management > Head contract.

                          The land

                          Contract price

                          HOWI — Home Owners Warranty Insurance

                          Public liability

                          Edit progress payment claim

                          Xero invoice
                          Variation order

                          Variation order

                          Total incl GST$0.00

                          1Detail

                          The heading printed on the variation order.

                          2References

                          Link the RFI, site instruction or extension of time this variation came from, straight from the Correspondence register — their numbers print on the form. Type anything else in the box beside it.
                          RFI No.
                          SI No.
                          EOT / NOD No.
                          VO No.

                          3Pricing

                          Add a heading (ADDITION, OMISSION, UNIT 1…) and the priced lines under it. Use a negative quantity for an omission (e.g. −98 m2).
                          ItemDescriptionCost codeQuantityUnitRateAmount
                          Sub-total
                          $0.00
                          Add %
                          $0.00
                          Total ex GST (adds to the contract value)
                          $0.00
                          GST (10%)
                          $0.00
                          Total this variation (incl GST)
                          $0.00

                          4Default cost code

                          Each pricing line's cost goes to its own cost code (Pricing, above); lines left on "Default code" use this one. The builder's margin goes to the code set under Settings › Project defaults. Once approved, each amount adds to its code's Revised Budget.

                          5Note & time

                          Both are printed on the form.

                          6Attachments

                          Quotes, sketches, photos — listed on the printed form.

                            7Status, print & invoice

                            Pending until the client signs it. Approved adds it to the contract value (and the cost code's Revised Budget).

                            Xero invoice

                            Email draft

                            To:

                            Subject: