Blueprint Hub (Private) · BuilderBuddi

Business operations

Weekly Operator Rhythm

Run a consistent Monday–Wednesday–Friday control loop that keeps jobs, cash, and follow-up visible without adding overhead.

How to use Blueprint week by week Day-one systems that scale

1

Monday: Invoice and cash review

Field action: List every outstanding invoice. Identify anything past due. Apply Stage 1 follow-up to anything 1–3 days overdue.

BuilderBuddi: Open Invoices, filter by unpaid. Note due dates.

Client line: "Hi [name], just following up on invoice #[X] — let me know if you need anything from my end."

2

Monday: Job status scan

Field action: Check every active job status. Update anything that has progressed. Flag any completed jobs without an invoice.

BuilderBuddi: Open Jobs, scan status column. Invoice any completed-without-invoice jobs immediately.

3

Wednesday: Quote follow-up

Field action: Identify quotes sent 3+ days ago with no response. Send a one-line follow-up for each.

BuilderBuddi: Open Quotes, filter by pending status. Note send dates.

Client line: "Just checking this arrived — happy to answer any questions before you decide."

4

Friday: New enquiry and pipeline check

Field action: Confirm all new enquiries from the week are entered in BuilderBuddi. Review pipeline for any gaps in upcoming work.

BuilderBuddi: Check all new client and job records are created. Review job board for next 2 weeks.

Job financial flow

Quote to Invoice Operating Loop

Run every job from first scope note to final payment using one connected workflow with no orphaned records.

How to price work properly Deposits that protect your cash flow

1

Enquiry: Create client and job record

Field action: At first contact, create the client record and an initial job record linked to them.

BuilderBuddi: Open Clients > New. Then open Jobs > New, link to the new client.

Evidence: Client contact details, nature of enquiry, source of lead.

2

Site visit: Take structured notes

Field action: Record scope, measurements, access conditions, and any client instructions on site.

BuilderBuddi: Add a job note with scope details. Note anything that differs from the verbal brief.

Evidence: Photos of site conditions, any existing damage, scope boundaries.

3

Quote: Build from template within 24 hours

Field action: Apply your standard template, adjust scope and pricing, include exclusions, add deposit terms.

BuilderBuddi: Open Quotes > New from Job. Use saved template. Send directly from BuilderBuddi.

Client line: Cover note: "Please find attached our quote for [scope]. Happy to walk through any questions — deposit terms are noted on page 2."

4

Acceptance: Issue deposit invoice immediately

Field action: When client accepts, issue the deposit invoice before ordering materials or booking time.

BuilderBuddi: Create deposit invoice from job record. Send from BuilderBuddi.

Client line: "Thanks for confirming — deposit invoice attached. Once this clears we will lock in the start date."

5

Completion: Invoice and close on the day

Field action: Walk through completed work with client. Issue final invoice before leaving.

BuilderBuddi: Mark job complete. Create final invoice from job record. Send from phone on site.

Client line: "Invoice attached — thanks again for trusting us with this. [Google review link] if you have a moment."

On-site delivery

Site Capture and Job Clarity Playbook

Convert every site visit into a structured job record with linked notes, clear scope, and a next action.

Site notes and job planning Handling changes and surprises

1

Arrival: Record existing conditions

Field action: Before starting work, document site conditions as they exist. Note any existing damage, access limitations, or conditions that differ from the quote.

BuilderBuddi: Add a pre-start note to the job record with date/time and conditions observed.

Evidence: Photos of existing damage, access conditions, anything not in scope.

2

Confirm scope with the client on arrival

Field action: Walk the scope with the client on day one. Confirm what is included, what is not, and what decisions they still need to make.

BuilderBuddi: Add a note to the job confirming scope was reviewed with client on site.

Client line: "Before we start — just want to walk through what we are doing and confirm there are no changes since the quote."

3

Document any variation immediately

Field action: If scope changes are requested, pause and assess before agreeing. Write the variation and agreed price before starting the additional work.

BuilderBuddi: Add a variation note to the job record before proceeding. Note the agreed price and date.

Client line: "Happy to add that — it will be an additional [amount]. If that works, I will update the job and we can go ahead."

4

End of day: Log progress and next actions

Field action: Spend 2 minutes noting what was completed today, what is outstanding, and what is needed for tomorrow.

BuilderBuddi: Add an end-of-day note to the job record. Update job status if a milestone was reached.

Client relationship

Client Communication Playbook

Standardise every client touchpoint from enquiry to closeout so your communication is always professional and consistent.

Basic lead handling that wins jobs Managing client expectations on site

1

Enquiry: Acknowledge within 2 hours

Field action: Send a brief acknowledgement confirming receipt. Ask the three qualifying questions before committing to a site visit.

BuilderBuddi: Create client and job record at first contact.

Client line: "Thanks for reaching out — I have received your enquiry. A few quick questions before I confirm a site visit: [scope / timing / location]."

2

Pre-start: Briefing before day one

Field action: On day one, spend 10 minutes explaining the job phases, what to expect visually, when you will update them, and what decisions they need to make.

BuilderBuddi: Add start-of-job note confirming briefing was delivered.

Client line: "Before we kick off — here is what to expect over the next [X] days, and the one decision you will need to make by [date]."

3

During: Proactive update every 2 days

Field action: For multi-day jobs, send a brief update every 2 days. What was done, what is next, any changes.

BuilderBuddi: Log update in job notes with date.

Client line: "Day 3 update: [what was done]. [What is next]. Still tracking for [completion date]."

4

Completion: Walk-through and review request

Field action: Walk completed work with client. Note any items for follow-up. Ask for a Google review directly.

BuilderBuddi: Mark job complete. Send invoice immediately. Log review request in client record.

Client line: "If you are happy with the work, it would mean a lot if you could leave us a review — here is the direct link: [link]."

Cash flow

Cash Collection Playbook

Run a deposit-to-final-payment collection system that reduces chasing and keeps cash flow visible every week.

Deposits that protect your cash flow Progress payments on larger jobs

1

Quote acceptance: Deposit invoice same day

Field action: Issue the deposit invoice the same day the client accepts the quote. Do not order materials or book time until it clears.

BuilderBuddi: Create deposit invoice from job record. Send immediately.

Client line: "Deposit invoice attached — once this clears we will confirm the start date and order materials."

2

Milestone reached: Progress invoice same day

Field action: For jobs over 3 weeks, issue a progress invoice the day a milestone is reached.

BuilderBuddi: Create progress invoice from job record on milestone day. Send immediately.

Evidence: Photo or note confirming the milestone is complete — protects against "not done yet" arguments.

3

Completion: Final invoice before leaving site

Field action: After the completion walk-through, issue the final invoice from your phone before leaving.

BuilderBuddi: Mark job complete. Create final invoice. Send from phone on site.

4

Day 3 after due date: Stage 1 follow-up

Field action: If unpaid 3 days after due date, send the friendly reminder.

BuilderBuddi: Check invoice status in BuilderBuddi. Log follow-up in job notes.

Client line: "Hi [name], just following up on invoice #[X] for $[amount] due [date]. Let me know if you need anything."

5

Day 10: Stage 2 firm follow-up

Field action: If still unpaid, send the firm follow-up with a specific payment deadline.

BuilderBuddi: Log Stage 2 message in job notes with date.

Client line: "Invoice #[X] is now [X] days overdue. Could you confirm a payment date by [specific date]?"

Scaling with subbies

Subcontractor Control Playbook

Vet, onboard, and manage subcontractors with clear controls so quality and margin are protected when work is delegated.

When to subcontract and when to decline Protecting your margin on subcontracted work

1

Pre-commitment: Apply the three-condition check

Field action: Before agreeing to subcontract any work, confirm: margin is adequate after full subcontractor cost + contingency, you have management capacity to supervise, subcontractor quality is verified.

BuilderBuddi: Log the three-condition assessment in the job notes before committing.

Evidence: Subcontractor quote in writing. Prior work references or samples.

2

Quoting: Add contingency and management time

Field action: Add 15% to the subcontractor quote. Add your estimated management hours at your standard rate. Include both in your client price.

BuilderBuddi: Create line items in the job record for subcontractor cost (with contingency) and your management hours.

3

Onboarding: Get licence, insurance, and written agreement

Field action: Before first day on site, confirm the subcontractor has current insurance and relevant licence. Agree scope, rate, and variation terms in writing.

BuilderBuddi: Create a supplier record in BuilderBuddi for the subcontractor. Note licence and insurance expiry.

Evidence: Certificate of currency. Written scope and rate agreement.

4

During delivery: Quality check at milestones

Field action: Visit the site at each defined milestone to quality-check the subcontractor's work before it is covered or proceeded past.

BuilderBuddi: Log milestone quality checks in job notes with date.

Evidence: Photos of completed milestone work before it is covered.

5

Cost tracking: Log actual subcontractor costs as incurred

Field action: As invoices arrive, log actual costs against the estimate. If running over, investigate immediately.

BuilderBuddi: Record actual subcontractor invoices in the job record. Compare to estimated cost.