Complete Features Overview

Everything you need to run a professional building company, in one system with an AI assistant who knows it. From the first enquiry to the final statement, the office, the site and the customer working from the same records.

Daiv - the AI Assistant Who Knows Your Business

✓Me & Daiv - Your own space to talk to the assistant, on the phone or in the web app, typed or spoken. Ask who's on site tomorrow, what's outstanding on a job, what a project has made and spent, or what the client said about the tiles
✓Answers From Your Live Records - The diary, the planner, every project's money and variations, the build schedule, the cashflow forecast, the CIS and VAT position, drawings, health and safety documents, notes, lists, forms and chat history: every project, past and present
✓Does the Legwork - Builds and organises lists from a message or a photo of a handwritten list, remembers what you tell him, offers the right form at the right moment and writes the health and safety paperwork for the job
✓Quote With Daiv (beta) - Describe the job and Daiv reads the drawings, asks the questions an estimator would ask and builds the quote live while you watch and correct him
✓Import a Quote From PDF - Bring a quotation written in other software in from its PDF and Daiv proposes the RunSitePro structure, carrying the costs and the customer wording across
✓Only Sees What You Can See - Every answer respects the permissions of the person asking: a subcontractor gets a subcontractor's answer, a customer a customer's
✓@daiv in Any Chat - Bring him into a project chat to answer a question or put something on a list
✓AI Allowance Included - Every plan includes a monthly AI allowance; most companies never go past it

Quoting & Pricing

✓Quotes Built From a Conversation (beta) - Tell Daiv about the job and the quote is built with you, section by section, from the drawings and the takeoffs. We price our own jobs with it now, and it's being built to learn from your own past jobs: what they cost and what they made
✓Multiple Quote Sections - Price an extension, a loft conversion and a bathroom in one quote, broken into sections and build phases your client can follow
✓Optional Items - Offer extras the customer can take or leave, priced and shown separately
✓Profit Markup Control - Set the profit markup on the quote and it cascades to every section, build phase and task; set a different markup on one section or phase and it cascades to that branch only. The customer only ever sees the price, never the markup
✓Quote Notes - Detailed notes with conditional visibility, so the right caveats appear on the right jobs
✓Professional PDF Quotes - On your own letterhead, with your colours and wording
✓Online Acceptance - Send a link and the customer reads the quotation, asks questions on it and accepts without logging in; the office is told the moment they do
✓Quote Revisions - Revise a quote in minutes, keep every version, and convert the accepted quote straight into the contract, the build schedule and the invoices
✓Import From PDF - Move old jobs or repeat jobs in from quotes made in other software

Drawings & Digital Takeoff

✓Drawing Upload - The architect's PDFs and image drawings, as many per project as you need, with revisions kept in order
✓Takeoff on Screen - Set the scale, then measure lengths, areas, counts and angles directly on the drawing
✓Measurements Flow Into the Quote - What you measure goes straight into the pricing, so the price follows the drawing rather than memory
✓Daiv Reads the Drawings - The assistant reads the plans and the takeoffs when he builds a quote or the health and safety documents
✓Drawings on Every Phone - Current revisions in the app for staff and subcontractors, and in a read-only Drawings folder on the office computer through FileSync
✓Annotation Tools - Add notes, dimensions and markings to drawings

Customers, Projects & Enquiries

✓Customer Database - Every customer with full contact details, kept in step with Xero both ways, with UK postcode lookup for addresses
✓Projects - Unlimited projects, each with its own site address, drawings, quote, schedule, contract, variations, invoices, statement, files, forms and health and safety documents
✓Project Statuses That Move Themselves - Ten statuses from enquiry to complete that advance on their own as the quote is accepted, the contract signed and the work starts; add your own statuses if you want them
✓Enquiry Links - A link or QR code for your website, van or business card that brings new enquiries straight into RunSitePro, with your own questions and photo requests; text a link to a prospect from the phone and they get a confirmation text when it lands
✓Communications Log - Email and text customers from inside the app with your templates, and see every message that went out against the customer
✓Notes on Records - A notes card on every customer, supplier, project and vehicle, which Daiv can read and add to
✓Kanban Board - Every live project as a card, dragged between stages
✓Customer Dashboard & Heat Map - Your customers and their projects at a glance, with a map of where the work is

Contracts, E-Signatures & Variations

✓Contracts From Templates - Built from your contract template, filled from the customer and the accepted quote, with the payment schedule carried across
✓Contract Template Editor - Your agreed terms and cover letters, written once as numbered sections with placeholders that fill from each job
✓E-Signature - Sent by email, link or text; the customer reads, comments and signs from any device without logging in, then the contract locks with a signed PDF on file
✓Variations With a Signed Yes - Price the change, put it to the customer for approval on their phone, then drop it onto the next invoice. No arguments later
✓Customer Comments - Questions typed on a shared quotation, contract or variation reach the office with an email, and the answers go back on the same page
✓Who Gets Told - Choose who in the office is emailed when a customer comments, accepts or signs

Build Schedule & Company Planner

✓Visual Gantt Chart - Every build phase and task on an interactive timeline, generated from the quote
✓Drag-and-Drop Scheduling - Move tasks, or whole phases together, and child tasks follow
✓Working Days - Weekends and holidays excluded automatically
✓The Schedule Drives the Cashflow - The programme holds the job's expected spend week by week, so moving the programme moves the forecast
✓Invoices on the Programme - Stage invoices sit on the schedule as milestones, so you can see when the money is due against the work
✓Multiple Views - Weekly, monthly, quarterly, half-yearly and annual, with PDF export
✓Company Planner - The whole company on one timeline: every manager's projects and office tasks above, every person's site days below, kept up to date as projects change
✓Live Boards - Wall-monitor views of the live map, the Kanban board and the planner for the office screen

Invoicing, Cashflow & Profitability

✓Sales Invoices - Booking fee, stage payments, variations and the final balance, each on your letterhead, sent to Xero and coming back with their payments
✓Customer Statements - A one-page picture of where a customer stands: contract sum plus agreed extras, what's paid, what's invoiced and unpaid, what's still to come
✓Project Cost Tracking - Live income and spend per job from Xero and the diary, against what is still to come, so you know whether a job is making money while you can still do something about it
✓Project Forecast - The money still to come in and go out on one job, week by week, with a sandbox for what-if
✓Company Cashflow Forecast - What actually came in and went out, and what is expected to, week by week or month by month across every project, so a tight week shows up before it arrives
✓Tax Payments Forecast - Estimated VAT, corporation tax, self assessment and CIS payments placed in the cashflow, so the tax bills never surprise you
✓Purchase Invoices - Supplier and subcontractor bills pulled in from Xero and matched to the right job, cost centre and build phase
✓CIS, VAT and Reverse Charge - Built in, including CIS deductions on subcontractor bills
✓Xero Integration - Contacts both ways, invoices out, payments, bills, bank transactions and balances back; tax rate mapping, tracking categories and build phase to account mapping

Workforce, Diary & Site Check-in

✓Workforce Records - Pay and hours for every person you put on site, staff and subcontractors alike, which the diary uses to cost every day's work
✓Workforce Diary - The day-by-day grid of who is on which job; the cost of every day (rate, overtime, CIS, VAT, pay date) is written the moment you book it
✓Site Check-in - Staff and subcontractors check in when they arrive and out when they leave, from the app; material runs and moving between jobs are one tap
✓Attendance - Who is on which site right now, where the plan and the facts disagree, and the attendance record for any range with an export
✓Live Map - Every live job and van on one map, in the office and on an admin's phone
✓Time Off - Holiday and sickness requested on the phone, approved in two taps, the diary blocked and the pay consequences settled automatically
✓Timesheets - A week's attendance signed off by the office, with the record kept
✓Subcontractor Self-Invoicing - A subbie raises his own invoice from his check-in days on his phone; it lands with the office as a purchase invoice with the evidence attached, and goes to Xero as a draft bill once checked
✓Agreed Terms Per Site - Each subcontractor's day rate and hours for a job shown to them at their first check-in, with the small print to read and sign

Health & Safety and the Accident Book

✓RAMS and Pre-Construction Information - The CDM paperwork for every project, written from what the project already knows: the customer, the site, the drawings, the build schedule and your company standard
✓Daiv Drafts It - The assistant writes the risk assessments, method statements and PCI for the job in hand, marks anything he can't know as to confirm, and asks you only what nobody has told him
✓Issue, Revise, Lock - A revision is checked by a competent person, issued as a PDF, filed under the project and locked; the next change is the next revision
✓Reaches Everyone on the Project - Emailed by role, shared by link for people without the app, and shown in the app to everyone on the project, with the signature asked at their first check-in on site
✓Document Control Register - Who should have each document, how it reached them and whether they've signed, live in the office and printed on the document
✓Daiv on Site - A worker asks how to do a task safely and gets the answer from the issued RAMS for the site they're checked in at
✓F10 Notifiability - The figures worked out from the schedule and the planner so the office can decide whether to notify the HSE
✓Accident Book - Accidents, injuries, near misses and dangerous occurrences recorded on the day from the phone or the office, reviewed with the RIDDOR decision, confidential by design

Custom Forms

✓Design Your Own Forms - Checklists, permits, inspections, commissioning records, surveys and sign-offs, built in Settings with the questions you want
✓Filled In on Site - On the phone with photos, video and signatures, kept as you type and sent when there's signal
✓A Numbered PDF Every Time - Each completed form files under the project and can go to the customer by email
✓Asked at the Right Moment - The office asks for a form, or the system asks by itself when a job reaches the stage you set, and Daiv offers one when the conversation calls for it
✓Vehicle Forms - Daily walk-round checks and defect reports against the vehicle, not the job
✓Lists - Snag, to-do and materials lists shared in the chat where the work is, assigned by name and ticked off as they're done

The RunSitePro App - Run the Site From Your Pocket

✓One App, Three Audiences - For your staff, your subcontractors and your customers, each with their own permission-controlled view, wearing your logo and colours
✓Site Check-in - Check in and out of site, material runs, time off and the day's timer, from the Diary tab
✓Workforce Diary & Planner - Who's working where day by day; add appointments and allocations and approve time off from the phone
✓Project Chats - A Site Chat and a Client Chat for every project, started with a tap, with read receipts, search, photos and files, and the conversation attached to the job
✓Daiv in Your Pocket - Me & Daiv, typed or spoken, with the same answers the office gets
✓Timestamped Site Photos - One tap away everywhere; photos file themselves to the right project and reach the office through FileSync
✓Drawings, Programme & Documents - Current drawings, the zoomable schedule, quotes, contracts, variations, forms and health and safety documents on site, with money visible to administrators only
✓Customer Access - Clients see their quotes, signed contract, invoices, statements, build programme and shared photos, approve variations and sign documents from their phone
✓Accident Book & Forms - Record an accident or fill in a form on the spot, offline if need be
✓Offline First - Opens without signal, queues messages, photos, forms and changes, and syncs when coverage returns
✓Coming for Subcontractors - A free RunSitePro app of their own, for their quotes, CIS invoices, customers and diary (not available yet)

Learn more about the RunSitePro app for iPhone and Android

RunSitePro FileSync - Your Files on Every Desktop

✓Desktop File Sync for Mac & Windows - Your company's entire file system appears in Finder and File Explorer like OneDrive or Dropbox, organised by customer and project automatically
✓Every Document Files Itself - Quotes, contracts, invoices, variations, statements, forms and health and safety documents land in the project's folder as PDFs the moment they're made
✓Site Photos Sync Themselves - Photos taken on site with the app appear on office computers moments later, already in the right project folder
✓Files On Demand - See every company file without filling your hard drive; files only download when you open them
✓Two-Way Sync - Files you add, rename or edit on the desktop reach the whole team and the Files tab within a minute
✓Drawings at Hand - A read-only Drawings area inside every project folder, always at the current revision
✓Permission-Aware - Each team member sees exactly the files their RunSitePro permissions allow
✓Built for Site Internet - Big uploads resume where they left off, offline changes queue, and simultaneous edits create clearly named conflict copies
✓Signed & Self-Updating - Notarised Mac app and digitally signed Windows installer, with automatic updates

Learn more about FileSync & download for Mac and Windows

Fleet & Vehicle Management

✓Vehicle Database - Every vehicle in the fleet, with its usual driver picked from the workforce
✓DVLA Integration - Make, model, colour, engine, fuel type, tax status and due date, MOT status and expiry, CO₂ and first registration, filled in automatically
✓Reminders - Tax, MOT and service due dates, with per-user reminder preferences for each vehicle
✓GPS Tracking - Plug-in trackers with live locations on the map, movement history and route playback, speed and heading, online and offline status
✓On the Live Map - Vans alongside the live jobs, in the office and on an admin's phone
✓Vehicle Forms - Daily walk-round checks and defect reports from the phone, filed against the vehicle
✓Tracker Hardware - Buy trackers inside RunSitePro at £60 each, with tracking at £9 per vehicle per month and no contract

Suppliers

✓Supplier Database - Records of every supplier and subcontractor, kept in step with Xero
✓Purchase Invoices - Every bill from Xero shown against its supplier, with the cost centre and build phase on each line so the money lands on the right job
✓Supplier Dashboard & Heat Map - Activity, outstanding payments and where your suppliers are
✓Notes & Recent - A notes card on every supplier and a Recent row to get back to the ones you use most

Security & Permissions

✓Role-Based Access - Administrators see everything, including the money; staff see what they need; subcontractors and customers see only their own slice
✓Per-Person Permissions Everywhere - The web app, the phone app, FileSync and Daiv all apply the same rules
✓Secure Sign-In - Email and password for the office, phone number for the workforce, with secure invitations for new users
✓Encrypted Data - Encrypted connections and encrypted storage, on enterprise-grade cloud infrastructure
✓Privacy by Design - Check-in only records whether a phone is on one of the company's sites, never where it went; the accident book is confidential
✓DVLA Terms - Compliant with UK DVLA data usage requirements; DVLA data is optional

Integrations

✓Xero Accounting - Full two-way synchronisation
✓UK DVLA - Automatic vehicle data
✓GPS Trackers - Live vehicle tracking inside RunSitePro
✓Email & SMS - Templated emails and texts to customers and the workforce, from your own sender name
✓UK Postcode Lookup - Address completion everywhere an address is typed
✓Stripe - Secure subscription billing

Branding, Settings & Experience

✓Letterhead & Document Designer - Draw your own header and footer, upload your logo and pick your brand colours; every quote, contract, invoice, statement and variation sheet carries them
✓Email & Text Templates - Your wording for every message the system sends, with the defaults to fall back on
✓Split-Panel Workspace - A sidebar for finding things and a main work area, with Smart Search across customers, projects, vehicles and suppliers
✓Real-Time Updates - Changes appear for every user as they happen, so the office works together
✓Every Button Explained - Plain-words tooltips on every control, and a message after every action saying what happened
✓Works Anywhere - Desktop, laptop and tablet for the office; the app for phones; adjustable timezone and currency, built for UK construction
✓Regular Updates - Continuous improvements driven by the builders using it

Ready to Transform Your Business?

We'll onboard waitlist builders in small groups from December 2026. Join the waitlist and you'll hear from Andy directly, with a date, before we open more widely.

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