Documentation
How to run a job on BuildFlow
Guides for getting started, notes on how each part works, the practical detail of connecting BuildFlow to your other systems, and a whole job walked through record by record.
21 pages
GuidesGetting startedFrom signing up to a live job with the programme laid out — about twenty minutes, most of it deciding on a template.ReadGuidesEnquiries and site visitsTaking an enquiry in thirty seconds, booking the look at the job, and the one question about lost work that tells you whether you are too expensive or too slow.ReadGuidesQuoting and estimatingPricing a job up from what it costs you, the difference between margin and markup that quietly costs builders thousands, and what happens when somebody says yes.ReadGuidesSubcontractors, CIS and job costsThe deduction that comes off labour and not the invoice, tax months that run 6th to 5th, the statement every subcontractor is owed, and what a job actually cost against what you priced it at.ReadGuidesRunning the programmeStages, tasks, milestones and the site diary — how a job moves through BuildFlow week to week.ReadGuidesContracts and paymentsThe contract sum, the scope of works and a payment schedule that looks after itself — plus what the client sees, and why they see it.ReadGuidesChanges and variationsPricing a change while everyone still remembers the conversation, getting a decision that holds up, and what happens to the contract sum.ReadGuidesChoices and decisionsGetting tiles, sanitaryware and door furniture decided before they hold the job up — and having a record of it when they didn't.ReadGuidesInvoicing and VATRaising a numbered VAT invoice from what the job already says is owed, the two dates that matter, credit notes, and the export your accountant wants.ReadGuidesBringing a client onto a jobQR joining, what the client sees, what they never see, and how to set the expectations that stop the Saturday phone call.ReadGuidesCDM, RAMS and site safetyThe construction phase plan, risk assessments, toolbox talks and who signed what — plus the F10 test, RIDDOR, and the decisions BuildFlow deliberately leaves to you.ReadGuidesSnagging and handoverThe snag lifecycle from client report to confirmation, and what goes into the digital handover pack.ReadGuidesCompletion, defects and aftercarePractical completion and what it sets off, the difference between a snag and a defect, retention released in two halves, and how long you are actually liable — which is not the defects period.ReadHow it worksTeam, roles and who sees whatThe five roles, what each can do, and how access is enforced at the database rather than in the interface.ReadHow it worksUsing FlowAI wellWhat the assistant can see, what it can change, how the confirmation step works, and what stops it running up a bill.ReadHow it worksPlans and limitsHow projects, clients and team seats are counted, what happens at a limit, how monthly and yearly billing work, and what changing plan does and does not do.ReadIntegrations & APIIntegrations: what's possible todayAn honest map of how BuildFlow connects to other systems right now, what is not built yet, and which route to take for your case.ReadIntegrations & APIAPI accessReading and writing BuildFlow data over HTTP: keys, authentication, the tables you will use, filtering, and the traps worth knowing about.ReadIntegrations & APIConnecting a CRMPatterns for HubSpot, Pipedrive, Salesforce and Zoho — won deal in, project status back out — plus accounting, calendars and automation platforms.ReadIntegrations & APIWhatsApp: what it would takeSending assignments and messages to WhatsApp and getting replies back — what Meta allows, what it costs, and the design that fits BuildFlow.ReadWorked examplesA worked example: Whitfield ResidenceDay 35 of a 90-day rear extension, walked through record by record — including how a mid-job variation gets handled without a single lost text message.Read
Browse by section
Guides
Step by step, from signing up to handing over.
- Getting started
- Enquiries and site visits
- Quoting and estimating
- Subcontractors, CIS and job costs
- Running the programme
- Contracts and payments
- Changes and variations
- Choices and decisions
- Invoicing and VAT
- Bringing a client onto a job
- CDM, RAMS and site safety
- Snagging and handover
- Completion, defects and aftercare
How it works
What each part of BuildFlow does, and why it works that way.
Integrations & API
Getting BuildFlow data into your CRM, accounts and everything else.
Worked examples
A whole job, start to finish, with the real numbers.
FlowAI has read all of this too
The assistant inside BuildFlow searches these same pages, so “how do I invite a client?” gets an answer with a link rather than a guess — without you leaving the job you are looking at.