BuildTrack: Progress Claims, Variations & Defects
How GetPost Labs would build the contract administrator's workflow: progress claims, variations and subcontractor paperwork checked by AI agents, deadlines held by rules, and every approval left with your project manager. Defects and inspections run on the same trail.
Executive Summary
The Problem: Every month the contract administrator checks each subcontractor's claim against the subcontract, the approved variations and their insurances, then prepares a payment schedule against a legal deadline. The information sits in the project system, email attachments and a spreadsheet, so it is re-keyed and cross-checked by hand.
The Solution: BuildTrack gives the reading and cross-checking to AI agents, keeps the insurance checks and statutory deadlines as fixed rules in software, and leaves every approval with the project manager. Defects, inspections and completion photos sit on the same record.
The Outcome: The contract administrator reviews flagged exceptions instead of re-keying every line, the project manager approves with the evidence in front of them, and each claim keeps its own audit trail.
The Challenge
Understanding the problem space
"Administration of subcontractor claims, statutory declarations, insurances and compliance documentation."
— A duty listed in a current Australian contract administrator job ad (SEEK, September 2026)
Claims, variations and payment schedules are the core of the role. Across 55 current contract and project administrator ads, the same duties come up again and again: process progress claims, manage variations, chase subcontractor insurances and statutory declarations, keep the registers up to date.
Most of that work is cross-checking information that already exists somewhere else — the subcontract, the variation register, the insurance certificates, last month's claim. When it lives across Procore or Aconex, email and a spreadsheet, every claim is assembled by hand, and one missed variation or expired certificate turns into a dispute.
Source: 55 contract and project administrator job ads in Australia on SEEK and LinkedIn, September 2026. Employers not named.
The Solution
What GetPost Labs would build
Core Capabilities
Where the Time Comes Back
Checking, not re-keying
The contract administrator stops assembling each claim by hand and starts reviewing what the agent has flagged:
Progress Claims
Open the claim, the subcontract and the variation register side by side. Re-key the numbers into a spreadsheet and check each line by eye.
The agent has already matched every line and flagged the three that don't reconcile. The administrator checks those, not all forty.
Insurances & Statutory Declarations
Search email for the latest certificate, check the expiry date, chase the subcontractor when it has lapsed.
A rule checks every certificate and stat dec on file before the claim can move, and requests the missing one automatically.
Defects
Photos in a WhatsApp group, the trade list in a spreadsheet, the sign-off in someone's notebook.
Photos taken on a phone and logged against the level and unit, the agent suggests the responsible trade, the supervisor assigns and signs off on the same record — before and after handover.
BPMN Workflow
The business process modelled
Progress Claim: Submitted to Certified
User Journey
A Progress Claim, Submitted to Certified
Scenario: Month end on a mid-rise residential job. The plastering subcontractor submits their progress claim, including a variation for extra bulkheads.
Uploads the claim breakdown and variation through the portal, with their current insurance certificate attached
Matches each line to the subcontract schedule and the variation register. Flags the bulkhead variation as not yet approved
Confirms the insurance certificate is current and the statutory declaration is attached. Starts the clock on the payment-schedule deadline
Drafts the schedule, withholding the unapproved variation, with the reason written in plain language
Checks the one flagged item against site records and adds a note for the project manager
Approves the schedule as drafted. The variation goes back to the subcontractor for approval first
Payment schedule issued within the statutory timeframe. Claim, checks, flag and decision kept on one record
Outcome: The claim is certified with every check, flag and decision on one record. The agent prepared it; the project manager decided it.
Interactive Prototype
Functional dashboard demonstrating the concept
Defect Tracker
Skyline Apartments Project • GPS-tagged photos • Real-time tracking
© 2026 GETPOST Labs. Full Stack Engineering Solutions.
Functional prototype. Click on cells and entries to see interactions.
System Context
Where BuildTrack fits in the ecosystem
Common Questions
How does construction defect tracking work after handover?
Each defect is logged against the job, level and unit with photos, then assigned to the responsible trade and tracked to sign-off. After practical completion the same record carries on through the defects liability period in your contract, so every defect, the trade who fixed it and the sign-off stay together with the claims and variations for that job.
Can defects be logged on a phone on site, with photos?
Yes. A supervisor or inspector logs the defect on their phone while walking the job, and the photos are pinned to the level and unit. The trade sees only what is assigned to them, and the supervisor signs off on the same record once it is fixed.
What does the AI do, and what stays with people?
The AI agent reads the photos and notes, drafts the defect scope and suggests which trade is responsible. Deadlines and contract rules are fixed rules in software, not AI. The supervisor decides who fixes it and signs it off; the agent never closes a defect on its own.
How is this different from the defect module in Procore, HammerTech or similar tools?
If an off-the-shelf tool fits how your team works, use it. We build when it does not: when defects, inspections, claims and variations need to sit on one record, or when the steps between your existing systems are still done by hand. We connect to the systems you already run rather than replacing them.
Is BuildTrack a product I can buy?
No. BuildTrack is a prototype that shows our approach with sample data. We build the workflow around how your team actually runs inspections, defects and handover, for your business.
Have a Similar Problem?
This is the kind of workflow automation GetPost Labs builds. If your organisation has similar challenges, we'd love to discuss how a custom solution might help.