DR
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AI summary & reply
Hot water system leaking at 14 Bourke St, Redfern. Wants someone today if possible.
Draft reply
Software for builders.
Stages, subbies and progress claims, on one record per build.
14 days free · no card required
A build is fifty small agreements, and every claim depends on them.
A residential build runs for months across a dozen trades. The contract price moves with every approved variation, retention comes off every claim, and the client wants to know why this month's number is what it is. When that lives across a spreadsheet, an email thread and the site diary, the claim goes out late or goes out wrong.
What it’s costing you right now.
The claim waits on the paperwork
A progress claim is only as quick as the figures behind it: work to date on every line, the variations approved since the last one, the retention to hold back. Pulling that together takes a night nobody has, so the claim slips a week, and the money slips with it.
Retention you've earned and lost track of
A slice comes off every claim and sits with the client until practical completion, then the defects period. Spread across three or four builds it adds up to real money, and nobody chases money they can't see written down anywhere.
Subbie prices on the back of an email
Three prices for the cabinetry and two for the plaster, each in a different format and a different inbox. You pick one, and when the invoice turns up a few hundred dollars over, the number you agreed is buried in a thread from April.
What it does for builders.
Enquiries answered while you're on site
The receptionist takes the call you can't, writes down the address, what they want built and when they'd like someone out, and texts you the rundown. A renovation enquiry waits in your Inbox instead of going to the next builder on the list.
Price the build, then put it in writing
Send a quote, or a proposal with an overview and scope sections, which the client accepts and signs on their phone. On Scale, a project proposal groups the lines into stages, carries provisional sums, and prints a payment schedule worked out by the same maths that later issues the claims.
Progress claims that add up
On Scale, every claim is cumulative. Enter work to date by percentage, completed stage or dollar value, and Galaxera takes off what earlier claims billed, adds approved variations, holds retention and works out GST. An issued claim is frozen, goes out as a tax invoice by email or text, and is chased like any other invoice.
A programme that moves when a stage slips
On Scale, each stage carries a budget, dates and either your own crew or a subcontractor. Link stages in order with a lag in working days, and when the rough-in slips a week everything after it moves too, with the original dates kept as a baseline to compare against.
Your crew on timesheets, your subbies on links
Your own carpenters and labourers log hours on the free portal and you approve them into payslips, with PAYG estimated and super at 12% unless you change it. On Scale, a subcontractor gets a link to price a piece of scope or send their costs, confirms a one-time code, and sees only what they were asked about.
Budget, agreed and spent, stage by stage
On every plan, reporting shows what you invoiced, what came in, recorded costs and team pay. On Scale, each stage shows what you budgeted, what trades have agreed or been ordered, and what has been paid out, and the portfolio shows claimed, paid, outstanding, overdue and retention still held across every build.
It does the work. You’re still the boss.
Each one does a single job
Over 100 AI agents, not one chatbot. The quote drafter never sees a price; the prices come off your own rates.
Briefed on your business
The ones that write get your services, hours, rates and wording first. Pricing leans on the quotes you won.
It drafts. You send
Quotes, invoices and replies wait for your send. Reminders and the text a caller gets after a call go out on their own. You can turn each off.
Metered and on the record
Every AI call is metered, written to a cost record and held under a daily ceiling.
The four that run the week.
Phone AI Receptionist
Answers the calls you can't take, and books the job in or holds it for you to confirm.
Quoting
A quote, or a narrative proposal for a lump-sum price with your terms, deposit and warranty on it, accepted and signed on the client's phone.
Invoicing
A deposit, the extras and the final invoice off the same job, each with your bank details on it, and the overdue ones chased by text and email until they're paid.
Job Management
Check-ins with before and after photos, the notes and the drawings on each job, and every job at an address kept for the next time you're back there.
How it runs for builders.
Builders software that starts from the accepted quote
On Scale, a project is usually made from the quote the client accepted. The customer, the site, the scope, the GST treatment, the contract value and the terms are copied across once and frozen as the baseline, so fixing a typo on the quote later can't move a contract figure you have already claimed against. Groups on the quote become suggested stages.
The day-to-day work still runs as jobs: link them to the project and your crew get the job pack, the check-in link and the diary as usual. The project compares what those jobs are worth against the contract and shows which ones nobody has priced yet, without counting the same work twice in what you bill.
Variations on a building contract
On Scale, each variation is recorded on the project with what it covers, the reason, the value you put to the client and the number of days it adds. Mark it approved, at that value or the one you settled on, and it is added to the contract and to the schedule line it belongs to, so the next claim includes it without anyone re-typing it. Un-approve it and the roll-up comes back out.
The contract on screen is always the agreed value plus approved variations, which is the figure a client asks about and the figure your claims are worked from.
Supplier orders and costs against the job
On every plan, each job has an expense list with the supplier, quantity and cost on every line, sorted into categories such as Materials, Labour, Subcontractor, Hire and Disposal. The estimate from an accepted quote becomes the job's starting list, and you can send it to a supplier by email with the PDF attached.
On Scale, order materials against a stage with a numbered purchase order, emailed to the supplier as a PDF. Issuing it counts as money agreed, not money spent. When the supplier's invoice arrives you match it to the order, and the order shows what was ordered next to what was invoiced, so the difference is a figure on the screen rather than an argument.
Measuring a build off the drawings
Plan Takeoff is on every plan: scale a PDF or DWG, then count, trace runs and draw areas. On Scale, send the takeoff to a project and each measured item becomes a scope card under its trade package. Stage budgets can be set from those quantities, with the change shown to you before anything is overwritten.
Re-measure after a change and the cards update rather than doubling up. When the architect issues a new revision, the old one is frozen as it stood, the old file stays openable, and every card measured off that plan is flagged for review instead of being quietly recalculated.
Site records a claim can lean on
Text a worker the check-in link for their job and arrival and departure are stamped with the time and, if the phone allows, the location, with before and after photos taken on site. On Scale, every check-in on a job linked to a stage (who arrived, when, what they noted, the photos) is gathered onto the project by stage, and a stage marked in progress with nobody on site recently is flagged, so you hear about it before the client rings.
Those photos can go out with the claim as a photo page, which answers most of what a client asks about this month's number before they ask it. At the end of a job, the completion certificate shows the work and the before and after photos, and the customer signs it on their phone.
And the other 10, on the same plan.
All 14 products are on all three trade plans. You choose seats and phone time. Projects adds progress claims.
Nothing rings out
- Mobile AI Voice Assistant
Run the admin by talking: hands dirty, phone in the cradle, driving between jobs.
- Unified Inbox
Calls, texts and forwarded email in one list, so nothing gets missed between apps.
- AI Reply Drafting
Tap once for a draft. Read it, change what you want, send.
Priced and billed
- Plan Takeoff & Measuring
Floor areas, wall area less the openings, and runs in metres off a scaled PDF or a DWG, carried straight onto the quote.
The week, the crew, the numbers
- Team Management
Your own crew's hours from the free portal, approved into payslips with PAYG estimated and super at the 12% default.
- Reporting & Analytics
What you billed, what you got paid, what it cost and what's left, from your own records.
- Xero Integration
Invoices go to Xero, a progress claim's tax invoice included, and payments come back the other way. Supplier bills stay in Galaxera.
More work coming in
- Automated Follow-ups
The chasing that makes you money, done on a schedule instead of when you remember.
- Website Creation
Pick from 30 trade templates, put in your own words and photos, and publish from $99 + GST one-off.
- Marketing
Post the job you just finished, and email the customers who have gone quiet.
What sits outside it.
- Publishing your website is a one-off build from $99, not part of the subscription.
- Going live (the receptionist on your number, a social post, a finalised payslip) needs a paid plan rather than the free trial.
- Projects, progress claims and retention are on the Scale plan.
Two setup notes.
- Email reaches the inbox once you forward it to your Galaxera address. Connecting Gmail or Outlook lets Galaxera send as you, never read your mail.
- Instagram posting needs an Instagram Business Account linked to your Facebook Page. Facebook works on its own.
Builders ask us this.
Talk to usDo I need the Scale plan to run builds in Galaxera?
Only for projects. Stages, a schedule of values, cumulative progress claims, the retention ledger, purchase orders, subcontractor price requests and the project timeline are on Scale. Quotes, jobs, invoicing, the receptionist, Plan Takeoff, timesheets, payslips and Xero are on every plan. Once Scale is paid, a Projects tab appears beside the trade tools you already use.
How do progress claims work?
Each claim is cumulative. You enter work to date on each line of the schedule of values, as a percentage, a completed stage or a dollar value, and the claim takes off what earlier claims already billed. Approved variations sit on the line they belong to, the deposit comes off by the rule you set, retention is held back and GST is worked out. Once issued, the figures are frozen, so editing the schedule later can't change them. The claim becomes a tax invoice you send by email or text.
Can I keep track of retention?
Yes, on Scale. Retention held on each claim is written to the project's retention ledger when the claim is issued. You record releases, adjustments and write-offs against it, so the balance still held is on screen, and the portfolio report shows retention receivable across every project. If you use Xero, you can map retention to its own account instead of revenue.
How do subcontractors fit in?
On Scale, keep them in a subcontractor directory with their trade, contact details and ABN, and put one on a stage. Send a subbie a link to price a piece of scope: they confirm a one-time code and see only that scope, never your estimate or anyone else's price. On any plan you can also share a job into a shared space with another business and choose, job by job, whether they see the expenses, hours, quote and site contact.
Does Galaxera handle compliance certificates on a build?
It records them, it doesn't certify. Raise the certificate from the job and send the licensed worker the link to fill in and sign on site: the electrical, plumbing and gas forms are there by name, and a Job Completion Compliance Declaration covers work with no statutory form. The customer counter-signs and the signed record stays on the job. It doesn't issue building or occupancy certificates, and it doesn't check a licence.
Get tonight’s paperwork off your plate.
14 days free · no card required
- No card to start. Cancel any time.
- Quotes and invoices wait for your send.
- Set up and quoting the same day.