Case study · Construction project management
“Which tiling quote was cheaper?”
Architects and designers hand BuildCare the site. BuildCare gets the work done through contractors, vendors and labour, all the way to handover. Across several real estate projects at once, every vendor quote, client estimate and snag lived in WhatsApp and Excel. Here’s how one system brought them together.
Projects in hand
Several sites at once. Every package, vendor and snag tracked.
Towers, villas and commercial fit-outs, each broken into packages that go out to vendors and contractors.
62% doneSkyline Residences · Tower BG+14, 112 flatsCivil and electrical awarded
ComparingGreen Acres VillasPodium and 24 villasTiling quotes being compared
SnaggingOrchid Business ParkOffice fit-out, 3 floorsSnags open before handover
The problem
Four jobs that ate the week.
BuildCare manages construction projects across multiple sites in Pune. Chasing vendor quotes, comparing rates, building client estimates and following up on snags took more time than running the sites.
Vendor quotes in every format
Quotes arrived as PDFs, photos and WhatsApp messages, each laid out differently.
Hours spent chasing and reading quotes
Comparing by retyping
Someone retyped each quote into a spreadsheet, and the units never matched.
Wrong vendor picked on price
Estimates built by hand
Markup was added line by line, so a client estimate took days to put together.
Clients waiting on every package
Snags in a WhatsApp group
Snags were photos in a group chat. Nobody knew which ones had been fixed.
Delays at every handover
Every package had three quotes in three formats. One client estimate took most of a week.
What we did
We followed one project from BOQ to handover.
We sat with the project heads and site engineers, read through a season of vendor quotes, and walked a handover. Then we built the system around how BuildCare already runs a project.
The life of one project
- BeforeSite handed overThe architect’s BOQ in Excel, copied into new sheets for each packageWith FaxtorSite handed overBOQ imported item by item and split into packages
- BeforeVendor quotesPDFs, photos and WhatsApp messages, each in a different formatWith FaxtorVendor quotesOne RFQ link. Vendors enter their rates against the BOQ
- BeforeCompare and chooseEvery quote retyped into a spreadsheet, and the units never matchWith FaxtorCompare and chooseQuotes side by side, with the best price per item marked
- BeforeClient estimateMarkup added by hand. The estimate takes days to put togetherWith FaxtorClient estimateMarkup per package. Cost, client price and time worked out
- BeforeSnags and handoverSnags are photos in a WhatsApp group. Nobody knows which are fixedWith FaxtorSnags and handoverRaised with a photo, assigned to a vendor and verified before handover
What we built
Every project in one screen. Every site on one app.
Projects and their BOQs, vendor quotations, price comparison, markup, cost and time estimates, site progress and snag lists. Site engineers report from their phone; vendors see the snags assigned to them.
- Tiling quotes · Skyline B4 of 5 vendors quoted, closes Fri
- Plumbing · Green AcresCommitted 3.2% over budget
- Orchid Business Park12 high-priority snags open
- Painting RFQ · Riverview A2 vendors yet to quote
- Lotus ClinicHandover walkthrough on 28 Oct
- 01Projects & BOQEvery project with its sites, budget and BOQ, split into packages.
- 02Vendor quotationsOne RFQ to many vendors. Rates come back against the BOQ items.
- 03Compare & chooseQuotes side by side. Award a package or choose a vendor per item.
- 04Markup & estimateMarkup per package, with cost, margin and client price worked out.
- 05Timeline & progressSchedule for every package and daily reports from site.
- 06Snag list & handoverSnags raised with a photo, assigned to a vendor and tracked to closure.
- 07Vendor portalVendors quote on a link and see the snags assigned to them.
- 08Client viewClients can log in to see progress, schedule and snag status.
The project
5 people. Live in 8 weeks.
- 5people on the team
- 3projects mapped end to end
- 4weeks to the first working version
- 8weeks to go live
The team
- PLProject lead
- UXDesigner
- FS2 full-stack engineers
- QAQA engineer
Built with
- React
- React Native
- Node.js
- PostgreSQL
- AWS
- WhatsApp Business API
The results
Quotes compared in minutes. Snags closed before handover.
Numbers from the projects running on the system, from BOQ to handover.
- 6Projects on one screen
- 383BOQ items imported, one tower
- Same dayRFQs sent after import
- MinutesTo compare a package
- 5 minPer site report
- Every snagTracked to handover
Vendor quotes
One RFQ format
Before
Every formatPrice comparison
Side by side
Before
Retyped in ExcelClient estimate
Same day
Before
Several daysMarkup
Set per package
Before
Added by handSnags
Tracked to closure
Before
Photos in WhatsAppSite progress
5-min report
Before
Evening phone calls
“I know what happened on every site before I leave the office.”
Your projects next
More sites, more vendors, more snags. Let’s put every project on one screen.
Book a no-obligation discovery call. Tell us how your projects run today, and we’ll show you exactly where the system saves you hours and money.