40% of construction quotes receive zero follow-up. Subcontractors are scheduled by text message. Compliance docs live in email folders. Your project managers are drowning in admin. We automate all of it - integrated with Buildxact, simPRO, and your existing tools.
Every construction company knows the work is won in the field and in the follow-up. But most of the day gets consumed by tasks that a properly built system could handle automatically.
A quote leaves your estimating software - Buildxact, simPRO, or a spreadsheet - and sits there. No automated reminder. No follow-up call prompt. No second email at 7 days. Your estimator finishes the quote and moves to the next job. The client chooses a competitor who sent a single follow-up email.
⏱ Est. $120K+ in lost work annuallyCoordinating subbies for each site still happens via individual phone calls and WhatsApp messages. Confirmations aren't tracked. Subbies don't turn up and there's no record of what was confirmed. Your PM spends 2 hours every Monday morning rescheduling because someone didn't get the message.
⏱ 8–10 hours/week per project managerSWMS, licences, insurances, induction records, and site-specific safety plans are spread across email threads, shared drives, and filing cabinets. When a Workplace Health and Safety inspector arrives on site, you're scrambling to find documents that should take 30 seconds to produce.
⏱ Non-compliance risk: $50K+ in finesProject managers write site progress reports by hand every week - typing out what was completed, photos taken, issues raised, and upcoming milestones. For a company running 6–8 active sites, this is an entire day of admin every week, most of which is copying from notes they already took on site.
⏱ Full day of admin per week, per companySix automation systems built for the Australian construction industry - integrated with Buildxact, simPRO, Xero, and your existing communication tools.
When a quote is sent from Buildxact or simPRO, a follow-up sequence fires automatically. At day 3: a personalised check-in. At day 7: a value-add email with a case study or testimonial. At day 14: a final nudge with an expiry reminder. All personalised with the client's name, project type, and quote amount. No manual action required.
✓ Conversion: 22% → 34%Subcontractors receive scheduled, automated notifications of upcoming site visits with all relevant details - address, access instructions, contact person, and required documents. They confirm via a simple reply or link. No-shows get flagged to the PM automatically. All confirmations are logged with timestamps.
✓ 85% subcontractor confirmation rateBefore each new subcontractor starts work, an automated sequence collects their SWMS, public liability certificate, licence, and workers compensation insurance - via a secure document upload portal. Expiry dates are tracked and renewal requests fire automatically 60 days before documents expire.
✓ 100% compliance document captureProject managers complete a simple structured form on their phone at end of day (takes 5 minutes). The system compiles it into a branded PDF report with photos attached, and delivers it automatically to the client and your internal team. Clients get consistent, professional project updates without PMs spending hours formatting.
✓ Saves 1 full day/week company-wideWhen materials are ordered via your procurement system or email, suppliers receive a formatted purchase order with delivery date, site address, and contact details. Delivery confirmations are tracked and your PM is notified if a delivery is delayed or unconfirmed within 24 hours of the expected date.
✓ 60% fewer delivery delaysClients receive weekly project progress emails automatically - with milestone status, upcoming site activity, and any items requiring their decision. These trigger from your project management data without anyone writing a single email. Clients feel informed; your team fields fewer status-check calls.
✓ 70% fewer client status calls"We were losing jobs to competitors not because our price was wrong, but because we weren't following up. Polaris set up automated quote follow-up sequences from our simPRO data - within 6 weeks our conversion rate went from 22% to 31%. That's four or five extra jobs a month just from following up properly. The compliance document system has also saved us enormous headaches with our principal contractors."- Operations Manager, Brisbane Construction Company (30–50 employees)
We build directly into the tools your company already uses - Buildxact, simPRO, Xero, and your email. No disruption to your existing workflows during the build.
We spend 60 minutes with your ops team mapping where time is being lost - quoting, scheduling, compliance, and reporting. We identify the three or four automations that will have the biggest immediate impact on your margin and your team's time.
We build your automation systems using Buildxact, simPRO, Xero, and your communication tools - without disrupting your current operations. Every system is tested end-to-end before going live. Nothing is left half-built.
We train your PMs and admin staff in a single session and provide full documentation. 90-day support included. Most companies are fully independent within two weeks and seeing measurable results within 30 days.
Book a free 60-minute automation audit. We'll show you exactly where your team is losing time - and build a plan to fix it. Connected to Buildxact or simPRO, no obligation.
Common Questions
Everything Australian businesses ask us before getting started.
Construction companies automate quoting workflows, subcontractor scheduling, compliance document collection, safety report generation, invoice approvals, and project status updates to clients. This reduces project admin time by 30–50% in most cases.
Yes. Automated workflows can collect SWMS, induction forms, and licences from subcontractors, check for expiry dates, and send renewal reminders - keeping your compliance register current without manual chasing.
Common integrations include Procore, Aconex, Xero, Simpro, ServiceM8, and Microsoft 365. Polaris Labs connects these to automate the handoffs between quoting, scheduling, invoicing, and reporting.