Knowledge Base
Everything you need to know about BuilderMate. Step-by-step guides, tips, and best practices to help you get the most out of your construction CRM.
Getting Started
4 articlesSetting Up Your Company Profile
Configure your company name, logo, address, and timezone so every quote, invoice, and contract looks professional from day one.
Inviting Your Team & Understanding Roles
Learn how to add employees, invite them to BuilderMate, assign the right roles, and manage access for your entire team.
Navigating BuilderMate — Dashboard & Sidebar
Get familiar with the BuilderMate interface — the sidebar, dashboard, search, notifications, and how to find everything you need.
Using BuilderMate on Mobile
Install BuilderMate on your phone, learn the mobile-optimized interface, and discover the field workflows designed for on-the-go use.
Leads & Pipeline
4 articlesAdding and Managing Leads
Learn how to add new leads, use the three list views, filter and search your pipeline, and keep your sales process organized.
Using the Lead Pipeline (Kanban) View
Visualize your sales pipeline as a drag-and-drop Kanban board, customize columns and card fields, and move leads through your process effortlessly.
Tracking Lead Activities (Calls, Meetings, Emails)
Log calls, meetings, emails, and SMS interactions on any lead. Keep a complete timeline of every touchpoint with your prospects.
Importing and Exporting Leads (CSV)
Bring your existing leads into BuilderMate with a CSV import, or export your lead data for reporting and backup purposes.
Projects
5 articlesCreating and Managing Projects
Learn how to create new projects, organize them with filters and views, and keep your project list under control.
Understanding the Project Detail Page
Explore every tab of the project detail page — from financials and contracts to files, bids, and change orders.
Managing Project Financials (Invoices, Expenses, Profit)
Track the money flowing in and out of every project — invoices, expenses, payment stages, and real-time profit calculations.
Working with Change Orders
Create, track, and get client approval on change orders — keeping project scope, cost, and timeline adjustments documented.
Project Files and Documents
Upload, organize, and manage photos, contracts, permits, and other documents within your projects.
Estimates & Quotes
3 articlesCreating an Estimate / Quote
Build professional quotes with line items, payment stages, tax calculations, and AI-powered suggestions — step by step.
Using Quote Templates and AI Assistant
Save time on estimates by creating reusable quote templates and using the AI assistant to generate line items from a project description.
Sending Quotes and Tracking Client Responses
Send quotes via email or SMS, track when clients view and respond, handle change requests, and move approved quotes forward.
Contracts
4 articlesCreating and Sending Contracts
Create contracts from quotes or from scratch, fill in template fields, send for client signature, and track signing progress.
Contract Templates — Text and PDF
Create reusable contract templates using the rich text editor or by uploading your own PDF files with signature placement.
The Contract Signing Workflow
Understand the full multi-party digital signing process — from sending a contract to collecting signatures with a complete audit trail.
Subcontractor Contracts
Create, send, and manage contracts with your subcontractors — including digital signing through the Subcontractor Portal.
Invoicing & Payments
6 articlesCreating and Sending Invoices
Learn how to create invoices, add line items, send them to clients, and track payment status across all your projects.
Recording Payments and Payment History
Record manual payments, track partial payments, and view complete payment history on every invoice.
Payment Stages — Billing Milestones
Break a project's total price into scheduled payment milestones tied to progress, and track billing against each stage.
Tracking Expenses (Supplier Invoices)
Record supplier invoices, track payments to vendors and subcontractors, and monitor how expenses impact your project profitability.
Creating and Managing Purchase Orders
Create formal purchase orders for materials, equipment, and services, send them to vendors, and track their progress.
The PO Signing Workflow
Understand how vendors and subcontractors digitally sign purchase orders through the Subcontractor Portal.
Scheduling
3 articlesUsing the Calendar — Views and Filters
Navigate BuilderMate's calendar with Month, Week, Day, and Map views, filter by employee, and quickly find the appointments you need.
Creating Appointments with Multi-Employee Assignment
Schedule appointments in BuilderMate with multiple assigned employees, confirmation tracking, meeting outcomes, and automated notifications.
Appointment Reminders and Google Calendar Sync
Set up automated appointment reminders and connect Google Calendar for bidirectional sync so your team never misses a meeting.
Tasks
2 articlesCreating and Organizing Tasks
Create tasks, assign them to team members, link them to projects, and use Table and Kanban views to stay on top of your team's to-do list.
Task Folders, Checklists, and Recurrences
Organize tasks into folders, break them down with checklists, set up recurring tasks, and use comments, attachments, and privacy controls.
Subcontractors & Vendors
3 articlesManaging Subcontractors and Vendors
Add, organize, and manage your subcontractors and vendors — including contact details, specialties, insurance tracking, document storage, and portal access.
Sending Bid Requests and Reviewing Submissions
Solicit competitive bids from subcontractors, review detailed submissions with cost breakdowns, and award the winning bid — all within BuilderMate.
Insurance and License Expiration Tracking
Automatically track subcontractor insurance and bond expiration dates with timely alerts so you never put an uninsured sub on a job site.
Commissions
2 articlesUnderstanding Commission Calculations
Learn how BuilderMate automatically calculates sales commissions based on project financials, including split commissions between multiple salespersons.
Recording Commission Payments and Tracking Balances
Record partial or full commission payments, track remaining balances, and manage commission details from both the Commissions page and the project detail page.
Reports
2 articlesUsing Reports — Overview, Sales, Financial, and More
Navigate BuilderMate's reporting suite to track KPIs, analyze sales performance, monitor financials, and gain project intelligence across your business.
Leaderboard, Cash Flow, and Vendor Reports
Get deeper guidance on using the Leaderboard, Cash Flow, and Vendor report tabs to track team performance, manage cash flow, and analyze vendor spending.
Settings & Configuration
8 articlesCustomizing Lead Statuses and Sources
Configure the lead statuses, sources, and project types that match your sales process. Control colors, order, and defaults.
Setting Up Lead Status Automations
Automate lead status changes based on events like appointments, estimates, and contracts — so your pipeline stays accurate without manual updates.
Quote Settings — Disclaimers, Visibility, and PDF Options
Configure default disclaimer text, PDF branding, and per-quote visibility settings for a polished, professional look.
Sharing Documents with External Users
Use the Company Documents feature to organize, share, and track files with clients, subcontractors, employees, or anyone with an email address.
Managing Your Team — Employees and CRM Access
Add employees, assign roles, grant or revoke CRM access, and track your team's activity from the Team page.
Company Settings and Configuration
Customize lead sources, statuses, project types, task statuses, schedule settings, and quote settings to match how your construction business operates.
Templates — Quotes, Contracts, and Payment Stages
Create and manage reusable templates for quotes, contracts, and payment stage milestones to save time and ensure consistency across your projects.
Notification Settings and SMS
Configure how you receive notifications in BuilderMate, and learn about SMS features including two-way messaging, bulk texts, templates, and automations.
Integrations
2 articlesSetting Up Online Payments with Stripe
Connect Stripe to accept credit card and ACH bank transfer payments directly from your invoices.
Integrations — QuickBooks, Google Calendar, Stripe, API
Connect BuilderMate with QuickBooks Online, Google Calendar, Stripe, and external tools via API to streamline your workflow and eliminate double entry.
Portals
2 articlesThe Client Hub — What Your Clients See
Learn how the Client Hub gives your clients a branded portal to view projects, approve quotes, sign contracts, and pay invoices — no login required.
The Subcontractor Portal — What Your Subs See
Discover how the Subcontractor Portal lets your subs and vendors submit bids, sign contracts, and confirm purchase orders — all without a BuilderMate login.
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