Variations, RFIs, EOTs and payment claims — handled end-to-end by AI with expert oversight.
Outsourced contract administration for WA construction. Connected Projects runs your variation management, progress claim assessment and project correspondence on a purpose-built AI platform — every document tracked, every action logged, and a senior reviewer across all of it. Perth-based, built for Western Australian contracts.
From site change to work orders —
one auditable flow.
Variation management is where construction projects bleed margin. Our platform runs the entire lifecycle as a single connected workflow, so nothing is re-keyed, lost in an inbox, or reconciled from memory at month end.
Intake
A variation is raised through a simple form. It gets a sequential reference, links to its project, and enters the register immediately.
Trade quote requests
The platform identifies the trades involved and sends each subcontractor a secure quote link. Responses are captured directly against the variation.
Consolidation
Trade quotes are consolidated with your margin and overhead recovery, and a branded variation assessment document is generated automatically.
Client approval
You review and approve in your dashboard. You keep full commercial authority — nothing is issued without your sign-off.
Work orders + audit trail
On approval, work orders are auto-generated per trade, each linked back to the parent variation. Every state change is logged with actor and timestamp.
Full-lifecycle contract administration.
Every document type a construction contract generates, tracked in one place — from the first RFI to the final payment claim.
Variations
The full lifecycle above — intake, trade quotes, consolidation with margin and overhead, approval, and per-trade work orders. This is our variation management service in its entirety.
RFIs
Requests for information logged with a sequential reference, drafted responses prepared for review, and a register that shows exactly what's open and ageing.
Site instructions
Instructions captured at the point they're given, documented on your letterhead, and threaded to the variations or work orders they trigger.
Extensions of time
EOT requests registered, assessed with supporting evidence, and tracked through to determination — with expert review on every assessment.
Automated time-bar alerting: on the roadmapDefects
Defect notices logged, assigned to the responsible trade, and tracked through rectification — so the defects liability period doesn't become a guessing game.
Work orders
Auto-generated per trade the moment a variation is approved, each carrying a link back to its parent document for complete traceability.
Payment claims
Progress claim assessment against the contract sum, approved variations and amounts previously claimed — prepared for your approval with a clear recommendation.
Daily digest emails
A daily summary of what moved on your projects — new documents, approvals pending, responses issued — so the whole team starts the day aligned.
Client dashboard
A live view of every register — variations, claims, RFIs, EOTs and work orders — with approvals actioned directly from the dashboard.
See the variation workflow run end-to-end.
Twenty minutes, your contract terms, a worked example from intake to auto-generated work orders.
Book a walkthroughWin the job on the front half.
Run it on the back half.
Contract administration is the back half of the Connected Projects platform. The front half is our scoping and estimating engines — insurance claim scopes, SOR vacancy scopes, and construction estimates. When a job you scoped or priced with us is won, it flows straight into contract administration: the approved scope, the pricing, and the project contacts carry across automatically.
That means the audit trail starts at the first inspection, not at contract signing — and nobody re-keys a scope of works into a new system. You can engage either half standalone, or the full end-to-end service.
Insurance Claim Scoping
White-labelled, costed scopes of works from AI property scans — in production with one of Australia's largest insurance builders.
Explore →SOR Vacancy Scoping
Baseline-versus-inspection delta scopes for government housing vacancy make-good, with keep / remove / modify / add classification.
Explore →Construction Estimating
Market-calibrated estimates for residential, commercial and light industrial projects up to $5M, priced on current WA trade rates.
Explore →Senior contract-admin discipline,
without the full-time hire.
Outsourced contract administration in WA usually means choosing between an expensive consultant and an overloaded internal PM. This is the third option: a platform that does the administration, and experienced people who own the outcome.
The discipline without the salary
A good contract administrator costs well into six figures and is hard to find in the WA market. Outsourcing gives you that discipline — rigorous registers, documented decisions, prompt responses — scaled to the projects you actually have running, and priced per engagement rather than per annum.
Every document tracked, nothing in inboxes
Variations, claims, RFIs and instructions live in registers from the moment they exist — not in someone's email. Status, ownership and history are visible at all times, so a key person going on leave doesn't take the project's paper trail with them.
Month end without the scramble
Because claims are assessed as they arrive and variation registers are always current, month end is a review, not a reconstruction. The adjusted contract sum, approved variations and claimed-to-date figures are already agreed — you check them, you don't rebuild them.
AI does the admin, experts own the output
The AI prepares documents, consolidates quotes and drafts assessments in minutes. A senior reviewer checks every output before it moves, and you approve everything that carries commercial weight. Speed from the machine, judgement from the humans, authority with you.
Built on a platform that's in production today.
We don't sell slideware. The platform behind our contract administration service is the same one delivering real work for real clients right now.
Live with one of Australia's largest insurance builders, delivering white-labelled claim scopes on the client's letterhead — with expert human review before every delivery.
A 20-property vacancy make-good pilot with a national maintenance contractor across a WA government housing portfolio, producing baseline-versus-inspection delta scopes.
The ACCA back half — the variation workflow, registers, automated document generation, per-trade work orders and full audit trail — runs on this same production platform, covering variations, RFIs, site instructions, EOTs, defects, work orders and payment claims.
Contract administration, answered.
The questions builders, superintendents and contract managers ask us before engaging.
Which contract types and forms do you support?
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The workflow is contract-form agnostic. We administer projects run under the common Australian heads of contract — AS 4000-family head contracts, HIA and MBA residential forms, and government maintenance and SOR-style contracts — as well as bespoke agreements. During setup we configure the platform to your contract's terms: margin and overhead recovery, approval thresholds, reference numbering and document templates on your letterhead. Clause-level time-bar and EOT compliance alerting is on our roadmap rather than live today, so contractual deadlines are managed by our reviewers, not yet by automated alerts.
Who approves what? Do we keep commercial authority?
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You keep full commercial authority. The AI prepares documents and assessments, our senior reviewer checks every output before it moves, and your nominated approver signs off in the client dashboard. Nothing is issued to a subcontractor or the principal without your approval, and work orders are only generated after you approve the parent variation. The platform's job is to remove the administration, not the decision-making.
How does progress claim assessment work?
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Each progress claim is logged against the contract and broken into line items. We check claimed amounts against the contract sum, approved variations and amounts previously claimed, then prepare an assessment with a clear recommendation for your review. You approve or amend the assessment before anything is issued, and the claim register and audit trail update automatically. Because assessments are prepared quickly and the register is always current, you're well placed to respond within your contractual and statutory timeframes.
What does the audit trail capture?
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Every state change on every document is logged with the actor, timestamp and the before-and-after state. Trade quote requests link forward to their parent variation, and auto-generated work orders link back to it, so you can trace any work order to the approval that created it. Registers for variations, claims, RFIs and EOTs are exportable to spreadsheet at any time, which makes month-end reporting and dispute preparation straightforward.
How do we hand over an in-flight project?
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We start by ingesting your current registers and correspondence — variations raised and approved to date, claims submitted and certified, open RFIs and EOTs. We reconcile the adjusted contract sum with you, agree that baseline in writing, and then run everything forward on the platform from that point. Most clients start with a scoped pilot on a single project before extending across the portfolio.
How is our project data secured?
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Each client operates in an isolated workspace — your projects, documents and registers are never visible to another client. Access is authenticated, data is encrypted in transit, and every action is logged to the audit trail. Your documents remain your property and are exportable at any time. We're happy to walk through the architecture and data handling in detail as part of a walkthrough.
Book a walkthrough.
Bring a live project or a recent month-end headache. We'll show you the variation workflow end-to-end, talk through your contract terms, and scope a pilot — per-job pricing, no long-term commitment to start.
Book a walkthroughPrefer email? logan@connectedprojects.net.au — Perth, Western Australia.