Immediate Action Checklist

• Review all open quotes in Buildxact and update fuel-sensitive costs.
• Review live jobs and identify unnecessary trips.
• Contact key local trades and suppliers to confirm current pricing.
• Use Matterport on your first site visit to avoid duplicate site visits
• Review HazardCo planning to minimise last-minute site issues.

Ask yourself:

1. Are our estimates still based on real market conditions?
   
2. Are we making too many avoidable site visits?
   
3. Have we confirmed where trade pricing is heading?
   
4. Are we documenting variations properly before work proceeds?

Margin Protection

Everyone’s feeling it right now - fuel, deliveries, trade costs - it’s all creeping up, and it’s easy for margin to quietly disappear if you’re not on top of it. This isn’t about working harder, it’s about tightening up how we price and control jobs. Protect gross margin by tightening pricing, estimating, and variation control. Key actions include:

• Update trade rates, supplier pricing, and allowances in Buildxact.
• Check whether transport-related costs are properly captured.
• Apply escalation clauses on longer duration projects.
• Ensure travel, rework, and additional attendance are included in variations.
• Do not proceed with any variation until it is documented and approved.
  
• Ensure you are running shorter quote time frames, we recommend a 7 day or less quote validating timeframe.

Margin Protection Checklist

Trade rates reviewed

Supplier pricing reviewed

Fuel-sensitive items checked

Consider execution of Clause 14 of the Works Contract - Supply & Labour Cost Relief

Allowances updated

Variation pricing includes travel/rework

Variations approved before work starts

Non-negotiable: If it affects cost, it must be priced. If it changes scope, it must be approved before execution.

Operational Efficiency 

Reduce wasted movement, extra trips, fragmented trade attendance, and delivery inefficiencies.

• Every site visit should count.
• Stack inspections, meetings, and coordination into one trip.
• Review Matterport scans first instead of “just popping out to site.”
• Align scheduling and procurement so trades attend once where possible.
• Consolidate deliveries wherever possible.
  

You can minimise unnecessary travel, site visits, and delivery movements by enforcing disciplined planning and execution. Here are the key areas we recommend being across before you commence on site:

Project Readiness 

Drawings fully coordinated

Services understood 

Trade scopes clearly defined

Install packs issued

Trade Planning 

Trades scheduled for single attendance where possible

No fragmented scope allocations

Sequencing confirmed

Access and duration communicated

HazardCo pre-qualification completed

Procurement & Deliveries 

Materials ordered

Delivery dates confirmed

Long lead items tracked

Deliveries aligned to install windows

Supplier drops consolidated

Site Logistics 

Site access confirmed

Delivery zones defined

Storage areas identified

Waste removal planned

Schedule Integrity 

Schedule built around constraints

Schedule reviewed with key trades

First 2 weeks locked in

Trade & Supplier Management 

Get ahead of price movement and reduce delivery risk through earlier, clearer conversations with trades and suppliers. Key actions include but are not limited to:

• Speak to key trades early about pricing direction.
• Lock in rates as soon as work is secured where possible.
  
• We recommend asking trades and suppliers to charge any related increases as a "fuel surcharge" to avoid cost increases remaining fixed into the future. 
• Ensure Buildxact purchase orders clearly state scope, pricing, and transport costs.
  
• Ensure you utilise your Matterport on the first site visit to share with your trades during the estimating and scoping phase of your project. 
• Review whether travel-heavy trades are adding avoidable cost.
  

Scenario	Objective	Suggested Conversation Approach
Price Increases	Gain clarity and stay ahead of cost movement	“Mate, I completely get that costs are moving, everyone’s feeling it at the moment. What we’re trying to do is get ahead of it, not chase it. So I’d rather have a clear understanding of where your pricing is now and where you see it heading over the next few months. That way we can plan properly and avoid issues once the job is underway.”
Locking Pricing	Create certainty and reduce delivery risk	“For this project, once we’re locked in, I want to make sure we’ve got certainty on your pricing so we can manage the job properly. If there are areas where costs could move, like transport or materials, let’s call those out now so we can handle them upfront, rather than it becoming an issue later.”
Reducing Site Visits	Improve efficiency and minimise wasted time and cost	“One thing we’re really focusing on at the moment is reducing unnecessary trips to site. We’re using tools like Matterport and tighter scheduling so you’ve got what you need before you arrive, and we avoid doubling back. It keeps the job running smoother for everyone.”
Relationship Management	Strengthen trust and encourage early communication	“We value working with you, and we want to keep things consistent. If there’s pressure on your side, fuel, travel, or anything else, just let us know early. We’d rather work through it together than have it surface mid job. The goal is to keep things predictable and fair for both sides.”

Client Communication 

1. Fewer surprises
   
2. Better coordination
   
3. Reduced delays
   

1. Properly coordinated trades → fewer clashes and rework
   
2. Realistic allowances → no mid-project blowouts
   
3. Structured delivery → predictable schedule
   

1. Matterport / digital walkthroughs → reduced site disruption, faster decision-making
   
2. Clear documentation and scope definition → no ambiguity
   
3. Structured pre-construction process → fewer variations
   

Practical Client Conversation Examples

Scenario	Objective	Suggested Conversation Approach
Early Stage / Quoting	Set expectations and establish credibility	“Just to give you some context upfront, costs across the industry are moving at the moment, particularly around transport, materials, and trade availability.  Our approach is to bring clarity early so there are no surprises later. We build the numbers around current market conditions and flag anything that could shift, so you’ve got full visibility from day one.  The priority for us is making sure the project runs smoothly and the end product aligns with the standard you expect, not just hitting a number that doesn’t hold.”
Quote Higher Than Expected	Reframe from price → certainty and outcome	“I understand, that’s something we’re hearing from a lot of clients right now. What’s driving it is consistent pressure across trades, freight, and supply.  Rather than under-allowing and dealing with issues mid-project, we’ve priced it to reflect what it actually takes to deliver the job properly. What that gives you is a far smoother build including less disruption, fewer surprises, and a schedule that holds.  If it helps, we can step through the key areas together and look at where we can adjust scope or approach?”
Variation Discussion	Maintain trust through transparency and control	“Just flagging this early as this change will have a cost impact. Part of that is simply where pricing is sitting at the moment with trades and supply.  We can run through the options together so you’re clear on the impact and can choose what works best for your project.”

Team Support 

• Acknowledge fuel pressure with your team.
• Identify high-travel roles under the most pressure.
• Use Matterport to reduce unnecessary site visits.
• Improve Buildxact planning to reduce bouncing between jobs.
• Use HazardCo planning to reduce avoidable last-minute site issues.
  

Team Leader Check-In Questions

• Which roles are travelling the most?
• Where are the avoidable trips happening?
• What planning issues are causing extra site attendance?
• Are site issues being resolved too late?
• Are we using digital tools enough before sending people out?

Weekly Fuel Pressure Review Template

Use this in a weekly ops meeting.

Weekly Review Questions

Pricing

• What quotes need repricing?
• Have trade and supplier costs changed this week?
• Are escalation clauses needed on any active tenders?

Delivery

• Which live jobs had avoidable site trips?
• Which jobs had fragmented trade attendance?
• Were there delivery inefficiencies?

Trades

• Which suppliers need updated pricing discussions?
• Are there travel-heavy scopes we need to rethink?

Clients

• Where do we need to lead the conversation earlier?
• Which clients need clearer positioning around cost and value?

Team

• Who is under the most travel pressure?
• What can we remove, combine, or digitise this week?