“I've looked at 5 different software packages. None of them actually do my timesheets or book my FIFO flights. They just give me another system to learn. I need something that works this week.”
— Perth civil contractor, $24M revenue, 65 workers
$500K+ in Automation. Pick What You Need.
Each agent below is working technology that handles your admin this week. Timesheets sync to Xero. FIFO bookings done by Tuesday. Fleet failures predicted 2 weeks early. Quotes generated same-day. Incidents documented for DMIRS.
FIFO Mobilisation & Onboarding Portal
Complete workforce mobilisation platform with worker database, compliance tracking, and new starter onboarding. Book FIFO flights across 14 WA mining sites, track DAS/PEM expiry with colour-coded warnings, manage 21-item onboarding checklists, and use AI for compliance questions.
Key Features
- •Worker database with full compliance tracking (DAS, PEM, Standard 11, site inductions, tickets)
- •DAS/PEM expiry tracking with colour-coded warnings (valid/expiring/expired/pending)
- •21-item new starter onboarding checklist (documents, medical, training, PPE, IT)
- •Book flights across 14 WA mining routes (BHP, Rio Tinto, FMG, Woodside, Chevron, MinRes sites)
- •Smart roster patterns (7/7, 14/14, 8/6, 2/1, 4/3, 5/2, 9/5) with auto-calculated return dates
- •AI assistant answers medicals, PPE, inductions, site access, and compliance questions
- •Site-specific compliance requirements displayed automatically per worker
- •PostgreSQL database for real booking and worker data persistence
Tech Stack
AI Document Control Agent
Generate perfect client reports, SWMS, and JSEA documents in 30 seconds. AI pulls timesheet totals, safety incidents, and equipment status automatically. Switch between BHP, Rio Tinto, FMG, and Roy Hill templates instantly—no more reformatting for each client.
Key Features
- •Generate weekly client reports in 30 seconds (vs. 2 hours manual)
- •SWMS and JSEA template generation with AI-populated hazard controls
- •One-click format switching between BHP, Rio Tinto, FMG, Roy Hill templates
- •Document library with AI search (find all Q4 safety incidents instantly)
- •Auto-pull data from timesheets, tool register, and safety logs
- •Version control with audit trail for compliance
Tech Stack
Integrated Timesheet Portal
Manager dashboard for reviewing and approving team timesheets. Award MA000011 penalty rates calculated automatically—Saturday 150%, Sunday 200%, Public Holiday 250%. One-click approvals and direct Xero sync eliminate Excel exports.
Key Features
- •Manager dashboard with pending/approved/all tabs
- •Award MA000011 penalty rates auto-calculated
- •One-click approve/reject for each timesheet
- •Bulk approve all pending timesheets
- •Direct Xero sync—no Excel exports
- •AI assistant for pending approvals, penalty hours, sync status
- •Fair Work compliant audit trail
Tech Stack
Predictive Fleet Monitoring
Connect vehicle computers to Starlink for real-time diagnostics, predictive maintenance, and automated service logbook generation. Detect failures 2-4 weeks early and auto-generate compliant service records—no more handwritten logbooks or missed services.
Key Features
- •Real-time diagnostics via Starlink—engine temp, oil pressure, coolant, brakes, battery
- •Predictive alerts 2-4 weeks before failure (87-94% confidence)
- •Automated digital service logbook with compliance records
- •Service scheduling with parts ordering integration
- •60-80% reduction in roadside breakdowns, 20-30% longer vehicle life
- •Fleet-wide visibility and maintenance cost tracking per vehicle
Tech Stack
Quote & Tender Response Generator
AI assistant that pulls from your pricing database, generates scope descriptions from past quotes, and formats to client-specific templates. Respond to RFQs 60% faster than competitors and win more work.
Key Features
- •Pull historical pricing and margins from your database
- •AI generates scope descriptions from past successful quotes
- •One-click formatting to BHP, Rio, FMG, Roy Hill templates
- •Cost estimating with labour, materials, and equipment rates
- •60% faster quote turnaround—respond before competitors
- •Win rate tracking and quote analytics dashboard
Tech Stack
Procurement Portal
Submit purchase requests from anywhere, approve from your phone at the mine site, generate POs that sync directly to Xero. Multi-level approval workflows, spend tracking, and budget visibility—no more Excel exports or email chains.
Key Features
- •Mobile-friendly purchase request submission from any device
- •Multi-level approval workflows with email/SMS notifications
- •Approve requests from your phone at the mine site
- •Auto-generate POs and sync directly to Xero as draft bills
- •Real-time spend reporting by category, supplier, and site
- •Budget tracking and approval thresholds
Tech Stack
Tool Register Portal
Stop losing $15-20K in tools every year. QR scan check-out in 5 seconds, know exactly who has what at which site, get calibration expiry alerts before DMIRS audits, and generate insurance-ready reports with serial numbers and photos. Ask AI "What does Mike have?" or "What needs calibration at Newman?"
Key Features
- •QR scan check-out in 5 seconds—complete chain of custody for every tool
- •Multi-site tracking across Perth warehouse and 5 Pilbara/Goldfields mine sites
- •Calibration expiry alerts 30/14/7 days before certificates expire—never fail a DMIRS audit
- •FIFO worker tool summary—see everything each worker has checked out across all sites
- •Insurance-ready reports with serial numbers, values, locations, and audit trail
- •AI assistant: "What does Mike have?" "What needs calibration at Newman this month?"
Tech Stack
Spare Parts Inventory Portal
Hydraulic seal failed at Newman—spreadsheet said 12 in stock. Turns out that was 6 months ago. $45K downtime waiting for overnight freight. This portal shows real-time stock across Perth warehouse and 5 Pilbara/Goldfields sites. Search "HYD-SEAL-001" and know instantly: 12 at Perth, 3 at Newman, 0 at Kalgoorlie. AI flags critical items before stockouts. One-click PO generation.
Key Features
- •Real-time stock across Perth warehouse and 5 WA mine sites—no more calling around
- •Criticality classification: know which stockouts will shut down equipment
- •Lead time alerts: 14-21 day parts flagged for early reorder
- •Days of stock remaining based on usage rate—never get caught short
- •Cross-site transfer suggestions when parts available elsewhere
- •AI assistant: "What's critical at Newman?" "What needs reordering before the 21st?"
- •One-click PO generation with supplier selection
- •Prevent $10K-$50K/day equipment downtime from missing $200 parts
Tech Stack
Incident Report & ICAM Generator
Mobile-first incident capture with AI-drafted preliminary reports and guided ICAM investigations. Meet DMIRS reporting requirements every time. Cut documentation time by 50% while improving report quality.
Key Features
- •Mobile incident capture with GPS, photos, and voice notes
- •AI drafts preliminary report within 24 hours of incident
- •Guided ICAM investigation with prompts and templates
- •DMIRS compliant documentation and reporting
- •50% reduction in incident documentation time
- •Corrective action tracking with completion alerts
Tech Stack
Training & Competency Matrix Portal
My driller's Standard 11 expired two weeks ago. Nobody told me. Now BHP won't let him on site and I've got a $45K contract sitting idle. This portal tracks every worker's credentials with automated 60/30/14/7 day expiry alerts. Skills matrix shows who can work where. Training gap analysis flags missing tickets before clients do.
Key Features
- •Worker dashboard with expandable credential details—Standard 11, White Card, HR/HC/MC, site inductions
- •Skills matrix view: workers vs competencies grid with colour-coded status (valid/expiring/expired)
- •Automated 60/30/14/7 day expiry alerts via email and SMS—never miss a renewal
- •Role-based training gap analysis: auto-flag missing required tickets per role
- •Site-specific filtering: who can work at BHP Newman, Rio Tom Price, FMG Cloudbreak, Roy Hill
- •AI assistant: "Who can do confined space at Newman?" answered in 5 seconds
- •30-second audit report generation—no more 8-hour scrambles before client audits
- •Prevent $2K/day gate rejections from expired credentials
Tech Stack
Client Progress KPI Portal
BHP called—monthly progress meeting is tomorrow. You've got 3 projects with them and no idea which milestones you hit. This portal tracks every project's progress, budget, milestones, and KPIs in one dashboard. Generate client-ready reports in 30 seconds. Never scramble before a client meeting again.
Key Features
- •Portfolio dashboard: all projects, all clients, all KPIs—one screen with real-time data
- •Budget vs actual tracking with variance alerts before you overspend
- •Milestone timeline with automatic at-risk/overdue flagging and days early/late tracking
- •KPI monitoring: safety incidents, quality scores, client satisfaction, on-time delivery
- •Client-specific report formats: BHP tables, Rio Tinto scorecards, FMG charts, Roy Hill S-curves
- •AI assistant: "Which projects are at risk?" answered instantly with specifics
- •30-second client progress report export—no more 4-hour scrambles
- •Project filtering by client, site, status, or project manager
Tech Stack
Site Diary Portal
Every supervisor writes their own version of a daily report. Some in notebooks, some in emails, some not at all. When there's a dispute, you can't prove what happened. This portal captures standardised daily records with photos, crew hours, weather delays, and safety notes—timestamped and stored for when you need them.
Key Features
- •Structured daily entries—work completed, crew, equipment, weather, safety, tomorrow's plan
- •Photo evidence with GPS coordinates and timestamps—linked to diary entries
- •Weather tracking with delay notifications and client notification timestamps
- •Crew hours and equipment usage captured in same record—complete daily picture
- •Client instructions logged with audit trail—evidence for variations
- •AI assistant: "Show me all weather delays this week" or "Total crew hours for BHP?"
- •30-second export of any day's records—instant dispute evidence
- •Client-specific formats: BHP, Rio Tinto, FMG, Roy Hill templates
Tech Stack
Variation & Claims Portal
We did $80K of extra work on that Roy Hill job. Never got paid. Couldn't prove when we notified them or what they approved. This portal tracks every variation from client instruction to payment—notification deadlines, supporting documents, site diary links, and full audit trail. Recover the 10-20% of contract value you're currently leaving on the table.
Key Features
- •Variation tracking from instruction to approval—full lifecycle management
- •Notification deadline alerts—never miss a 24/48-hour window again
- •Site diary links—connect variations to daily records for evidence
- •Supporting document attachment—photos, emails, client instructions in one place
- •Tier 1 client contract windows—BHP, Rio, FMG, Roy Hill notification requirements
- •AI assistant: "What variations are pending?" or "Any deadlines this week?"
- •Complete audit trail and timeline—pull dispute evidence in 30 seconds
- •Claim types: variations, EOT, delay claims, disruption claims
Tech Stack
Cash Flow & Invoice Tracking
Rio Tinto owes us $180K from three months ago. FMG invoice is at 45 days. We're chasing payments while paying subbies on time. The cash flow spreadsheet is always out of date. This portal tracks every receivable and payable, forecasts your cash position, and makes sure no invoice slips through the cracks.
Key Features
- •Receivables dashboard—every invoice by client, project, and age
- •Payables tracking—subcontractor and supplier invoices scheduled against incoming cash
- •30/60/90 day aging with automatic escalation alerts
- •Cash flow forecasting—see your position in 30, 60, 90 days
- •Tier 1 client payment patterns—BHP, Rio, FMG, Roy Hill behaviours tracked
- •AI assistant: "What's our cash position in 30 days?" or "How much does BHP owe us?"
- •Payment reminder tracking—know who's been chased and when
- •Subbie payment scheduling against expected receivables
Tech Stack
Fatigue Management Portal
Driver fell asleep at the wheel heading back to camp. He'd done 6 swings straight because we're short-staffed. Nobody tracked his cumulative hours across projects. Insurance denied the claim—no fatigue records. This portal tracks every worker's hours, swings, rest periods, and journey risks before something goes wrong.
Key Features
- •Cumulative hours tracking across multiple projects and sites
- •Swing duration with max day alerts and R&R scheduling
- •Rest period monitoring—minimum hours between shifts enforced
- •Journey management—long drives blocked when fatigued
- •Tier 1 client requirements—BHP, Rio, FMG, Roy Hill fatigue policies
- •AI assistant: "Who's approaching fatigue limits?" or "Any journey risks this week?"
- •Full audit trail—evidence for insurance and compliance
- •Night shift and consecutive shift tracking
Tech Stack
Ready to Stop Doing Admin?
Pick the agents you need. Start this week. $500K+ combined ROI.