“We did $80K of extra work on that Roy Hill job. Never got paid. Couldn't prove when we did it or what conditions we faced. The supervisor's notebook got lost. Now it's our word against theirs.”

— Perth earthmoving contractor, $24M revenue, crews across Roy Hill and FMG sites

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Agent #12

Site Diary Portal

LiveROI: $15K-$30K/year

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, and weather—timestamped and stored for when you need them.

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1

Drafts

1

Pending Approval

2

Approved

2

With Delays

BHP

Sun, 11 Jan

•Newmandraft

Drill Program - Phase 3 • Supervisor: Mike Thompson

42°
4
12
BHP

Sat, 10 Jan

•Newmanapproved

Drill Program - Phase 3 • Supervisor: Mike Thompson

40°
3
8
RIO

Mon, 6 Jan

•Tom PriceapprovedDelay Recorded

Exploration Support Contract • Supervisor: Sarah Chen

38°
3
15
FMG

Sun, 5 Jan

•CloudbreaksubmittedDelay Recorded

Grade Control Drilling • Supervisor: David Brown

32°
2
4

AI Diary Assistant

Ask about diary entries, delays, crew hours, or weather impacts

Manual Site Diaries (2+ hrs/day)

  • •Supervisor writes in notebook at end of shift—tired, rushed, incomplete
  • •Photos on personal phones—lost when they leave, wrong date, no context
  • •Weather delays documented inconsistently—or not at all
  • •Crew hours tracked separately in timesheets—no link to daily work
  • •Client instructions verbal—no written record when disputed
  • •Dispute arises 6 months later—scramble to find evidence that doesn't exist

DrilLedger Site Diary (15 min/day)

  • •Structured digital form—same fields every day, nothing missed
  • •Photos uploaded with GPS, timestamp, and notes—linked to entry
  • •Weather conditions auto-captured—delays documented with client notification time
  • •Crew hours and equipment usage in same record—complete picture
  • •Client instructions logged with date/time—audit trail for variations
  • •Dispute arises? Pull complete history with photos in 30 seconds

Daily Entries

Standardised fields for every shift. Work completed, crew, equipment, weather, safety, tomorrow's plan.

Photo Evidence

Photos linked to diary entries with GPS coordinates and timestamps. Never lose evidence again.

Weather Tracking

Conditions, temperatures, rainfall captured. Delay notifications logged with timestamp for claims.

Dispute Protection

Timestamped daily records with full audit trail. Pull complete project history in 30 seconds for any dispute.

What Gets Captured Every Day

Work Progress

  • • Work completed (bullet points)
  • • Quantities/measurements
  • • Location/area worked
  • • Tomorrow's plan

Resources

  • • Crew names and hours
  • • Roles and responsibilities
  • • Equipment used and hours
  • • Equipment breakdowns

Conditions & Delays

  • • Weather (temp, rain, wind)
  • • Delay reasons and duration
  • • Client notification times
  • • Stand-down records

Safety & Compliance

  • • Pre-start completed
  • • Safety observations
  • • Incidents/near misses
  • • Client instructions

Client-Specific Export Formats

BHP

BHP Format

  • • Daily progress report
  • • HSE section prominent
  • • Contractor performance
  • • Photo appendix
RIO

Rio Tinto Format

  • • Shift summary
  • • Environmental notes
  • • Delay classification
  • • Resource utilisation
FMG

FMG Format

  • • Production focus
  • • Equipment hours
  • • Weather impact log
  • • Crew productivity
RH

Roy Hill Format

  • • Progress vs plan
  • • Milestone tracking
  • • Issue register
  • • Look-ahead notes

Annual Site Diary Value

$15,000 – $30,000+

in time savings + dispute protection + recovered claims

The Cost of Poor Daily Records

Supervisor Time

Writing notes, organising photos

2+ hrs/day

Lost Variation Claims

Can't prove what happened

$10K-$50K/year

Dispute Defence

No daily records to prove it

Legal exposure

DMIRS Compliance

Incomplete safety records

Audit risk

Time Savings (Per Supervisor)

Daily Entry

2 hrs → 15 min

structured form

Photo Management

30 min → 2 min

auto-linked

Weekly Summary

2 hrs → instant

auto-generated

Annual Time Saved

400+ hrs

per supervisor

Dispute & Claims Protection

100%

Timestamped daily records

30 sec

Pull any day's records

$10K+

Avg variation recovered

400 hrs

Supervisor time saved/year

$15,000

@ $40/hr (direct cost)

$10K+

Dispute/claim protection

Total Annual Value

Time savings + dispute protection + variation recovery

ROI $15K-$30K+

per year

Note: Figures based on Perth mining supplier with 2 site supervisors completing daily diaries. Time savings calculated at supervisor rate $40/hour direct cost. Dispute protection value based on recovering 1-2 variations per year that would otherwise be lost due to poor documentation. Actual savings vary based on project complexity and client requirements.