Every module.
In detail.
Not a feature list. A walkthrough. What each module actually does, how it's built, and what it costs your business when you try to run without it.
Read a plan set in minutes. Get quote-ready quantities.
AI vision, trained on your prebuild rules, doing the boring highlighter work while you're still opening the PDF.
The take-off that used to eat two evenings a week is now the twenty minutes between the meeting and lunch. Multiply that across a year of quotes and you get most of a project manager back.
You drop an architectural PDF onto the take-off screen and XGrafter's vision engine actually reads it. Not OCR-guesses-at-text — real understanding of what a Framing Plan looks like, where the studs sit, where the bracing points are, where the openings hide. It walks each plan sheet on its own and lays down measurements while you watch.
Under the hood it runs a set of detection rules you've told it about. Out of the box that's 145 line items across framing, fit-off, lock-up, cladding and demolition — the actual categories a carpentry's business runs on, with the same engine ready to be trained for plumbing, electrical, tiling, painting, landscaping or any other trade. If you add a new prebuild item, the rule set learns it. Two jobs later it's picking it up automatically.
Measurements come out in the units you'd expect: linear metres for wall runs, m² for floor and ceiling zones, count-pin totals for openings and fittings. The engine snaps to real wall lines, corners and standard symbols instead of drifting off the geometry. When it's unsure it flags the measurement instead of guessing.
The output isn't a spreadsheet you have to re-enter. Quantities flow directly into a quote against your cost centres, with your rates already applied. What used to be two nights with a highlighter and a scale ruler is a coffee and a review.
- AI vision reads architectural PDFs directly — no export step
- Per-plan-sheet parsing (Framing Plan, Bracing Plan, Fit-off Plan, Cladding Plan etc.)
- 145 pre-built detection rules across framing, fit-off, lock-up, cladding and demolition
- Draws measurements live — linear, area, and count-pin — as it reads
- Snaps to real wall lines, corners, standard symbols
- Manual override + correction on every measurement
- Decimal-quantity output flows straight into your cost-centre line items
- Print-ready plan mark-ups for the site copy
Quote → Job → Cost Centres → Line Items → Invoices. One thread.
Every number, doc, variation and PO stitched to the job. No more digging Gmail for what you agreed six weeks ago.
Emails to find approvals. Spreadsheets that don't match Xero. Handover meetings that turn into archaeological digs. A job with no central spine costs you every time a PM changes hands.
A job in XGrafter isn't a header row on a spreadsheet — it's a live workspace. The moment a quote is accepted, it becomes a job carrying every cost centre, every line item, every markup, every doc, every note. You navigate from the job to the CC to the exact line item to the invoice claim without ever leaving the thread.
Cost centres behave like mini-jobs inside the main job. Each one has its own parts + labour, its own decimal quantities from the take-off, its own schedule, and its own lock/unlock state so you can freeze scope on the ones that are done and keep working the rest. Margin is visible per CC in real time — no discovering you underquoted after handover.
The whole thing runs at full feature parity. Statuses (Pending / In Progress / Complete / Invoiced / Archived), stages, technicians, salesperson, tags, retention — all there. Rich-text scope docs and notes live inside the job. Variations, POs, invoices and photos all timeline into a single activity view so a new PM can read a job from the top in five minutes.
The customer-facing side is quiet on purpose: branded quote PDFs with your logo and ABN, clean line-item descriptions, and a signable link. The internal side is where the depth lives.
- Full flow: Quote → Job → Cost Centres → Line Items → Invoices, all linked
- Cost centre detail page with parts + labour, markup, decimal quantities, per-CC lock/unlock
- Rich-text scope docs and job notes
- Full status set (Pending / In Progress / Complete / Invoiced / Archived)
- Stages, technicians, salesperson, tags, retention config per job
- Variations, POs, invoices, photos on a unified timeline
- Prebuild templates for common job types across every trade
- Customer-facing branded quote + invoice PDFs
The runsheet your leading hand will actually open.
Week grid + day + month + job-focus views. Drag-and-drop. Cost rolls up to the CC. Crew sees it on their phone in seconds.
The Monday morning phone tree — where's Dan today, is Kev on the tools or the ute, who's got the framing gang — disappears. One update in the office, twelve phones update themselves.
Scheduling in XGrafter is a real schedule, not a to-do list with dates. The week grid is 7 days across × your employees down — the same shape a foreman would draw on the whiteboard. Drag a block from Monday-Kev to Tuesday-Dan and the change lands in the mobile app before Dan puts his phone back in his pocket.
Switch to Day view when you're planning tomorrow. Month view when you're pacing a build. Job Focus view when a client wants to know exactly what's happening on their site this fortnight. Same data, four lenses.
Every schedule block is routed to a specific job and a specific cost centre. When Dan clocks eight hours against Bracing on 42 Bourke Street, that labour cost rolls straight up to the CC and shows up in the margin view. No shadow spreadsheet, no reconciliation.
The mobile app is the delivery mechanism. Push notifications for schedule changes. Live sync down to the device in seconds. End-of-day timesheet confirmation with variation flagging — so the crew can say what actually happened instead of what you thought would happen.
- Week grid (7 days × employees), Day view, Month view, Job Focus view
- Drag-and-drop reassign between employees
- Cost centre routing — schedule to a specific job's CC
- Labour cost rolls up to the CC automatically
- Live sync to the mobile app — seconds, not minutes
- Push notifications for schedule changes
- End-of-day timesheet confirmation with variation flagging
- Colour-coded by job for foreman clarity
Native iOS + Android. Offline-first. Built for a phone in a work glove.
SQLite mirror of the whole day on-device. Plans, schedule, variations, timesheets. Works when the reception doesn't.
The gap between what happened on site and what the office knows. That gap is where variations get lost, where hours get under-billed, and where every 'we never agreed to that' conversation starts.
The field app is native, not a wrapped webview — because a wrapped webview stops working the moment you walk behind the frame. XGrafter's app carries a local SQLite mirror of the jobs, schedule and plans, so the crew can look up a wall section, log a variation and close out a timesheet whether they're in Toorak or thirty kilometres past the last bar of signal.
Plans get cached on-device the first time you open a job. From then on you can pinch, zoom, scroll and mark up the drawings whether you're online or not. When the app catches signal again it syncs everything in the background — the crew don't have to remember to hit anything.
Field notes attach to any schedule entry. Photos attach to any job or cost centre. A variation raised on site turns up in the office within seconds of the phone reconnecting, with the photos, the note and the CC already tagged. The office isn't chasing — the info is already there.
End-of-day timesheet is a two-tap confirmation of what was scheduled versus what actually happened. If Dan spent an extra two hours on Fit-off because the plumber didn't rock up, he flags it there. That flag becomes an admin task, becomes a variation, becomes an invoice line. The chain never breaks.
- Native iOS + Android (not a wrapped web view)
- Local SQLite mirror of jobs, schedule and plans — full offline
- Plans cached on-device with pinch-zoom + markup
- Field notes on any schedule entry — instantly visible to admin
- Variation capture with on-site photos and notes
- End-of-day timesheet confirm with actual hours per cost centre
- Push notifications for schedule + variation status changes
- Big buttons — built for a gloved hand, not a suit's thumb
Log on site in 30 seconds. Raise + invoice in one click.
Every variation captured, priced and paid — or filed as no-charge with a reason. Nothing forgotten. Nothing eaten.
Most trades lose 2–5% of their revenue to un-invoiced variations. A crew of eight, over a year, that's the price of a decent ute. XGrafter turns 'log it, raise it, chase it' into three taps.
An employee logs a variation on site in thirty seconds via the field app. Photo, note, cost centre, to-be-charged vs no-charge flag. Done. The office sees it in the Variations tracker as soon as the phone catches signal.
The tracker cleanly separates variations that are going to be charged from ones that are being absorbed. The no-charge column isn't a rubbish bin — it's a record. When a client asks 'why did we go over budget?' you've got the whole list, priced, with reasons.
One click on a to-be-charged variation runs the full sequence: creates the variation on the job at 100% claim value, generates a tax invoice pre-filled with the line items, and the notes from the crew carry through into the invoice description. Admin reviews, hits Send. The variation is closed before smoko.
Every variation lives on the job with a full audit trail. Who raised it, when, from where, what changed, when it was invoiced. The 'I don't remember discussing that' conversation stops happening because the whole conversation is on the record.
- 30-second on-site capture (photo + note + CC + charge flag)
- Variations tracker splits to-be-charged vs no-charge
- One-click Raise + Invoice — pre-filled at 100% claim value
- Employee notes carry through to the invoice line description
- Full audit trail per variation — who / when / why / status
- Rolls into progress claims automatically if scheduled that way
- Customer-facing signed PDF option
- Reasons captured on no-charge variations for post-mortem reviews
Progress claims, tax invoices, payment requests, retention. Built the way trades bill.
Cumulative % claims per cost centre. Retention baked in. One click to Xero. Branded PDF per tenant.
Cashflow. When claims are a spreadsheet and Xero is somewhere else, you claim late, you claim short, and you lose the argument about what was claimed last time. Every one of those hits your bank account.
Invoicing in XGrafter is built for how trade businesses actually get paid: progress claims cumulative to date, per-cost-centre line items showing contract $ / previously claimed / this claim, and a running retention column so nothing surprises you at practical completion. Works the same for a fixed-price fit-out, a per-milestone landscaping job, or a schedule-of-rates plumbing contract.
You issue progress claims monthly (or on your milestones). You issue tax invoices when the payment schedule comes back. You send payment requests when a client goes quiet. The three document types are separate for a reason — because your Xero, your ATO and your client all treat them differently.
Retention support is configurable per job (default 5%, can be anything). It tracks separately, releases on your timeline, and doesn't get folded into the current claim by accident. Practical Completion turns into a Retention Release invoice when you're ready, not before.
Every PDF that goes out the door is branded to your tenant — your logo, your ABN, your address, your terms of trade. Not a generic template. Not a shared footer. Your business, looking like it should.
- Three document types: Progress claim, Tax invoice, Payment request
- Cumulative % claims per cost centre
- Contract $ / Previously claimed / This claim columns
- Retention (5% or configurable) tracked separately
- Retention Release invoice generated on your timeline
- One-click push to Xero (invoice, contact, line items)
- Per-tenant branded PDF (logo, ABN, address, terms)
- Overdue chasing sequences
Two-way, native, no dodgy middleware.
Invoices, contacts, POs and payments sync live. Live P&L on the dashboard. Cashflow forecast built off your real pipeline.
The Sunday-night bookkeeping session where you reconcile jobs to Xero, chase POs, and try to figure out what was actually invoiced this month. That whole session doesn't need to exist.
Xero isn't a bolt-on — it's wired into the platform. Invoices push both ways. Contacts stay reconciled. POs raised in XGrafter turn up in Xero as bills. Payments received in Xero mark the XGrafter invoice as paid without you touching either app.
The dashboard pulls a live P&L view from Xero so you're not tabbing between two screens to see how the month's going. Numbers that matter — revenue this month, cost of goods, gross margin — sit next to your job pipeline instead of underneath it.
The cashflow forecast is what you get when a real accounting integration meets a real jobs database. It's not a straight-line extrapolation from last month's invoices — it's built off stage completion dates on your active jobs, offset by your usual payment terms, layered against your Xero pipeline. It tells you where cash is coming from and when.
Beyond Xero there's a growing list: Legacy data imports for migrations, Cloudflare for delivery, our AU-hosted database (Sydney region). Everything runs in Australia. Nothing runs on a US server.
- Two-way Xero sync: invoices, contacts, POs, payments
- Live P&L pull on the platform dashboard
- Cashflow forecast built from stage completion dates + invoice pipeline
- Data import for buyers migrating off legacy platforms
- AU-hosted data (Sydney region)
- Photo capture per job / cost centre (site photos linked in)
- Contacts database (customers → contacts → sites)
- PO tracking (raise, track, sync to Xero as bills)
- Reports: cashflow forecast, active jobs, invoiced
And a few things you'd expect at the platform level.
The bits that don't need their own section but matter when you're running a real business.
Enough reading. Have a play.
30 days free. No card up front. Full platform, load a real job, kick every tyre.