Contractors

For construction businesses and everyone who works in them

For verified construction companies and registered sole traders, from the admin to the construction worker: who does what on a project, what needs approval, and how you run leads, offers, the daily log, the budget, invoices and your team in the mobile app and the web app.

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What being a contractor means

On Baubiber, a contractor is a verified construction business that carries out work for a client. There is no account switch for it: what you see follows from your role in your company, the services your company offers and your place on each project. One account works in the mobile app and in the web app (app.baubiber.com).

Your company on a project

Every award is a work package. How your company holds it decides whom you answer to and who signs off your work.

Contractor

Your company holds one work package of a client’s project: one accepted offer and one company per package.

Can

Bid on every package still in tender, with one live offer per package.
Run your own package: milestones, budget, change orders, invoices and your own daily log.
See the order of the trades and their planned dates, and hear when the trade before you has handed over.
Plan when your crew needs to enter the residents’ home.
Chat with the client side from your first offer; you see their name and contact once your offer is accepted.
Create projects for clients (client requests and jobs you won outside Baubiber) and put material and design questions to them as decision requests.

Never

See the prices of other packages or other companies’ offers.
Change a client’s brief: you only read the rooms, detected issues, target options and before photos.
Sign off your own work or accept it for the client.

General contractor

Your company also offers general contracting and splits a client package it won into subcontracts for companies it chooses; its admins and the project managers leading the job decide for it.

Can

Split a package you won into subcontracts and ask verified construction companies to quote; subcontracts are never published.
Accept or decline subcontract offers, with no property manager step.
Sign off your subcontractors’ milestones and approve or decline each of their change orders.
Receive your subcontractors’ invoices and accept or dispute them.
Read your subcontractors’ shared daily log posts, without amounts.

Never

Book time, plan budget or bill inside a subcontract; you work in your own package.
Complete your own package while a subcontract is still in tender or running.
Show the client your subcontractors’ offers, change orders or invoices: the client sees only the subcontracts and their milestones, without prices.
Drop general contracting from your services while a subcontract is in tender or running.

Subcontractor

Your company works on a subcontract for a general contractor, never directly for the client.

Can

Find the request under Asked by a general contractor and open the project, even if the client did not publish it to you.
Send an offer for the subcontract as for any package (verified businesses only).
Run your subcontract: milestones, budget, change orders, invoices and your own daily log.
Plan when your crew needs to enter the residents’ home, and complete your subcontract.
Chat with the general contractor’s admins and the project managers leading the job.

Never

See the client’s name or contact, or talk to the client; you have no Client tab.
Apply a change order without the general contractor’s approval.
Invoice the client: your invoices go to the general contractor.
See the general contractor’s own prices or those of other packages.

Inside your company: the team roles

Every member has one of five roles. The role decides what they see and do in the mobile app and in the web app. The primary admin is the admin who also manages the company itself.

Admin

Runs the company and sees every project with all of its money.

Can

Work on every company project, with prices, budgets, crew rates and margin.
Send offers, prepare client requests and release offers waiting above your company’s limit.
Propose change orders, set crew rates and manage each project’s crew.
Invoice every project and use the company-wide Invoices and Finances pages.
Plan crews in Planning and Day plan, follow the Live map and keep the daily log.
Invite members, change roles and remove members.

Never

Change the services, verify the business, connect Webfleet or ON!Track or appoint admins; only the primary admin does that.

Project manager

Leads the projects assigned to them and sees their money.

Can

Run the projects they lead: milestones and tasks, crew planning, project details and settings; read the daily log and photos.
See the budget with prices, the invoices and the actual costs of those projects, and invoice them.
Work on leads, send offers and prepare client requests.
Plan crews for their projects in Planning and Day plan and follow the Live map.
Invite every role except admin.

Never

Propose change orders, set crew rates or administer the crew; that stays with admins.
Open projects they only work on as a member, or the company-wide Invoices and Finances pages.
Send an offer above your company’s limit without an admin releasing it.
Change roles or remove members.

Sales

Wins work: leads, offers and client requests.

Can

Go through leads in For you and in the list, and save or pass them.
Send, edit and follow offers.
Prepare client requests for clients who called.
Write to clients in Messages.

Never

Open projects, planning, the team or invoices.
Send an offer above your company’s limit without an admin releasing it.

Site manager

Runs the site on the projects they are assigned to, without money.

Can

Keep the daily log: entries, photos, voice notes and open points.
Follow the crew’s day and the milestones of their projects.
Plan and cancel visits to residents’ homes.
When they lead a job, record site visits and edit their work items, without prices.
Record their own time.

Never

See crew rates, milestone amounts, offers or other prices.
Price a site visit or turn it into an offer.
Send offers or invoices.

Construction worker

Works on site and follows a guided day in the app.

Can

See the day’s jobs and the week ahead on Today.
Confirm the crew briefing and report each step of a job, from setting off to the work report.
Record their own time and a spoken work report.
Write in Messages and see past days in My work.

Never

See prices, budgets or invoices.
Open the full project workspace and its daily log; they work from their own day.

Who you work with

The client side decides; you deliver. Here briefly, from your point of view; the guide for clients explains each role in full.

Client

The person or company you work for, who decides on your offer, your work and your invoices.

Can

Accept or decline your offer; with several clients, any one of them decides.
Approve your change orders where approval is required.
Sign off your milestones, give the final acceptance and accept or dispute your invoices.
Decide who may bid, down to Only companies I invite.
Split the project into work packages, plan the order of the trades and, without a project lead, confirm each handover.
Let the companies on a project see each other’s daily log, without prices.

Never

See your rates and amounts in the daily log, your internal entries or your margin.
See an offer of yours that still waits inside your company for release.

Property manager

Acts as the client on a managed property when the property pays.

Can

Choose the company and decide offers, change orders, sign-offs and invoices for the owners.
Approve a resident’s acceptance of your offer first, where that approval is switched on.
Accept or dispute your invoices alongside the recipient.

Never

See the amounts in your daily log.

Owner

Owns the property; when not the client, follows the work and decides only the owner's approvals.

Can

As the client, write the brief, publish, accept your offer, split the work into packages, ask companies to quote and plan the trades.
Hear when the property manager awards work, a change order applies, work is signed off or a package is finished.
Approve offers and change orders above the property manager’s limit, where owner approval is switched on.
Decide approvals the property manager left waiting for four days.
Read the daily log, the budget and the invoices in the client’s view.

Never

See your rates and amounts in the daily log.
Accept or dispute your invoices on a managed property; invoice notices and your decision requests go to the property manager.

Project lead

A professional the client hired to coordinate the trades for them.

Can

Split the project into packages, ask companies to quote and plan the order of the trades.
Confirm handovers between trades and recommend the final acceptance.
Sign off your milestones and check your invoices for the client.
Decide change orders up to its limit, where one is set.

Never

Accept or decline offers, accept invoices or give the final acceptance.

Architect

Hired by the client for the design and, where agreed, site supervision.

Can

Write the brief while it is open.
Compare offers and advise the client.
Work out design and materials with the client.
With site supervision: sign off your milestones and check your invoices for the client.

Never

Accept offers, decide change orders or accept invoices.
Create a project for the client or ask companies to quote.

Interior designer

Hired by the client for interiors, design and materials.

Can

Write the brief while it is open.
Work out design and materials with the client.
Compare offers with the client and follow the milestones.

Never

Sign off milestones or decide offers, change orders or invoices.
Create a project for the client or ask companies to quote.

Resident

Lives where you work and follows the progress.

Can

See the progress, the dates and the entries you share, without hours.
Report defects; they reach you only as open points the client side passes on.
Confirm or decline your visits to their home, where that is switched on.
Hear when your work starts, when the work plan changes and when your package is finished.

Never

See offers, prices, invoices, material decisions or hours.

The simple flow

One client, one company: how a project runs from your side, from the request to final acceptance.

How to read the steps

Does it: carries out the step in Baubiber (R)
Approves: decides; nothing moves on without this decision (A)
Approves if switched on: decides only where this approval is switched on; otherwise is informed
Consulted: is asked beforehand and has a say (C)
Informed: hears about it in the app, by push and by email (I)

One client, one company

Most smaller jobs: a homeowner, or a tenant who pays themselves, hires your company for the whole job.

The client decides on your offer, signs off your work and accepts or disputes your invoices; you run everything in between.

InvolvedClientContractor

1
Create the project
The project is created
Usually the client creates the project in the app. If they called you, you prepare it as a client request and they confirm it; a job you won outside Baubiber you create yourself.
- ClientDoes it
- ContractorDoes it· for the client
2
Brief and scope
The client describes the work
They confirm rooms, trades and photos; publishing turns them into a shared work plan, which is only a suggestion. You read the brief and the AI report before you bid, and can propose a preliminary site visit in your offer.
- ClientDoes it
3
Offers and award
Offer and award
You send an offer made of milestones with priced tasks. The client compares the offers and accepts one; the others are declined, and you see the client’s name and contact.
- ClientApproves
- ContractorDoes it· own offer
4
Design and material choices
Design and materials
You propose options and put open decisions to the client with Ask the client to decide. The client chooses in the app or through an email link; a price difference still needs a change order.
- ClientApproves
- ContractorDoes it
5
Schedule and milestones
You plan the work
You plan milestones, dates and the crew. The client sees the plan and hears about new milestones unless your project settings keep them internal.
- ClientInformed
- ContractorDoes it
6
Daily log and photos
Your crew logs the work
Your crew keeps your package’s daily log by voice, photo or form and uses the work clock. The client sees the shared entries, without your rates and amounts; new entries do not notify them, and what they should know you send with Send update.
- ContractorDoes it· own package
7
Change orders
Something changes
An admin adds, changes or removes budget lines as a change order. By default it applies at once and the client is informed; with Budget changes set to Approval required, or where Baubiber switched the approval on, it waits for the client.
- ClientApproves if switched on
- ContractorDoes it
8
Sign-off and defects
Your work is signed off
You mark a milestone complete with photos, and the client is asked to sign it off. Defects they raise reach you as open points; you can bill before the sign-off, with a warning.
- ClientApproves
- ContractorDoes it
9
Invoices
You invoice
You invoice from daily log lines, a milestone or budget lines; the client gets a PDF by email and in the app. They accept or dispute it, and a disputed invoice cannot be marked paid until it is resolved.
- ClientApproves
- ContractorDoes it
10
Final acceptance
Completion and final acceptance
Once every milestone is closed and no invoice is still a draft, you mark the project complete. The client then accepts the work, and you are told.
- ClientApproves
- ContractorDoes it

More complex flows

More people, the same rules. These three flows show what changes for you when residents and a property manager are involved, when you are one trade of several, and when a general contractor hands parts to subcontractors.

A lived-in home with a property managerWork in a lived-in or managed home, where residents, a property manager or owners are involved besides the client.
One trade of severalLarger renovations the client split into work packages by trade, often with a hired project lead, architect or interior designer.
A general contractor with subcontractorsLarge jobs where one company holds the client package and hands parts of it to subcontractors it chooses, often with an architect and an interior designer on the client side.

A lived-in home with a property manager

Work in a lived-in or managed home, where residents, a property manager or owners are involved besides the client.

The client is often the property management; residents follow the work and let your crew in, and the owners follow the project, hear what the manager decides and approve above its limit where that is switched on.

InvolvedResidentClientOwnerContractor

1
Create the project
The project is created
A resident reports the problem, or the property manager or an owner creates the project; you can also prepare it as a client request. When the property pays, its management becomes the client, or its owners when nobody manages it.
- ResidentDoes it
- ClientDoes it
- OwnerDoes it
- ContractorDoes it· for the client
2
Brief and scope
Brief and publishing
The resident describes the problem, and the client or an owner completes and publishes it; where approval before publishing is switched on, the property manager approves it first. Only then do you read the brief and can bid; you cannot change it.
- ResidentDoes it
- ClientDoes itApproves if switched on
3
Offers and award
Offer and award
The client or an owner accepts your offer, and the residents hear that the work is starting. Where approval by the property manager, or by an owner above the manager’s limit, is switched on, it shows Awaiting approval until confirmed; if nobody decides within 7 days, it returns to the shortlist.
- ResidentInformed
- ClientApproves
- OwnerApproves if switched on· above the limit
- ContractorDoes it· own offer
4
Design and material choices
Design and materials
You propose design and materials and put open decisions to the client with Ask the client to decide; the client chooses. Owners get no decision requests, and residents do not see them.
- ClientApproves
- ContractorDoes it
5
Schedule and milestones
You plan the work
You plan milestones and dates; nobody has to approve them. The client hears about each new milestone unless your project settings keep new milestones internal; owners and residents see the dates in their progress view.
- ClientInformed
- ContractorDoes it
6
Access to the home
Your crew enters the home
An admin, project manager or site manager plans when the crew needs to enter the home, and the residents and the client are told. Where resident confirmation is switched on, a resident confirms the visit or declines it with a reason; you see the residents’ names and contact details to arrange access.
- ResidentApproves if switched on
- ClientInformed
- ContractorDoes it
7
Daily log and photos
Your crew logs the work
You keep your package’s daily log as usual; new entries notify nobody. The client and the owners read the shared entries without your rates and amounts, the residents also without hours.
- ContractorDoes it· own package
8
Change orders
Something changes
By default a change order applies at once and the property manager and the owners are told; the residents hear that the work plan changed. Where approval is required, the property manager decides; where owner approval is switched on, an owner also approves above the manager’s limit.
- ResidentInformed
- ClientApproves if switched on
- OwnerApproves if switched on· above the limit
- ContractorDoes it
9
Sign-off and defects
Sign-off and defects
The client side signs off your milestones. Residents report defects; the client side passes them on to you as open points or declines them, and you never see the reports themselves.
- ResidentConsulted
- ClientApproves
- OwnerInformed
- ContractorDoes it
10
Invoices
You invoice
Your invoice goes to the client; on a managed property the property managers can accept or dispute it too. Residents never see invoices.
- ClientApproves
- ContractorDoes it
11
Final acceptance
Final acceptance
When you mark your work complete, the client, the owners and the residents are told. The client accepts the work, and you are told.
- ResidentInformed
- ClientApproves
- OwnerInformed
- ContractorDoes it

One trade of several

Larger renovations the client split into work packages by trade, often with a hired project lead, architect or interior designer.

You bid on and run your own package; the project lead coordinates the trades for the client, but the client still accepts your offer, your invoices and your work.

InvolvedClientProject leadArchitect with site supervisionInterior designerContractor

1
Invite bidders
Companies are asked to quote
The client or its project lead splits the project into packages and asks companies to quote. You get a request marked Requested by the client, or find the package among your leads.
- ClientDoes it
- Project leadDoes it
2
Offers and award
Offer and award
You send an offer for your package; a company holds one live offer per package. The project lead, the architect and the interior designer compare the offers with the client, who accepts one per package.
- ClientApproves
- Project leadConsulted· compares offers
- Architect with site supervisionConsulted· compares offers
- Interior designerConsulted· compares offers
- ContractorDoes it· own offer
3
Design and material choices
Design and materials
The architect and interior designer work out design and materials with the client, and the project lead is asked. You put the open decisions of your package to the client with Ask the client to decide.
- ClientApproves
- Project leadConsulted
- Architect with site supervisionDoes it
- Interior designerDoes it
- ContractorDoes it
4
Order of the trades
The order is set
The client or its project lead sets the order of the trades and their planned windows. You read the plan and plan your package to fit it.
- ClientDoes it
- Project leadDoes it
5
Schedule and milestones
You plan your package
You plan the milestones and dates of your package within this plan; nobody has to approve them. The client hears about each new milestone unless you keep new milestones internal; the project lead, architect and interior designer see them.
- ClientInformed
- ContractorDoes it
6
Handover between trades
Handover to the next trade
When your package is finished, you mark your work complete. The project lead confirms the handover (without a project lead, the client does), and the company next in the plan hears that it can start.
- Project leadApproves
- ContractorDoes it
7
Daily log and photos
Each company logs its own work
You read and write only your own company’s daily log; the client side reads your shared entries without rates or amounts, and new entries notify nobody. Where the client switched on Contractors see each other’s daily log, you also read the other companies’ shared posts, without prices, names or hours.
- ContractorDoes it· own package
8
Change orders
Something changes
Change orders cover your package only. Where approval is required, any client can decide at every amount; up to its limit, where one is set, the project lead is asked and its approval is enough.
- ClientApproves if switched on
- Project leadApproves if switched on· up to the limit
- ContractorDoes it
9
Sign-off and defects
Sign-off and defects
When you finish a milestone, the project lead or an architect with site supervision signs it off for the client; any client can do so too. Defects reach you as open points.
- ClientApproves
- Project leadApproves
- Architect with site supervisionApproves
- ContractorDoes it
10
Invoices
You invoice
You invoice the client for your package. The project lead and an architect with site supervision check the invoice and recommend accepting or disputing it; the client decides.
- ClientApproves
- Project leadConsulted· checks
- Architect with site supervisionConsulted· checks
- ContractorDoes it
11
Final acceptance
Final acceptance
Once your package is complete, the project lead can recommend acceptance and the client accepts your work; you are told. The project ends when every package is finished or cancelled.
- ClientApproves
- Project leadConsulted· recommends
- ContractorDoes it

A general contractor with subcontractors

Large jobs where one company holds the client package and hands parts of it to subcontractors it chooses, often with an architect and an interior designer on the client side.

As the general contractor you answer to the client and decide for your subcontractors; as a subcontractor you answer only to the general contractor.

InvolvedClientOwnerResidentArchitectInterior designerGeneral contractorSubcontractor

1
Create the project
The project is created
The client, an owner or a tenant reporting a problem in their home creates the project. If the client comes to the general contractor first, the general contractor prepares it as a client request and the client confirms it.
- ClientDoes it
- OwnerDoes it
- ResidentDoes it
- General contractorDoes it· for the client
2
Brief and scope
Brief and design
The client, the owners, the reporting tenant, the architect and the interior designer write the brief while it is open. The client or an owner publishes it, where switched on only after the property manager approves; you only read it.
- ClientDoes itApproves if switched on
- ResidentDoes it
- ArchitectDoes it
- Interior designerDoes it
3
Offers and award
Award and subcontracts
The general contractor bids on the client package, the architect and interior designer compare the offers, and the client or an owner accepts; the residents hear that the work is starting. The general contractor then splits its package on the Subcontracts tab, asks only companies it chooses to quote and accepts one offer per subcontract.
- ClientApproves
- OwnerApproves if switched on· above the limit
- ResidentInformed
- ArchitectConsulted· compares offers
- Interior designerConsulted· compares offers
- General contractorDoes it· own offerApproves· its subcontractors' work
- SubcontractorDoes it· own offer
4
Design and material choices
Design and materials
The architect and interior designer work out design and materials with the client. The general contractor puts open decisions to the client with Ask the client to decide and asks its subcontractors what is feasible.
- ClientApproves
- ArchitectDoes it
- Interior designerDoes it
- General contractorDoes it
- SubcontractorConsulted
5
Schedule and milestones
The general contractor plans
The general contractor plans the milestones and dates of its package, and each subcontractor those of its subcontract; nobody has to approve them. The client hears about the general contractor’s new milestones unless it keeps them internal; the owners, residents, architect and interior designer see the dates.
- ClientInformed
- General contractorDoes it
- SubcontractorDoes it· own package
6
Access to the home
Access to the home
The general contractor and its subcontractors plan when their crews need to enter the home; the residents and the client are told. Where resident confirmation is switched on, a resident confirms first.
- ClientInformed
- ResidentApproves if switched on
- General contractorDoes it
- SubcontractorDoes it
7
Daily log and photos
Each company logs its own work
The general contractor and the subcontractors each keep their own daily log, and new entries notify nobody. The general contractor reads its subcontractors’ shared posts without amounts; the client side reads only the general contractor’s.
- General contractorDoes it
- SubcontractorDoes it
8
Change orders
Change orders on two levels
The general contractor’s change orders to the client follow the usual rules, and the residents hear that the work plan changed. A subcontractor’s change order covers only its subcontract, always waits for the general contractor’s approval, and the client side never sees it.
- ClientApproves if switched on
- OwnerApproves if switched on· above the limit
- ResidentInformed
- General contractorDoes itApproves· its subcontractors' work
- SubcontractorDoes it· own package
9
Sign-off and defects
Sign-off on two levels
Subcontractors finish their milestones and the general contractor signs them off. The client side signs off the general contractor’s milestones and sees the subcontractors’ without prices.
- ClientApproves
- OwnerInformed
- ResidentConsulted
- General contractorDoes itApproves· its subcontractors' work
- SubcontractorDoes it
10
Invoices
Invoices on two levels
Subcontractors invoice the general contractor, who accepts or disputes each invoice. The client receives and reviews only the general contractor’s invoices.
- ClientApproves
- General contractorDoes itApproves· its subcontractors' work
- SubcontractorDoes it· own package
11
Final acceptance
Final acceptance
Each subcontractor completes its own subcontract; the general contractor completes its package once every subcontract is completed or cancelled. The owners and residents are told, and the client accepts the work.
- ClientApproves
- OwnerInformed
- ResidentInformed
- General contractorDoes it
- SubcontractorDoes it· own package
12
Prices between the general contractor and its subcontractors
Prices between the companies
The subcontractor prices its offer and its change orders for the general contractor, who decides on them. These prices stay between the two companies: the client side never sees them.
- General contractorApproves
- SubcontractorDoes it

Who does what

The chips on each step work like a RACI chart: Does it (R) carries out the step in Baubiber, Approves (A) decides and nothing moves on without that decision, Approves if switched on decides only where that approval is switched on and is informed otherwise, Consulted (C) is asked beforehand and has a say, and Informed (I) hears about it in the app, by push and by email. The overview per role below is computed from the flows on this page. Every project shows its own Who does what for the roles actually on it, with your own part first: in the mobile app on the job’s home, in the web app on the job’s Overview.

Computed from the steps above, per role.

One client, one company

Client

Does it: Create the project · Brief and scope
Approves: Offers and award · Design and material choices · Sign-off and defects · Invoices · Final acceptance
Approves if switched on: Change orders
Informed: Schedule and milestones

Contractor

Does it: Create the project · Offers and award · Design and material choices · Schedule and milestones · Daily log and photos · Change orders · Sign-off and defects · Invoices · Final acceptance

A lived-in home with a property manager

Resident

Does it: Create the project · Brief and scope
Approves if switched on: Access to the home
Consulted: Sign-off and defects
Informed: Offers and award · Change orders · Final acceptance

Client

Does it: Create the project · Brief and scope
Approves: Offers and award · Design and material choices · Sign-off and defects · Invoices · Final acceptance
Approves if switched on: Brief and scope · Change orders
Informed: Schedule and milestones · Access to the home

Owner

Does it: Create the project
Approves if switched on: Offers and award · Change orders
Informed: Sign-off and defects · Final acceptance

Contractor

Does it: Create the project · Offers and award · Design and material choices · Schedule and milestones · Access to the home · Daily log and photos · Change orders · Sign-off and defects · Invoices · Final acceptance

One trade of several

Client

Does it: Invite bidders · Order of the trades
Approves: Offers and award · Design and material choices · Sign-off and defects · Invoices · Final acceptance
Approves if switched on: Change orders
Informed: Schedule and milestones

Project lead

Does it: Invite bidders · Order of the trades
Approves: Handover between trades · Sign-off and defects
Approves if switched on: Change orders
Consulted: Offers and award · Design and material choices · Invoices · Final acceptance

Architect with site supervision

Does it: Design and material choices
Approves: Sign-off and defects
Consulted: Offers and award · Invoices

Interior designer

Does it: Design and material choices
Consulted: Offers and award

Contractor

Does it: Offers and award · Design and material choices · Schedule and milestones · Handover between trades · Daily log and photos · Change orders · Sign-off and defects · Invoices · Final acceptance

A general contractor with subcontractors

Client

Does it: Create the project · Brief and scope
Approves: Offers and award · Design and material choices · Sign-off and defects · Invoices · Final acceptance
Approves if switched on: Brief and scope · Change orders
Informed: Schedule and milestones · Access to the home

Owner

Does it: Create the project
Approves if switched on: Offers and award · Change orders
Informed: Sign-off and defects · Final acceptance

Resident

Does it: Create the project · Brief and scope
Approves if switched on: Access to the home
Consulted: Sign-off and defects
Informed: Offers and award · Change orders · Final acceptance

Architect

Does it: Brief and scope · Design and material choices
Consulted: Offers and award

Interior designer

Does it: Brief and scope · Design and material choices
Consulted: Offers and award

General contractor

Does it: Create the project · Offers and award · Design and material choices · Schedule and milestones · Access to the home · Daily log and photos · Change orders · Sign-off and defects · Invoices · Final acceptance
Approves: Offers and award · Change orders · Sign-off and defects · Invoices · Prices between the general contractor and its subcontractors

Subcontractor

Does it: Offers and award · Schedule and milestones · Access to the home · Daily log and photos · Change orders · Sign-off and defects · Invoices · Final acceptance · Prices between the general contractor and its subcontractors
Consulted: Design and material choices

Approvals

Some decisions always belong to the client side. Others wait for an approval only where it is switched on: every such approval step is off by default, can carry a limit and then applies above it. Baubiber switches a step on for an organisation or a single project when asked; the platform default comes first, then the organisation that manages the property, then the project, and the stricter outcome wins. The one thing you set yourself is Budget changes under Approvals and updates.

What the client side always decides

Accepting your offer

Only the client side accepts or declines an offer; with several clients, any one is enough. An offer for a subcontract is decided by the general contractor. No professional the client hired decides offers.

Signing off milestones

You finish a milestone; the client side signs it off: a client, the property managers, or a project lead or architect with site supervision the client hired. You never sign off your own work, but you can bill before the sign-off.

Accepting or disputing invoices

The recipient, or a property manager, accepts or disputes each invoice you send. Acceptance is a signal; a dispute keeps the invoice from being marked paid until it is resolved.

Final acceptance

After you mark your work complete, the client side accepts your package. A project lead can recommend it; only the clients accept, or on a managed property the property managers.

The general contractor for its subcontractors

A general contractor always decides its subcontractors’ offers, signs off their milestones, approves each of their change orders and accepts or disputes their invoices. No approval step changes this.

What can be switched on

Each of these is off by default. To switch one on or set a limit for your company or a project, write to hello@baubiber.com; the client side asks the same way for the steps that concern it. Your own Budget changes setting you change yourself.

Your company’s limit for offers

Who decides: Your company’s admins.
Off (the default): Every offer reaches the client as soon as it is sent.
Switched on: An offer that a project manager or salesperson sends above the limit waits inside your company as Waiting for release. Admins are notified and either release it to the client or return it unsent to its author, who can change it and send it again; until released, the client never sees it. The rule covers change orders too, but only admins propose those.
Limit: Your company’s own amount, set by Baubiber at your request. An offer counts with the most it can cost; an unknown amount or another currency counts as above it.

Client approval of change orders

Who decides: The client; on a managed property, the property managers.
Off (the default): A change order applies at once and the client is informed (Inform only, the default); the history shows it as applied.
Switched on: Each change order waits until the client approves or declines it. You switch this on yourself: set Budget changes to Approval required under Approvals and updates, for every project in the web app’s Settings → Company, for one project in its Project settings. Where Baubiber switched on change-order approval for the managing organisation or the project, the setting is locked at Approval required.
Limit: No limit of its own. With several clients, any one decides; where switched on, all of them approve above an amount.

Change orders decided by the project lead

Who decides: The project lead the client hired.
Off (the default): Without a limit, the default, change orders that need approval go straight to the client side.
Switched on: A change order that needs approval and stays within the limit goes to the project lead, and its approval is enough; a client can decide in its place. If the project lead has not decided after four days, the client is asked.
Limit: Set by Baubiber for the client’s project at the client’s request; above it, the client decides.

Property manager approval of the award

Who decides: The property managers of a managed property.
Off (the default): When a resident accepts your offer, it is accepted at once and the property managers are informed.
Switched on: Your offer shows Awaiting approval until a property manager approves it: in the web app, in the mobile app or with the one-click link in the email. If they decline, or nobody decides within 7 days, your offer returns to the shortlist.

Owner approval above the property manager’s limit

Who decides: The property’s owners.
Off (the default): When a property manager accepts your offer or approves a change order, it goes through and the owners are informed.
Switched on: Above the limit, your offer shows Awaiting approval until an owner approves it, and a change order the property manager approved also needs an owner.
Limit: The amount in the management agreement, set at the client side’s request.

Residents confirm visits to their home

Who decides: The residents of the home.
Off (the default): A visit you plan is set, and the residents and the client are informed.
Switched on: A visit you plan stays a proposal until a resident confirms it or declines it with a reason; whoever planned it hears the answer.

The path of a change order

A change order passes these stages in order; stages that do not apply are skipped. A decline at any stage ends it, and you can withdraw it while it is pending. An unknown price effect counts as above every limit.

1
You propose it
An admin adds, changes or removes budget lines in the budget or on a milestone card. With Budget changes on Inform only and no approval switched on, it applies at once and the client side is told; that is the end of it.
2
The project lead
If the client hired a project lead and the increase stays within its limit, the project lead is asked; its approval, or a client’s in its place, completes the approval.
3
The client side
Otherwise any one client decides, or the property managers on a managed property. Where switched on, every client approves above an amount.
4
The owner
On a managed property with owner approval switched on, an owner approves after the property manager when the increase is above the manager’s limit.
5
Applied
Once every stage has approved, the budget changes and you are told. The history keeps who decided and when; removed lines stay listed as removed.
6
On a subcontract
A subcontractor’s change order skips all of this: it always waits for the general contractor’s admins or the project managers leading the job, and the client side never sees it.

Reminders and escalation

A change order nobody decided is reminded once after 2 days; after 4 days a project lead’s stage goes to the client, and a property manager’s to the owners.
An acceptance waiting for a property manager is reminded after 2 days and put to the owners after 4 days; without a decision it lapses after 7 days, and your offer returns to the shortlist.
A finished milestone nobody signed off is reminded to whoever signs off after 3 days.
An open task with a due date and an assignee is reminded the day after it is due; 3 days later a task held by the project lead goes to the client, one held by a property manager to the owners.
A decision request to the client is reminded once, after its due day has passed.
A teammate you invited to a project is reminded once after 3 days; the invitation expires after 14 days.
For overdue invoices you send a payment reminder yourself at most once a day, or switch on automatic reminders (at most three).

What always holds

However a project is set up, these rules apply to every contractor.

Only verified businesses bid

Only a business that passed verification sends offers, prepares client requests and appears in the directory. Unverified businesses see leads, set up their team and profile and run jobs they won outside Baubiber.

One accepted offer per work package

Each work package has one accepted offer and one company. Your company holds one live offer per package; when the client accepts one, the other offers for that package are declined automatically.

The brief freezes at the award

Once an offer is accepted, rooms, detected issues, target options and before photos no longer change; scope changes go through a change order or an open point. On a job you created yourself, the brief stays open.

Name and contact only on acceptance

You can chat from your first offer, but you see the client’s name and contact only once your offer is accepted. A subcontractor never sees them.

What the client never sees

The rates and amounts on your daily log lines, entries you mark internal, your cost rates and margin, and offers or change orders waiting inside your company. Whether they see your crew’s names and hours follows your project settings.

Other packages without prices

On a project several companies work on, you see the other packages’ milestones and dates without prices, and never another company’s offers, budget or invoices. You read and edit only your own company’s posts, crew and photos.

Subcontract prices stay private

Offers, change orders and invoices between a general contractor and its subcontractors stay between the two companies.

Invoiced lines are locked

Once a daily log line is on an invoice, it can no longer be changed, moved or deleted.

Prices on site visits

Only crew members who see the project’s money set prices on a site-visit report or turn it into an offer. Once the client has confirmed the report, its work items stay as the client saw them.

Nothing happens silently

Every change to the agreed budget reaches the client, applied with a notice or sent for approval. When you change what the client sees, approves or hears about, the project’s activity says so.

The history stays

Change orders, decisions, sign-offs and invoices stay traceable: removed budget lines are kept as removed, open points keep their history, and the project activity shows what happened.

Tools: how to

The practical part, step by step. The mobile app and the web app do the same things; what needs the phone itself is marked: push notifications, location reminders, the contacts picker, iPhone widgets and working without signal.

Getting started and setting up your business

Every contractor on Baubiber is a registered business: a company (GmbH, Kft., AG …) or a registered sole trader (e.K., e.U., egyéni vállalkozó).

Open the web app or download the mobile app from the App Store or Google Play.
Sign in without a password: with Google or Apple, with a link or code by email, or with a code by text message or WhatsApp.
Choose A construction company in the web app, or Contractor in the mobile app.
Your business: company or sole trader, the registered name, the country (Germany, Austria, Hungary or Switzerland) and, if you have it at hand, the registration number. These details are checked against the official register.
Where you work: the cities you serve and your radius.
What you do: your trades.
Your profile: logo, short description and website. Optional; Skip for now and fill it in later.
Verify your business: the business check described below.

Joining the company you work for? Open the invitation from your admin instead of registering the business again.
Before verification you can already see leads, set up your team and profile and run jobs you won outside Baubiber. Offers, client requests and your place in the directory come with the approved verification.

Business verification (KYB)

Your business is verified once, with our verification partner Didit. It is the last setup step; you can also start it later from the prompt at the top of the web app, on the verification page, on the app’s Leads tab or in its Settings.

What is checked: your company is looked up in the official register (legal name, registration number, legal form, address) with its key people, and an authorised representative confirms their identity with an ID document and a selfie.
What you need: the ID card or passport of an authorised representative and, if at hand, your registration number.
How long it takes: about 5 minutes in Didit’s flow. If a manual review is needed, it is usually done within one business day; you are notified by push and email.
What it unlocks: sending and editing offers, asking clients for a work plan, client requests, your public profile with reviews in the directory, and the Verified business badge.
Who starts it: only the primary admin, who also keeps the details; they are locked while in review and once verified. Everyone else sees the status.
If it stalls: when it shows More information needed or the check is declined, the notification opens the verification screen with the reason; continue with Check your details and Try again, or Start again after an abandoned session.
Client chat is separate: when it asks for it, each person who writes confirms their own identity once (ID document and selfie, also with Didit).

Your public profile

Once your business is verified, it appears once in the directory, as a company with its crew. Contact details are never shown; clients use Request a project, which starts a new project that asks your company for a quote.

Company details (admins, Settings → Company): name, logo, description, website, trades, service locations and radius. Matching and the new-project-nearby alerts use them.
Profile facts (Settings → Public profile): years of experience, team size, languages, usual reply time and availability; visitors read them in their own language.
Certifications: issuer, number, issue and expiry date and a private document; flagged 60 days before expiry and taken off the profile once expired.
References: publish a finished project with up to four photos your crew took there, a title, the kind of work, a description, the month it was completed and its duration. Nothing about the client is copied.
Your crew: each member decides in their settings with Show me on the company profile whether their first name, last initial, photo and role appear; it is off by default.
Ranking: a complete profile, and above all verification, raises your profile score, which makes up 30% of your offers’ ranking.

Finding projects

Leads belong to your admins, project managers and sales: in the mobile app on the Leads tab (admins and sales), in the web app under Matching. Verified or not, you see every kind of project near you; only verified businesses send offers.

The For you deck

Open leads ranked by fit, one card at a time, each with a fit score (Great fit, Good fit, Weak fit), why it fits and what speaks against it.
Swipe right or tap Save to keep a lead in Shortlisted, swipe left or tap Pass to hide it, and Undo the last swipe. In the web app, drag the card or use ←, → and U.
Your company’s decisions sharpen the ranking. Leads you already bid on, and leads further than three times your radius, stay out of the deck.
Show more opens the full summary, the trades needed and every reason.
List view shows every open lead with filters for city, focus, photos and sort order; each card gives the distance and how long ago it was posted.
Before you bid, open the photos, the AI contractor report, the shared work plan and any 3D capture.

Quote requests and invitations

When a matching project in your area is published, your company’s owner and admins get a notification by push and email.
A client can ask your company for a quote directly: such leads show Requested by the client and come first in For you, even outside your service area.
With Only companies I invite, only the invited companies see a project and can bid.
When a project is split into work packages, you see the packages still in tender and choose the package in your offer. A project already under way stays visible while one of its packages is in tender.
A general contractor’s request to quote for a subcontract appears under Asked by a general contractor.

Projects for a client who called you

When a client phones or writes, you prepare the project for them in the web app under *Client requests*. Admins, project managers and sales of a verified business can do this.

Click New client request and enter the client’s name, an email address and/or mobile number, a short title, the request in their words and the address of the work.
Send to the client: Baubiber sends a link by email and/or text message, valid for 30 days.
The client signs in, checks and completes the project, for example with photos, confirms it and publishes it.
You are notified when the client takes it over, and the project reaches your company as a quote request.

Until the client takes over, nobody can publish the project or change who receives it.
After publishing, only your company can make an offer until the client invites others.
The list shows each request as Waiting for the client, Link expired, Client is completing it, Published or Withdrawn.
Send link again renews the 30 days (at most every five minutes); Withdraw request deletes the prepared project, and the client is not notified.

Jobs you won outside Baubiber

A repeat customer or a referral: run the job in Baubiber anyway. It has no marketplace and no other offers, and your company leads it. Admins and project managers create such jobs, also before verification.

In the web app, open Projects and click New project; in the mobile app, tap New job on Jobs.
Enter a title, the kind of work and the address, plus the client’s name, email and phone if you have them. With an email address, the client gets a link to the Live status page, no account needed.
Start right away with a site visit (Create and start the visit) or open the job later.
Use every tool: site visits, daily log, milestones, budget and invoices. The client follows the job and can later take it into their own account.

Site visits with AI reports

On a job your company runs, record the walk-through instead of writing it up. Whoever leads the job records visits; only crew members who see the project’s money price them.

Start a site visit on the job. Only record once everyone who is talking has agreed.
Photograph damage, measurements and anything the client should see; the photos also feed the AI report.
The AI transcribes the recording and turns it into observations and proposed work, room by room.
Check the work items and price them.
Send the report to the client: they read it through their link, comment and confirm it; after that the work items stay as they saw them.
If your package has no accepted offer yet, Generate offer turns the priced work items into an accepted offer that your daily log and invoices book against. Items without a price are left out; you can do this before the client confirms.

A site manager who leads the job edits the work items without prices.
In an offer on a lead, you can include a preliminary site visit with a fee and suggested times.

Sending and editing offers

Open the lead and choose Submit Offer; on a project with several packages, choose the package.
Start from the shared work plan or with Start with my own plan. The plan is a suggestion: rename, move, split or remove tasks and add your own.
Build the offer as milestones with tasks. Each task is labor, material, travel or other and costs quantity × unit price; a milestone is the sum of its tasks.
Add notes on scope, assumptions, timeline and exclusions and, if you like, a preliminary site visit with a fee and suggested times.
Send it. The client is notified; above your company’s limit it first waits for an admin’s release.

Editing: you can change your offer while it is pending or shortlisted; once it is accepted, or while it awaits a property manager’s approval, you can only withdraw it. After withdrawing, you can send a new one.
Above the limit: only an admin can raise an offer that was already sent above your company’s limit.
Ranking: while the client decides, you see where your offer stands: 40% price, 30% company profile, 30% offer detail. The other offers stay anonymous.
Chat: from your first offer you chat with the client and the professionals they hired; their names stay hidden until your offer is accepted.
Offered: in the web app, Matching → Offered shows the open pipeline per currency, the win rate and median time to decision over the last 90 days, and the offers whose decision is due within three days.
Accepted: the accepted offer becomes your package’s budget, one milestone per offer milestone and each task a budget line. You get the client’s contact and a start-up checklist by email.
Declined: when the client accepts another offer for the package, yours is declined and you are told.

The daily log

Once you win a package, or create a job yourself, the job’s workspace opens. The daily log is where the crew records the work.

One entry, the whole visit: labor, materials, travel, other costs, notes, photos and follow-ups in one entry.
Voice first: say what happened (“Peter and I were there from 1 to 3, tiled the bathroom, bought five bags of grout”) and the AI fills in the date, title, hours per person, materials and follow-ups in the background for you to check. You can always fill in the form by hand; failed processing can be retried.
Work clock: start the timer when you begin; stopping it books a labor line on the task you chose, or under Other, at the rate set in your team. Whoever leads the job can move an Other entry to the right task later.
Knows your crew: every labor line belongs to a team member, and spoken names are matched to your crew; “Peter was there too” books Peter’s hours.
Shared or internal: each entry and follow-up is visible to the client or internal. Your project settings set the default and whether the client sees crew names and hours.
No notifications: new entries notify nobody. The client side and the residents read the shared entries when they open the project, the residents without hours; what the client should know you send with Send update.
Locked once billed: invoiced lines can no longer be changed or deleted.
Without signal (mobile app): the work clock, new entries, voice notes, photos and messages are saved on the phone first and sent once you are online again.
Who writes it: admins and site managers keep the daily log, project managers read it, construction workers report through their day on Today, and everyone records their own time.
Who did what: the job’s Team tab sums up each member’s hours, materials and billable total; amounts only for those who see money.

The crew’s day

Construction workers and site managers start on Today: the next job, Later today and This week, with times, project and site.
Above it sits the crew briefing from the day plan: team, vehicle and driver, equipment, job site with directions, start time, meeting point and note. Got it confirms it; a changed plan asks again.
Each job runs step by step, from setting off to the spoken work report; the time is booked to the job’s focus milestone.
Past days are under My work.

iPhone widget, Lock Screen and Dynamic Island

On iOS 17 or later, Baubiber keeps your workday visible without leaving the app open. Android and the web app use the clocks inside the app.

Home Screen widget: use the iPhone’s Add Widget flow and choose Baubiber → Time tracking. A scheduled worker sees the next job, an admin using the regular work clock sees the running timer or the open-task count. A tap opens Today or time tracking.
Live Activity: once Baubiber has synced a current scheduled job or running work session while the app is open, iOS shows a live card on the Lock Screen and, on supported iPhones, in the Dynamic Island.
The whole scheduled flow: the card counts down to the next start, then follows Due now, On the way, On site, Working, Paused and Work report. During work it compares planned and actual times, shows progress and time left, and flags early starts, delays and overruns.
Accurate while locked: the countdown and timer keep moving while the iPhone is locked; a pause freezes them. Recording a site visit takes over the Live Activity for a while.

Location-assisted reminders (mobile app only)

Members who do assigned work on site, including owners and project managers who work in the field, can switch on Arrival & departure reminders in the mobile app under Settings → Location at work. It is a reminder, not automatic time tracking.

Scheduled work only: the phone watches the assigned site from 30 minutes before the scheduled start until 60 minutes after the scheduled end. If your timer is still running, the departure reminder stays available for up to four more hours of overtime.
Confirmation required: on arrival you check the detected time and start the timer yourself; on departure you check the time, stop the timer and open the voice and photo work report. Dismissing the prompt changes nothing.
Detection stays on your phone: Baubiber receives neither your coordinates nor a movement trail or dismissed prompts. Only a confirmed timer action and its timestamp are sent, like a manual one.
You stay in control: the feature is off by default, tied to your account on that device, needs precise background location and notifications, and can be switched off at any time. Manual time entry stays available.
No automatic microphone: confirming departure opens the work report; voice recording starts only when you start it.

Sharing your live location

A separate switch in the same section, Live location sharing, shows your phone’s position on the company’s live map, only to admins and project managers and only during your planned working hours. Outside them nothing is sent, and switching it off deletes the last position. Neither switch turns on the other.

If you use Baubiber as an employee, your employer is responsible for the required workplace privacy notice, a lawful basis and, where required, involving employee representatives or a works council. The switches in the app do not replace those obligations. See the Privacy Policy.

Open points and decisions

Everything unresolved on a job is an open point: a task someone does, or a decision someone makes. In the web app they sit inside each milestone under Planning → Milestones & tasks; in the mobile app under the job’s Open points.

Each point has an assignee, a due date, notes, photos and voice notes, and keeps its full history; overdue points flag themselves.
Points come from site visits, voice notes, chat or by hand, and from residents’ defect reports the client side passes on.
A point starts internal or visible to the client. Sharing works one way only and asks first.
A decision closes with the option chosen. Choosing never changes the budget; a priced consequence needs a change order.
Ask the client to decide puts a decision with at least two options to the client, with a message and a due date. With an account they choose in the app, otherwise through a link in an email; you see whether they have seen it and what they chose, and one reminder goes out after the due day.
Outside experts: ask a structural engineer, energy consultant, appraiser or other expert about a single point (Experts). They get a personal link for 30 days, see only that point, without prices or the client’s details, and answer without an account.
Boards (web app, Planning → Boards): sketch layouts and collect options; boards stay internal until whoever leads the job or an admin shares them, and Turn into decision makes a decision from a selection.

Execution budget and change orders

The accepted offer becomes your package’s budget: milestones made of budget lines for labor, material, travel and other, each quantity × rate.

Plan vs. delivered: work booked to a budget line counts towards it; work booked to none counts as unbudgeted. Delivered includes both, so planned minus delivered is what remains.
AI draft: the AI proposes roles, hours and materials plus a plain summary for the client. It never proposes prices.
Change orders: an admin adds a line in the budget or on a milestone card (Add budget line), edits or removes it; in the mobile app, Break into line items adds several to a milestone at once. Each of these is a change order.
Approval: by default a change order applies at once and the client (or the property manager and the owners) is informed; with Budget changes on Approval required it waits for the client. Before deciding, the client sees how the total changes.
Offline consent: a decision made outside the platform can be recorded; it is marked in the history, and the other side is still notified.
Moving and assigning: moving a line between milestones and choosing teammates for a labor line never change the price and need no approval; Budget line assignments decides whether the client hears about it.
Withdrawing: you can withdraw a pending change order; loosening your setting leaves change orders already pending unchanged.

Project settings

Whoever leads the job decides per project what the client sees and hears about; an admin sets the default for the whole company under Settings → Company. In the web app, open the cog in the project header (Project settings); in the mobile app, the job’s Project settings card. The settings apply once the client uses Baubiber.

What the client sees: Share new entries by default, Show crew names and Show hours.
Approvals and updates: Budget changes (Approval required or Inform only), Budget line assignments and New milestones (Inform only or Don’t notify).
When you change one of these settings, the project’s activity shows which one changed.

Milestones

Milestones are the phases of your package, with dates, assignees, photos and their budget lines.
From an accepted offer they exist from day one; on your own jobs you add them by hand or from a site visit.
Mark a milestone complete with photos; the client side is asked to sign it off and reminded after 3 days. If you reopen and finish it again, they are asked again.
A client, the property managers on a managed property, a hired project lead or an architect with site supervision can sign off; on a subcontract, the general contractor. You never sign off your own work.
Sign-off is not needed to finish or bill a milestone; billing before it shows a warning.
Once the client has agreed the budget, milestone amounts change only through a change order. The card shows what is billed and what remains.

Invoicing

Admins invoice every company project, project managers the projects they lead.

Create an invoice from daily log lines (tick the lines, grouped per task, milestone or visit), from a milestone (Bill milestone, in part or in full), from budget lines, or by hand.
Check the tax rate (19% by default, adjustable) and the due date.
Send it; the confirmation names exactly who receives it. The number (INV-2026-001 and so on) is assigned on sending; drafts have none.
The client gets a PDF with your legal and bank details by email and in the app; every send is logged on the job’s Client tab.

Draft: work in progress, no number yet.
Sent: with the recipient; if they accept it, you see a mark.
Disputed: disputed with a reason; only once it is resolved can it be marked paid.
Paid: payment recorded.
Overdue: past the due date.
Cancelled: voided; the matching cost entry on the client’s side is removed.
Payment reminders: for an overdue invoice, send a reminder with your bank details and the PDF after a preview, at most once in 24 hours, or switch on automatic reminders (up to three, every 7 to 30 days). Each one is recorded on the invoice and on the Client tab.
Billing details (admins, Settings → Company): legal name, address, VAT ID or tax number, register entry, IBAN/BIC, payment terms, invoice note and small-business exemption.
DATEV or Lexware Office (companies in Germany, admins): hand over invoices and their PDFs by hand or automatically; a company connects one of the two.
Overview (admins): Invoices lists every invoice with CSV export; Finances shows open, overdue and received amounts, receivables ageing, unbilled work and the margin per project.
A subcontractor invoices the general contractor, never the client.

Subcontracts (general contractors)

The primary admin adds General contracting next to Construction under Settings → Services.
On a job where you won a client package, open the Subcontracts tab in the web app and add a subcontract with its name and trades.
Invite companies: search verified construction companies and ask the ones you want to quote. You can take a request back until the company has sent an offer.
Shortlist, accept or decline the offers. Accepting creates the subcontract’s milestones and budget from the offer.
While it runs, sign off the subcontractor’s milestones, decide its change orders and accept or dispute its invoices.
Complete your own package once every subcontract is completed or cancelled.

Your admins and the project managers leading the job act for your company and receive every notice.
You can edit or remove a subcontract before anyone bids, and cancel it before it is awarded.
In the mobile app the job lists the subcontracts with status and open offers, and you sign off their milestones; managing them, change orders and invoices happen in the web app.
As a subcontractor, you find the request under Asked by a general contractor, bid as on any package and then work only with the general contractor.

Team and invitations

Your company: the workspace is created when you register the business and carries its legal name; members are listed on the web app’s Team page.
Invite by email: on the Team page, invite colleagues with their role (Invite team member). Invitations last 7 days and can be sent again or withdrawn.
Invite by phone: in the mobile app (Settings → Invite colleagues) pick people from your contacts or type a number; in the web app, type the numbers. The invitation goes from your own WhatsApp or by text message with a personal link; your colleague signs in with a code and joins at once.
Who invites whom: admins and project managers invite every role except admin; only the primary admin appoints admins; only admins change roles or remove members.
Invite to a project: add someone by email on the job’s Team tab. People with an account join at once; others get an invitation (one reminder after 3 days, expiry after 14) that is claimed when they sign up. You can plan them before they join.
From your company: on the next project, add colleagues in one tap.
Member profiles (admins): role, projects, hours, schedule, tasks, internal certifications, complaints and the internal cost rate; none of it is public.
Planning (admins and project managers): Capacity per week or month and Schedule per day or week; plan any member, optionally with a milestone or task as focus.
Reports (admins and project managers): attendance, tracked time and recorded work per period and person, with CSV export.
Several companies: switch the active company in Settings or with the web app’s company switcher; leads, offers, invoices and planning follow it.

Day plan, live map and tracking

Admins and project managers put each day’s crews together in the web app and see vehicles, tools, people and job sites on one map. Project managers send crews only to projects they lead.

Day plan (*Day plan*): one board per day. Give each crew people, one vehicle with a driver, equipment, a job site, a start time, a meeting point and a note, by dragging or picking. Warnings point out a missing driver or site, too few seats and people who are unavailable or planned elsewhere. Crews can be copied from the last planned day.
Send plan: every crew member gets their briefing by push, in the app and by email and confirms it; you see who confirmed. Sending again reaches only the people whose crew changed. Past days are read-only.
Live map (*Live map*): vehicles from Webfleet, tools from Hilti ON!Track, items added by hand at the site their crew goes to, and today’s job sites. Positions arrive about every minute (Webfleet) or every five minutes (ON!Track); nobody needs to reload.
People: they appear when they report being on the way (at their crew vehicle) or on site, or, if they switched on Live location sharing in the app, at their phone’s position during planned working hours. Otherwise phones are not located.
Alerts: when a planned vehicle or tool stays more than 500 m from its crew’s site for 15 minutes in the working window, the Overview, the day plan and the live map name it with its distance and Show on map. Admins and the project managers leading that project get one notification per item and day.
Wall display: the live map full screen for a screen in the office, with a clock, today’s counts, alerts and a running feed of departures, arrivals, late starts, confirmations and items away from the plan.
On the phone: admins and project managers open a view-only live map from Jobs, project managers also from Today; the alert’s push notification opens it. Planning and connections stay in the web app.
Vehicles & equipment: add vehicles and tools by hand, with a photo, under Live map → Vehicles & equipment; connected ones arrive on their own.

Connecting Webfleet (vehicles)

Only the company owner, the primary admin on the Team page, connects Webfleet, under Live map › Vehicles & equipment › Webfleet › Set up. Each company connects its own account; other companies on Baubiber never see your vehicles. Everyone else sees who can connect and can read and share the guide. The web app walks you through these steps and says where to click:

What you need: a Webfleet login that can manage users; after you log in, Users appears in Webfleet’s menu. If it doesn’t, ask your Webfleet account administrator to do steps 2 to 4 with you.
Create a user for Baubiber: in Webfleet, open Users and add a user, for example “Baubiber”, with its own password.
Allow WEBFLEET.connect: select that user, click Edit, choose Interfaces, tick Access to interface WEBFLEET.connect, confirm the message with Okay and click Save.
Request an API key: in Webfleet’s customer support portal, log in to My Account and start a request with the category API key request. The web app gives you a text to copy into it. Webfleet sends the key by email; the guide remembers where you stopped.
Enter the details: the account name (as on the Webfleet login page), the Baubiber user, its password and the API key, then Test and connect. Baubiber checks them once with Webfleet and stores them encrypted.

Connecting Hilti ON!Track (tools)

Bosch and other brands: ON!Track manages tools of every brand. Register a Bosch tool in ON!Track and attach an ON!Track tag, and it appears in Baubiber through the same connection; its position is as fresh as the tag’s last contact with a phone or gateway. Tools without a tag can be added by hand; they show at the site of the crew that takes them.

What you need: ON!Track 3 with the Pro or Enterprise bundle, and an ON!Track login with admin rights.
Open API access: log in at ontrack3.hilti.com and open Company Settings › API Access in the top right corner. You see the Client ID, the Client Secret and a technical user with its username.
Get the password: click Get Credentials and copy the password. The technical user’s previous password then stops working, so don’t use a technical user another program depends on.
Enter the details: Client ID, Client Secret, username and password.

When something goes wrong

If Webfleet or ON!Track refuses the details, the guide says what to check and which step to go back to.
If a saved login stops working later, for example after a password change, the connection shows Needs attention and updates pause until the owner enters the current details with Fix connection.
Disconnect removes the provider’s vehicles or tools from the map and from crews from today on. Briefings already sent stay as they are, and nothing changes in Webfleet or ON!Track. Connecting again brings them back.

The web app at a glance

The web app at app.baubiber.com does everything the mobile app does; only what needs the phone itself stays in the app: push notifications, location reminders and sharing, the contacts picker, iPhone widgets and working without signal. The pages you see follow your role:

Admins: Overview and Messages; Matching (For you, Shortlisted, Offered) and Client requests; Projects, Planning, Day plan, Live map and Reports; Invoices and Finances; Team and Settings.
Project managers: the same without Invoices and Finances; their Overview starts with the projects they lead and today’s crews.
Sales: Matching, Client requests, Messages and Settings.
Site managers: Today, Projects, My work, Messages and Settings.
Construction workers: Today, My work, Messages and Settings.
A job has the tabs Overview, Client, Project details, Planning, Logbook, Budget & finances and Team; the Client tab is for whoever leads the job and for admins.
Overview: project health (At risk, Watch, On track) with the reasons and where to fix them, key figures, a project map, open offers and the crew plan. The Today card and Bobo sum up the day.
Search (Ctrl K / ⌘K): jump to pages and records you may open; search never changes anything.
In the mobile app: admins have Leads and Jobs, project managers Today and Jobs, sales Leads, site managers Today and Jobs, construction workers Today.

Reputation and rewards

Reviews: clients review your company after the work; reviews appear on your public profile. Admins reply publicly under Settings → Reviews and can edit the reply; the client is notified once.
Verified business: the badge on your profile and your offers.
Points, streaks and challenges: activity earns points; daily streaks and challenges move you up the leaderboard.
Referrals: share your referral link; when a colleague signs up, you both earn points.

Settings

My account: name, photo, language (German, English, Hungarian), active company and whether you appear on the company profile.
Notifications: which activity emails and digests you get, and the 7:00 morning briefing email.
Company (admins): company details, billing details and the defaults for what clients see and approve.
Services (primary admin), Public profile and Reviews (admins).
Location at work (mobile app): arrival and departure reminders and live location sharing.
Dark mode in the mobile app and the web app.
Support: write to hello@baubiber.com.

The other side

Clients

You commission the work: as an owner, as a tenant paying for your own job, as property management for the owners, or you help as a project lead, architect or interior designer.

Read the guide →Guide

The Baubiber Guide

← Guide home

For construction businesses and everyone who works in them

What being a contractor means

Your company on a project

Contractor

General contractor

Subcontractor

Inside your company: the team roles

Admin

Project manager

Sales

Site manager

Construction worker

Who you work with

Client

Property manager

Owner

Project lead

Architect

Interior designer

Resident

The simple flow

One client, one company

The project is created

The client describes the work

Offer and award

Design and materials

You plan the work

Your crew logs the work

Something changes

Your work is signed off

You invoice

Completion and final acceptance

More complex flows

A lived-in home with a property manager

The project is created

Brief and publishing

Offer and award

Design and materials

You plan the work

Your crew enters the home

Your crew logs the work

Something changes

Sign-off and defects

You invoice

Final acceptance

One trade of several

Companies are asked to quote

Offer and award

Design and materials

The order is set

You plan your package

Handover to the next trade

Each company logs its own work

Something changes

Sign-off and defects

You invoice

Final acceptance

A general contractor with subcontractors

The project is created

Brief and design

Award and subcontracts

Design and materials

The general contractor plans

Access to the home

Each company logs its own work

Change orders on two levels

Sign-off on two levels

Invoices on two levels

Final acceptance

Prices between the companies

Who does what

Approvals

What the client side always decides

What can be switched on

The path of a change order

Reminders and escalation

What always holds

Tools: how to

Getting started and setting up your business

Business verification (KYB)