Builk Cost Control User Manual

Builk Cost Control Program
1. Sign up
2. Create a Company
3. Toolbars description
4. Invite the staffs
5. Workflow
6. Choose the COST CODE properly, prior create a project
7. Create a Project and Plan Regulate
8. Document the Expenses Costs
9. Project Cost Allocate
10. PO Approval
11. Create an invoice (for income records)
12. Report
FAQs
Files and documents download

BUILK cost control program

An efficiency online integrated workflow software for your construction business

Save your time on countless paperworks, no need for the software installation. Just Use it! Why it’s free? Builk Cost Control covers all needed activities, from the planning process, record and tracking all the financial activities till the automatically cost evaluation report. You can possibly receive the real-time project information anywhere and anytime. The program is suitable for the contractor business, SMEs construction project owner and also the real estate developer.
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BUILK Cost Control Features
The program designed by the contractor who knows the real pain points.

  • The practical workflow for the SMEs construction business.
  • BUILK is NOT an accounting program,the users don’t need to be account specialise. Just use the primary cost control principle.
  • A flexible system, thus, still steady on the cost documentation.
  • Our first priority is the acceleration. We want our user to have the most accurate real-time data for faster decision making.
  • Recognise the limitation of the initial cost, time, and the resources of the SMEs construction business.
  • Utilise the Cost Breakdown Structure system, not the BOQ as an appliance to control the cost.
  • Tracking on the profit/loss of the project and also the turnover of the construction business.
  • A cashflow notification assists the user to manage the cashflow easier.


Safe & Convenient

  • With BUILK Cost Control, the users can potentially use BUILK on any electronic devices. Just sign in.
  • No installation needed, it’s ready to use instantly. In order to reduce the risks on damaged files, virus or even broken devices.
  • Real Time Cost Data.
  • Adaptable. The user can work from anywhere and anytime.
  • Available for both smart phone and tablet by automatically adjust the responsive size.


Adjustable setting (for the most effective work environment system)

  • Select the standard cost code or choose to purchase the cost code for just only your business.
  • Paperworks language specify, whether Thai or English.
  • Language display specification for each user, such as Thai, English, Indonesian, Myanmar or Cambodian.
  • Support multiple operation.


Ready to use form

  • Cost Planning form categorise by the cost code.
  • Able to export excel files for further use.
  • Able to export in various files for further use, such as .pdf, .csv, .xps and .tiff.
  • The user can easily send the quotation and the purchasing order to the supplier via email.
  • Record the user history (audit trail)


An automatically report for your construction business management

  • Nine different managerial reports for the executive, manager, and operating department.
  • Use the Real Time data to evaluate and analyse within time.
  • The user can browse desire reports via website from any devices.
  • Able to export excel files for further use.
  • Able to export in various files for further use, such as .pdf, .csv, .xps and .tiff.
  • The system allow you to customise the time to do the report.The system allow you to customise the time to do the report.


Work together with your team

  • Adding unlimited number of joining team member in the same system.
  • Able to stipulate working border such as select whose allow to approve the quotation, purchasing order or browse on reports.
  • The user is able to comment on each paperwork and tag on alternative people.


Your Data Security –– our priority service
More secure than storing your file at the office, the reason of switching to use ours:

  • SSL Security System
    SSL is Secure Socket Layer. It is a safety server certificate which ensure the reliability and the confidential on safe protection for the website users. SSL performs the receive –– sending crucial datas, such as private datas, paperwork datas, passwords; by using SSL, your data will be secure, undisclosed, and can’t be stolen. SSL enhances the user’s security, the https code and the key shown on the link tab should be green. We, BUILK, utilize the SSL system same as leading websites.
  • Password
    Set your own password. Whenever someone try to logging in your account and the password has been incorrect for more than five times. Our system will generate the log account feature and email notification,with the purpose to protect the account stolen. You can unlock your account via your registered email. Furthermore, your business paperworks would be store in lock within the database, to prevent the unapproved files duplication, repeat files, and damaged files.
  • Access Allowance
    Set the involve access capability for each alternative person to be able to access in their responsible field. The executive department is able to set or change any access capability. Whenever, the officer is resign out, the executive can reset that person access right. Then that person will be no longer have the right to access the system.
  • Server and data backup
    BUILK services the user on Amazon Cloud, the world leading cloud service agent. The cloud support the growing number of users, problem tracking system, and also having the backup server system for any urgent situation.
  • Cost Accountability
    Intergral cost paperworks, the system has the paperwork history for examine, and the history can’t be remove. (only the regular documents that can be remove) Since the purchasing order that have been change or cancel will be result to your project cost. For the sake to obtain the actual project cost, all the activities will be tracking and accountability.
  • BUILK Programmer Team
    Our professional programmers are always taking care of the system and your importance datas, for the ease of your management.

Registration Steps

  • You can create your account with any email types, whether its @gmail, @hotmail, or @mail of your company.
  • Should I use my personal or work email address? We recommend you to use your most use email address as a register email, because the BUILK system will send notifications email to the registrant email.

After you had sign up, the system will generate an automatically confirmation message to your registered email, click “Click here to confirm your email address“.

* For the registrant that didn’t get any confirmation email, please don’t hesitate to contact our staff at the live chat box over your right hand side. 

How to create a company

1. After you had registered into the system. Please log in to the system to fill up all your information.

2.Fill in your company information, name your website (the name that you fill in this box will be your company profile name.)

After fill all those information, the system will lead you to create product/works page, however, you can skip this step and come back later.

**Only for the company invited user 

Whether you had been invited into the company, but the system still leads you to create new company; please create new company again. And after you had passed that step, you can erase it out, and click on the company that you got the invitation.

How to invite the staffs

BUILK allows the user to invite their staffs to have a REAL TIME collaboration inside the company via their registered email. Everyone can be able to see the latest information at the same time, and also the headquarter can also limit the capability of each staff such as the executive, project manager, procurement department, accounting and others; by set it in the list manager menu, a menu which manage every name in the organisation, it can be categorised into three boxes: staffs, suppliers, and the customers.

1.Select on List Manager toolbar and click on “add new staff”

2.Fill in their name, email and position.

3.Choose the module that you want the staff to work on.

**The least job are Cost Control and List Manager.

4.The last step is limit the capability of that staff in each modules, there will be a narrative details about each position.


After you had finished all three steps, the system will generate a name lists; if the status appear as “wait for approval”, it means that staff has already registered into BUILK system.

Primary Workflow

Would you believe it? If we tell you that BUILK system has only six vary boxes. If you understand how all these works, you will be able to use the program. If you look at the workflow, there are dotted lines and solid lines; solid lines indicate to-do compulsory program, but, dot lines indicate a meaning of skip for now. However, for the most effective result, we recommend you to utilize all these features (except for the quotation box).

Detailed Workflow on BUILK system description

Create a Project

BUILK program is a cost control management for each project, by altogether, there are three steps to create a project:

1.Project Detail : In this step, it is required the user to fill in the project name, project value, and start/end date.

2.Project Cost Plan : It is a cost planning field or an estimated number of each expenses the user will be purchase such as concrete for 2.5 Million Baht, 2 Million Baht of structural steel, Roof for 5 hundred thousand Baht and etc. By the cost has been organised, the business will get a clear vision on what to do and what to pay. Many companies used this method to evaluate the staffs’ KPI as well.

3.Project Income Plan : Control the income plan or note down the contract with the project owner about the how much and when will the user receive the monthly installment.

*You can choose to skip on step 2 & 3 and come back later.

Cost Record

And whenever the expense activites has happen in your project, the system will be record all of those activities into the “procurement” menu, whether its materials payment, labor payment, subcontractor payment, and others; the user will be used only one menu, which will need 3 steps to create the cost record.

1.Create : create PO/NON PO paperworks, fill in the project details, supplier, purchased product lists and payment method.

2.Allocate : After create the document, the user will be lead to the expense allocate categorised page by what cost code your expense(s) are.

3.Approve : Document approval, with the purpose to finalize the document and implement the paperwork to the suppliers.

PLEASE NOTE: ” CREATE – ALLOCATE – APPROVE” and for the better business management, the company should have added two more policies, which are:

  1. Rule No.1 “If the expense is NOT organized, don’t ever and ever approve it!
  2. Rule No.2 “If the document doesn’t getting approve on BUILK system, don’t ever pay for it!And that’s it, every baht, and every cent won’t go anywhere.

Payment

On this menu, it is a payment record of PO/Non PO after the use has completely create-allocate-approve.    The system will conduct you to make the payment for the document(s) by the payment status could be categorised into 3 statuses, which are waiting for payment, payment succeed, and overdue payment. BUILK has added this function with the purpose to assist the contractor to manage the better real time cash flow.

Income Record 

The income record is named as “receive money”, and within this toolbar, the system will develop an invoice(s) for the company to further given to the customers. Whenever the project is getting a receiving amount (monthly installments or others), it should be recored within this menu; for the comparison in the future on how much the user gain or loss on this project.

Cost Code selection for the project 

All main BUILK Cost Code can be separated into 5 (+1) categories, which are The main BUILK Cost Code, such as general contractor, interior contractor, heavy construction contractor, and the specific construction contractor; and another set is a convertible cost code to fit the best for each company (Require payment).

1.Go to Cost Control module, select on management board and click on “Cost Code”

2.After the user has entered into a cost code page, the user will see the set of cost code that they are currently using; by in each code set, there are the sub cost code within each set.


3.Select on the cost code set that most suitable with your work, after you has selected; click on continue.


*Note: If the user decides to change the cost code set, the system will generate the change after the user has go on the cost code selection tab. And whenever the user has created a new project, that project will form a new set of cost code, however, the cost code on your previous project (s) would still be the same cost code that the user had been picked.

For any contractor that has a specific area of work or consider that only 5 sets of cost code is not enough or reply your needs; BUILK has the designate cost code for company by in each cost code set, there are more than 99 cost code that the business can add; with the total of 495 cost code.

How to create a project on Builk

Before create any project, we need to have construction project planning and address the project objective on the duration utilize and expenses allocate. With that being said, the details and the strategy used in the planning stage can be vary due to project difference and work type.

On the create project page, there are 3 main areas:

1.Project details : Details and value of the project.
2.Project cost plan :  arrange the all 5 categories of the project cost. (can skip for now)
3. Project income plan : create income plan & monthly installment contract (can skip for now)

Project Information

  • Project : project’s name
  • Customer’s name: owner’s name, business’s owner name
  • Project type : select for each project
  • Contract value (exclude VAT) Construction contract value, exclude VAT
  • VAT : if that project has the VAT include, click on VAT button, however, if the project doesn’t cost any VAT then no need to fill it in.
  • Country : the country that the construction site happen.
  • Province : the province that the construction site happen.
  • Address : Project’s site address, this address will be an address for PO document (s). (able to change for each document(s)).
  • Start date : The start date as within the contract
  • End date : The end date as within the contract
  • Detail : any notes or informations that the user wants to write down. (no need to fill it in)
  • Project’s responsible man : The project’s person in charge, the system will automate this person’s contact to be in the PO document (s). (able to change for each document (s)). 

Customer’s detail : This area is going to be the customer’s contact information for the company, alternative staffs, bank account and others by the system will lists all these data into the List Manager menu.

*TRICK:   The staff/team can look up for the customers’ information on the List Manager menu. NO NEED to make a call for an alternative team, which highlight the features of ours, CONVENIENT.

Project Budget Cost

In this stage, it is a project cost control planning; it will evaluate out that how much the company has use with this project which is crucial, because the company can generate the practical work efficiency with the cost planning plan. Technically, the cost plan must be lower than the project contract value (BOQ), for instance, the project cost 1 Million Baht and the cost plan used up only 8 hundred thousand Baht (Expected profit 20%)

Cost Planning plan tactics / How to convert BOQ into budget category

  • No.1 : Materials Budget Cost
    Purchased materials & the wasted materials (not included the equipments)
  • No.2 : Labor Budget Cost
    Company’s labor expenses
  • No.3 : Equipment Budget Cost
    Equipment costs in each construction project, such as crane rental, trackhoe rental, and/or  bending machine.
  • No. 4: Subcontractor Budget Cost 
  • If the subcontractor payment is cost only labor cost, the user should added the materials expenses into category number one.
  • No. 5 : Indirect Materials Cost
  • An indirect material costs is a vital cateogry since the indirect material costs covered about 8-10% of the project value, whether its salary, bills, gas and others. In this field, you are able to add up to more than 9 cost code over the Customer Cost code.

Interim Milestones

  • CODE : The codes here are the construction period code, the user can customise the code by themselves such as 1 2 3, 101 102 103 or a101 a102 a103.
  • TYPE : Payment type that the company will be receive are:
    – Payment : installment money
    – Advance : advance money (withdrawn)
    – Retention : payment for a service that is withheld until the completion of a condition, usually  until all conditions are met by the buyer.
  • Detail : Contract detail & installment policy(s)
  • จำนวนเงินไม่รวม VAT : Receiving installment amount, exclude VAT. 
  • VAT : VAT of the monthly installment
  • Due date : วันครบกำหนด : Date that had been agreed on the contract

* When the user create the project, and the user had fill in the VAT amount in the first place; the system will calculate the VAT for the documents automatically.

 

When the user creates a project, there are mainly three steps – Project details, Project Cost Plan, and the Project Income Plan. After the user has created all three steps, the system will record that project into the project page; if the user wants to reedit any information, just click on “edit” (right hand side button). And after creating a project, whenever there is an activity occurred, the system will notify automatically and report within real time. 

How to documents the expense cost 

Every payments the project has performed, it must be listed in the procurement toolbar, whether its materials, labor, rental, or even non-PO expenses, such as bills till the miscellaneous.

1. Create the purchasing order document, by select at the Cost Control, choose on procuremnt on the graey tab and click “add”  on the right hand side.

2.Fill in all needed information, in order to create PO for the stores or Non PO to record every expenses activities occurred.

Function within create page

 Use whenever the document(s) is a Non-PO type such as bills, gas, and miscellaneous.

 Use this button, whenever the company need to open a PO document for the store; click on this box after the user has created the document, the system will send out a notification email to the approver. 

Click on this button and the system will save the document that the user has create and lead the user to create a new blank document; this button is useful, in creating a bundle set of documents case with the purpose the fasten the step. 

The system will save the document the user has create and lead back to the previous page for data recheck. And another step is allocate and approve. 

3. Click Create, after that the purchasing information will be save within the system; there will be an approval waiting status and when the status has been approve, it will be shown in the tab on right hand side (including create by who, when and what time).

How to allocate the cost? Why do we need to allocate all the costs? 

After the user has created the purchasing order document(s) (PO), the expenses that the project has performed are not being record yet; because these expenses didn’t being organized & detailed yet, and all the expenses MUST BE going through the most important steps in BUILK which is cost allocation page.

If you compare the plan with all activities, it will acknowledge and recognize about how much initial cost your project is? Will you get your expected profit amount? Based on project’s analyzed report; the user can be able to check on any document(s) from the BUILK Cost Control report, which can be automatically produce, such as examine from the project cost report, which is an overall initial cost report or break down on the project initial cost detail to find out the cause of error.

1. Select on the document you want to organize over the purchasing menu.

2.Click on cost allocation over the downbar (an incomplete PO will be shown as a red tab)

3.Then the user will be lead to a cost allocation page, on the left hand side would be all orders within that PO file, and there is an allocation table shown on what project are we currently allocate? Which set of cost code? And how much percentage of each work we will allocate in each set?

4. Select on the lists on which one will you decide to allocate first, you can possibly organize one-by-one or select multiple at once from the left hand side box. By clicking on the selected name lists and choose on which project, cost code set, and allocation percentage value will you use; for instance, order 100 steel bars, choose on the structural steel bar cost code. Additionally, if the user decides to use only 70, then type in 70%.

Time saving tactic for allocation : use this magic stickwandto fill the allocation percentage value to be up to 100%.

Allocate up to 100%

The system will only save the project’s cost when the purchase order has been allocated and approved. The user can go on the cost allocation page and recheck & ensure that all items are 100% implemented.

Flexible allocation system

If there is any change occurring whether its about the material spec changed or transfer the work to another site; the user can go to the page and redo the categorized features; even the PO has already approved, the system will save the documents’ history every time the datas have been changed.

How to approve the document(s)

After the user has create and allocate, the next step is let the autorize person approve the document (s); and when the document cannot be rechange anymore. If the user wants to edit the document, they have to cancel and re-create that document.
1.The document that is waiting for the approval will be shown on the management dashboard, the user can click on it right away or choose to go to purchasing menu and click on the orange status.

2. The green box indicates of the complete document, the box below shows allocate’s information, cost plan, which cost code set that this document is in, and the total balance; for the better & safe decision making process.

3.After the document has been approved, the document status will appears as below. This document can be print or send to the supplier.

4. When the user press PRINT the PO, the system will generate the PO preview page for rechecking purpose. The user can print or save the file as PDF, Excel & send it to your market partners.

5.Moreoever, BUILK also has a cost allocation paperworks which could be compare to the important purchasing document, this document will indicates all details as the example below.

 

How to add new income 

Whenever there is a new income, please go to the “invoice” menu and the system will generate an invoice and also automatically save this amount into the project’s income.

1. Click on “invoice” and click on create over the right hand side.

2. Choose on which project you want to send out the invoice(s), the system will pull out the project’s information automatically, such as project information, customer’s name, and due date (payment date). (The user needs to come back later and fill in the money received date) 

* If we had already planned on the interim milestones, you just simply categorize the cost code because the system will pull out the plan for you.

BUT if you haven’t any got any plan yet, don’t worry. You just need to fill in each cost code, money amount, installment money, deposit money, and the project insurance money. An invoice form will conduct the total amount for you, when you fill in other detials such as payment policy.

BOQ to CBS form for the easier BUILK cost control utilising

                                                

             แบบฟอร์มเปล่า                                    แบบมีตัวอย่าง


Quotation form 

           

           ใบขอซื้อ (PR)


Workforce plan to assign staffs works

          

       แผนผังการวางระบบ