Builders lose thousands to
missed admin every year.

Sam watches your jobs, tells you what needs attention, and does the admin. Emails sent. Spreadsheets updated. Subbies chased.

Book a free consultation → See it in action ↓

No commitment. 20 minutes. We'll look at your workflow together.

Sam

Projects

Kitchen Retrofit 3
Office Fit-out 2
Parkside Reno 1
Open variations$18,200
Waiting on reply4
Active projects3

Priority feed

6 items

Across 3 projects · Updated 2 min ago

Urgent

Approval Marble benchtop quote — $14,200

Kitchen Retrofit · Stone & Surface Co · 25 min ago

Review
Overdue Electrician, no response 5 days

Office Fit-out · Sparks Electrical · Auto-chased twice

Chase
Variation Structural steel, est. $4,200

Kitchen Retrofit · Detected from engineer email

Today

Reply needed Client re: tile selections

Parkside Reno · 2 hrs ago

Approval Plumber claim, $3,800

Office Fit-out · 4 hrs ago

Follow-up Cabinetry quote, 3 days overdue

Parkside Reno · Reminder set

Back to feed
Approval

Marble benchtop quote — $14,200

Stone & Surface Co · Kitchen Retrofit · Quote #Q-4821

Sam’s plan

1

Email Stone & Surface confirming approval

From your mailbox · Draft ready for review

2

Update budget tracker in Google Sheets

Kitchen Retrofit — Budget Tracker · Row 14

3

Log approval note in AroFlo

Job #KR-2024 · Supplier approval record

Approve all Edit plan

Sam is working

Marble benchtop — approval actions

3 actions across email, Google Sheets, and AroFlo

Email sent to Stone & Surface

Confirmation of $14,200 approval · Sent from your mailbox

RE: Quote #Q-4821 — Marble Benchtops — Approved
We’re happy to approve quote #Q-4821 for $14,200 for the Calacatta marble benchtops…

Budget tracker updated

Kitchen Retrofit — Google Sheets · Status: Approved, Amount: $14,200

Logging in AroFlo

Adding approval note to Job #KR-2024

All done

  • Email sent to Stone & Surface Co
  • Budget tracker updated in Google Sheets
  • Approval logged in AroFlo

Completed in 8 seconds · Next item: Electrician follow-up

1 Feed 2 Review 3 Execute 4 Done

There are plenty of tools for construction. You've probably got five of them. And things still slip through the cracks.

We spoke to builders who spend half their day on admin. Not because they're disorganised, but because the work is fragmented across five different systems and nobody's watching all of them at once.

Sam isn't another piece of construction software. It's the admin hire you need but haven't made yet, at a fraction of the cost.

Sam doesn't replace your tools. It sits above them and does the coordination work that currently depends on your memory. You review and approve. Sam handles the rest.

Kosta
Kosta Canatselis

Kosta Canatselis, kosta@getsam.com.au

Founder of Mania Design, makers of Sam

The real cost

The money isn't lost in the software.
It's lost in the gaps between systems.

Your tools store information. But nobody continuously organises, ranks, and resurfaces what matters across 20, 30, 40 jobs.

Variations vanish

Work happens on site before paperwork catches up. Verbal variations worth thousands never make it into a job number. Revenue disappears.

Emails bury what matters

10–20 actionable emails a day. A phone call interrupts and that quote request sits unanswered for a week. The only safeguard is someone's memory.

Subbies go quiet

You send a quote request. No response. Nobody chases. The job stalls. If there's no structured reminder, the request just dies.

Half

A builder's day spent on admin instead of running the build

40+

Active jobs a commercial builder juggles at once

$000s

Lost every year to variations that never get invoiced

5+

Disconnected systems holding fragments of each project

Not just alerts — real actions

Sam doesn't just tell you what's wrong.
It does the work.

Sam drafts emails, updates spreadsheets, logs notes in AroFlo, creates variations, and schedules follow-ups. You review and approve. Sam executes across your systems.

01 — Emails

Drafts and sends replies from your mailbox

Sam reads incoming emails, understands the project context, and writes a reply for your review. Approve it, Sam sends it from your email. No copy-pasting, no blank-screen staring at 9pm.

✉Email draftReady to send
Toquotes@stoneandsurface.com.au
SubjectRE: Quote #Q-4821 — Marble Benchtops — Approved
We're happy to approve quote #Q-4821 for $14,200 for the Calacatta marble benchtops. Please confirm the 4-week lead time and send through your production schedule. Kind regards
✉ Draft will be sent from your mailbox

02 — Spreadsheets

Updates your trackers in the same step

Approve a quote and Sam updates your budget tracker at the same time. No double-handling, no forgetting to log it in the spreadsheet later. Works with Google Sheets and Excel.

▦Sheet updateReady to apply
SheetKitchen Retrofit — Budget Tracker
ColumnNew value
StatusApproved
Quoted amount$14,200
SupplierStone & Surface Co
▦ Changes applied to your Google Sheet

03 — Follow-ups

Chases subbies when they go quiet

Sam tracks every outbound quote request. When a subbie hasn't responded, Sam drafts a chase email and sets a reminder so it doesn't happen again. The follow-up system your memory can't be.

✉Follow-up emailReady to send
Tomike@sparkselectrical.com.au
SubjectFollow-up: Switchboard quote — Office Fit-out
Just following up on our quote request from last week for the switchboard relocation. Could you send through pricing when you get a chance? We're locking in trades for next fortnight.
⏰Follow-up reminderScheduled
If no replySam will remind you to chase again on Friday

04 — Variations

Catches the money before it disappears

Sam reads emails and conversations for scope changes, creates a variation with an estimated value, and tracks it through quoting, approval, and invoicing. The revenue that used to slip through the cracks now has a system.

🔧Variation detectedNew
ProjectKitchen Retrofit
TitleAdditional structural steel — load-bearing wall
Est. value$4,200
SourceDetected from engineer's email
🔧 Added to variation register · Detected → Quoted → Approved → Invoiced

If Sam catches one forgotten variation worth $5,000, it's paid for itself for the entire year.

Can Sam actually do that? Yes.

Draft and send emails from your mailbox
Update Google Sheets and Excel trackers
Log notes and update tasks in AroFlo
Create and track variations with dollar values
Chase subcontractors who haven't responded
Schedule reminders and follow-up deadlines
Show a priority feed across all your jobs
Work with the tools you already use
Never act without your explicit approval
Send you a monthly report showing exactly what Sam did and the dollar value it found
Keep a full audit trail of every action
Getting started

Up and running in days,
not months

Connect your tools. Sam starts reading. No migration, no data entry, no retraining.

1

Connect your tools

Link email, AroFlo, spreadsheets, and doc storage. Sam reads — it doesn't change your workflow.

2

Sam learns your jobs

Sam builds context across your projects: who's involved, what's outstanding, where the risks are.

3

Review and approve

Sam surfaces what needs attention and prepares the work. You make the call. Sam handles the rest.

I reckon half my week is admin. Emails, chasing quotes, updating the run sheet, writing up variations. By the time I get to the actual build decisions, I'm already behind.

Builder · custom homes, Adelaide

I had a variation worth four grand just vanish because the paperwork never got done. That's not a software problem. That's a follow-through problem.

Builder · residential construction, Adelaide

Who it's for

Built for the people doing the work

Builder

You're wearing every hat at once

Builder, PM, and admin rolled into one. Half your day goes to emails, quotes, invoices, and chasing subbies instead of the actual build.

  • Drafts replies from your inbox
  • Tracks variations before they slip
  • Follows up on outstanding quotes
  • Keeps your spreadsheets current

Teams

Growing team, growing admin

Multiple people across office and site. The coordination between them, emails forwarded, updates missed, approvals delayed, is where things fall through.

  • Shared priority feed across the team
  • Approval workflows before anything sends
  • Write-back to AroFlo and Xero
  • Team-wide variation tracking

Operations

Too many jobs to hold in your head

High volume, fast-moving communication across a team. Things get missed because nobody can watch everything at once.

  • Priority feed across every project
  • Approval workflows for admin actions
  • Variation tracking with dollar amounts
  • Automated subcontractor follow-ups
Plays well with your tools

Sam connects to the software you're already running — no migration, no new system to learn.

AroFlo
AroFlo
BuildXact
BuildXact
Microsoft 365
Google Workspace
Xero
+
Your tools?
FAQ

Questions people ask us

No. Sam sits above your existing tools and coordinates them. It connects to AroFlo, email, spreadsheets, and accounting software. It fills the gaps between them.

No. Sam drafts everything and presents it for review. Nothing gets sent, updated, or logged without your explicit approval. Every action is recorded in an audit trail.

Days, not months. Connect your email and tools, and Sam starts building project context immediately. No data migration, no manual setup, no retraining.

Gmail, Outlook, Google Sheets, Excel, AroFlo, Xero, and Google Drive. More integrations are added based on what our pilot builders use.

A fraction of what a part-time admin costs, scaled to your team size and active projects. Book a free consultation and we'll talk through what makes sense for you — no obligation.

Yes. Scoped permissions, short-lived credentials, full audit logging. Every action is recorded. Your data stays in your region.

Always. Email Kosta directly at kosta@getsam.com.au. No assistant, no chatbot. You'll hear back from the founder.

Stop chasing paperwork.
Start catching revenue.

Book a free 20-minute consultation. We'll look at your workflow and show you where Sam would help.

Book a free consultation → Just have a question? Reach out

No commitment. No sales deck. Just a conversation about your admin.