Avileer BuildOS

User Manual & Quick Start Guide

Construction Operations Platform for Contractors

1. Welcome & Getting Started

Avileer BuildOS is your all-in-one construction operations platform. It helps you manage projects, track costs, send invoices, schedule crews, and stay on top of your finances — all in one place that works on your phone, tablet, or computer.

What's Included

• Project management with progress tracking
• Expense tracking with AI-powered receipt scanning
• Crew clock-in / clock-out
• Subcontractor management
• Invoicing with automatic email reminders
• AR (Accounts Receivable) tracking
• Estimating and quoting
• QuickBooks sync
• AI assistant for summaries and insights

Your Account

• You get a 30-day free trial, then $99/month.
• Your company has its own private subdomain (e.g. mycompany.avileerbuildos.com).
• All your data is private to your company — no other contractor can see it.

2. Logging In & Your Workspace

Accessing Your Account

Open your web browser and go to your company subdomain:

https://yourcompany.avileerbuildos.com

On first visit you'll be guided through a 5-step onboarding wizard to set up:

1. Your company info (name, phone, license)
2. Your branding (logo letter, primary color, sidebar color)
3. Your team members
4. Whether you'd like sample data to explore, or start fresh

The Workspace Layout

• Sidebar (left) — Main navigation
• Top bar — Search, profile, settings
• Main area — Whatever page you're on
• Floating AI button (bottom right) — Open the AI Assistant from anywhere
• Mobile — The sidebar collapses into a bottom navigation bar

3. Dashboard

The Dashboard is your home screen. It shows:

• Active projects count and status
• Cash position — outstanding invoices vs. owed bills
• Recent activity — latest expenses, time entries, invoices
• Overdue invoices — color-coded for urgency
• Upcoming draws and contract milestones

Click any card to drill into the underlying data.

4. Projects

Manage every job from a single page.

Creating a Project

1. Click Projects in the sidebar
2. Click + New Project
3. Fill in: name, description, budget, start/end dates
4. Save

Project Detail Page

Each project has its own page showing:

• Budget vs. Spent cards
• Overall Progress bar with editable percentage (click the pencil)
• Tabs: Expenses, Tasks, Draws, Contracts
• Edit and delete buttons on every expense

Updating Progress

1. Open a project
2. Click the pencil next to the percentage
3. Drag the slider or type a number
4. Click Save

Tip: When you slide progress to 100%, the project status automatically changes to COMPLETED. If you ever drop below 100%, it goes back to ACTIVE.

Deleting a Project

From the project list page, use the menu on the project card. Deleting cascades to all related expenses, tasks, draws, etc. — make sure that's what you want.

5. Costs (Expense Tracking)

The Costs page is where you log and review every dollar going out the door.

Layout

• Grand total at the top (sum across all projects)
• One card per project, each showing:
  • Project name and item count
  • Per-project total
  • Every expense listed with date, vendor, category, amount
  • Edit (pencil) and Delete (trash) on each expense

Logging an Expense

1. Click + Log Expense
2. Select the project
3. Enter description, vendor, category, amount
4. Pick a date (defaults to today)
5. Optionally attach a receipt image (see Receipts)
6. Click Log Expense

Editing or Deleting

• Click the pencil on any expense to change details
• Click the trash to delete (you'll be asked to confirm)
• The project's "Spent" total recalculates automatically

6. Receipts (AI Capture)

Snap a photo of a receipt and let AI fill in the details.

How It Works

1. Click Receipts in the sidebar (or the camera icon when logging an expense)
2. Take a photo or upload an image
3. AI reads the receipt and auto-fills:
   • Vendor name
   • Total amount
   • Suggested category
   • Description
4. Pick the project, review the details, save

Tips for Best Results

• Lay the receipt flat with good lighting
• Make sure the total is clearly visible
• If anything is wrong, just edit the field before saving

7. Production (Tasks & Project Status)

The Production page is your daily work view.

What You'll See

• Overall Completion % — combines tasks and projects
• Total count — tasks + projects
• Active Projects section
• In Progress tasks
• Pending tasks
• Completed Projects section
• Completed Tasks section

Adding a Task

Tasks live inside individual projects. Open a project, go to the Tasks tab, and add as many as you need with title, description, priority, and due date.

8. Crew & Time Tracking

Track who worked where and for how long.

Adding a Crew Member

1. Click Crew in the sidebar
2. Click + Add Crew Member
3. Enter name, role, hourly rate

Clocking In / Out

• From the Crew page, click Clock In on a crew member
• Pick the project they're working on
• Click Clock Out when done — the system records hours and calculates labor cost

9. Subcontractors

Keep track of trades you hire out.

1. Click Subcontractors in the sidebar
2. Add: name, trade, contact info, license number
3. Assign a subcontractor to a project from the project page
4. Track payments made to each sub

10. Contracts

Centralize every signed agreement.

• Add contracts with party name, amount, status (draft, sent, signed, etc.)
• Link contracts to projects
• Use the AI assistant to draft a new contract from your description

11. Estimator

Build proposals before work starts.

Creating an Estimate

1. Click Estimator in the sidebar
2. Click + New Estimate
3. Add line items (labor, materials, etc.) with quantity and price
4. Set markup percentage
5. Choose status: draft / sent / accepted / declined
6. Convert to project in one click once accepted

12. Invoicing & Accounts Receivable

Send invoices, get paid, follow up on overdue accounts.

Sending an Invoice

1. Click Invoicing in the sidebar
2. Click + New Invoice
3. Pick the project, customer, line items, due date
4. Click Send — the customer receives an email

Status Workflow

Draft → Sent → Paid (or Overdue if past due date)

Automated Email Reminders

• Friendly reminders go out before the due date
• Overdue notices go out automatically after the due date
• Reminders are powered by Resend — if email isn't configured, you'll see a banner at the top of the Invoicing page and the Send button will be disabled

Accounts Receivable

The AR view shows:

• All outstanding invoices
• Urgency scoring (AI-powered)
• Aging summary (30 / 60 / 90+ days)
• One-click "Send overdue notice" with AI-drafted message

13. Forms

Pre-built templates for common construction permits and utility forms.

• Open a project
• Go to the Forms section
• Pick a template (electric, plumbing, building, etc.)
• Fill it in, save, print

14. AI Assistant

Click the "Ask Avileer BuildOS AI" button (bottom right of any page).

What It Can Do

• Project summaries: "How is the Dunlin Lane project going?"
• Financial insights: "Which projects are over budget?"
• AR help: "Show me my overdue invoices ranked by urgency"
• Drafting: "Write a payment reminder email for invoice #123"
• Contract drafting: "Draft a subcontractor agreement for a roofing job"

The assistant has context about your projects, expenses, invoices, and crew — it doesn't make things up.

15. QuickBooks Integration

Sync invoices and expenses to your QuickBooks account.

Connecting

1. Click Settings → Integrations
2. Click Connect to QuickBooks
3. Sign in to Intuit and authorize
4. Pick which entities to sync

Once connected, new invoices and expenses can be pushed to QuickBooks with a click.

16. Settings & Branding

What You Can Customize

• Company name, phone, email, license
• Primary color and sidebar color (live preview)
• Logo letter (single character used as your icon)
• Email notification settings
• Team member access

Note: Your company branding and logo are set during the onboarding wizard. You can update them anytime via the onboarding flow.

17. Tips, Troubleshooting & Support

Best Practices

• Log expenses as they happen — easier than reconstructing later
• Use the AI receipt scanner — saves typing
• Update progress weekly — keeps the dashboard accurate and triggers auto-complete at 100%
• Send invoices the same day work is finished — paid faster
• Review AR weekly — catch overdue accounts early

Mobile Tips

• The app works in any mobile browser — add it to your home screen for one-tap access
• The bottom nav gives quick access to Dashboard, Projects, Costs, Crew, More
• The AI button is always visible (bottom-right) when you need it

Getting Help

• Use the AI Assistant for product questions and how-tos
• Email support: contact your Avileer BuildOS account manager
• Bug reports: include the page you were on and what you were doing

Data Safety

• All your data is private to your company
• Daily database backups
• Encrypted in transit (HTTPS) and at rest