How a Growing Custom Builder Streamlined Their Growth with BuiltGrid
Background
A boutique custom builder in Melbourne had grown steadily from a small crew of five to a team of more than 20 staff. Their reputation for high-quality design and construction had secured bigger, more complex projects, and demand was strong.
But as the projects grew, so did the cracks in their internal systems. Each project manager had their own way of handling procurement and approvals. Some used spreadsheets, others relied on email chains, and a few kept critical information in personal drives. There was no single source of truth.
“We were constantly double-handling information — it was slowing everything down.”
The leadership team knew they were reaching a tipping point. Without better processes, growth would stall — or worse, errors could creep into client builds.
The Challenge
Growing pains hit the business in several ways:
- Scheduling headaches: different project managers working in silos meant jobs fell out of sync.
- Inconsistent approvals: suppliers faced varying requirements depending on who they dealt with.
- Duplication and waste: quotes and documents were copied, renamed, and emailed multiple times, creating confusion.
- Team frustration: staff wasted hours chasing information rather than focusing on delivery.
The risk wasn’t just inefficiency — it was reputational. For a builder known for attention to detail, the lack of internal consistency threatened their credibility.
The Solution
The builder turned to BuiltGrid to create structure and visibility across their growing operation.
- Procurement Tracking: Gave the leadership team a real-time view of all projects, cutting through the noise.
- Document Management: Centralised files, so everyone worked from the same version.
- RFQ & Quoting Tools: Standardised how requests were issued and how responses were captured.
“BuiltGrid gave us one way of working — not ten different ones.”
At first, some project managers resisted the change. But within weeks, the team saw the benefits: fewer mistakes, faster responses, and less wasted time.
The Results
- Time savings: Eliminated hours of duplication per week.
- Consistency: Suppliers now had a clear, professional process to follow.
- Scalability: The team could handle more projects without adding admin staff.
- Morale: Staff frustration eased as processes became smoother.
“It feels like we’ve grown without adding the chaos.”
Clients noticed the difference, too. Projects were more predictable, communication clearer, and timelines easier to manage.
What Next
With BuiltGrid in place, the builder is ready to expand into new suburbs and larger projects. They’re confident they can grow their workload without drowning in paperwork.
“Now we can focus on building homes, not chasing spreadsheets.”
