VibedVentures
Solutions

Project management tools that fit your site, not Procore's

If the off-the-shelf tools don't match how your team actually works, we'll build the one that does.

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50% on kickoff, 50% on delivery · 30 days of free revisions · you own the code

The big PM platforms (Procore, Aconex, Asite) are powerful and generic. That's the trade-off — they cover every workflow shallowly, so your team ends up using 10% of the features and emailing the rest.

A bespoke PM tool flips that: it covers the 10% you actually live in, deeply. RFIs route to the right person without a thought. Variations carry the commercial impact through to the dashboard. Documents version themselves.

You own the platform and the data. New site? It's yours, not a per-user-per-month tax.

Recent work

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Why we wrote this. We ship work like this ourselves — not as a reseller or a marketplace. The timelines, deliverables, and price bands below come from real engagements we've run end-to-end at Smartly Built Ventures Limited (trading as Vibed Ventures).

How we'd actually build this

  1. Map your current RFI/variation flowStep-by-step from raise to close, including the awkward parts (the consultant who only emails, the QS who only WhatsApps).
  2. Build the RFI/variation backbone firstThese two flows generate 80% of the chaos. Get them right and the rest is dashboards.
  3. Add the document registerSupabase storage with version history, drawing revisions, and access by trade package. PDF preview in the browser.
  4. Subbie portal lastSimple, branded portal for daily uploads and sign-offs. No new account for them to forget — magic link.

Who this is for

  • Contractors paying for Procore and still using WhatsApp
  • PMs chasing RFIs and variations across email threads
  • Owners who want their own portal, not a tenant in someone else's

What you get

  • Programme view with milestone tracking and slip alerts
  • RFI and variation log with audit trail
  • Document register with version history and approvals
  • Subcontractor portal for daily uploads and sign-offs

What this tends to look like in practice

  • ScenarioA main contractor on a $40m scheme losing 6 hours/week per PM chasing RFI responses.Typical resultAverage RFI close time drops from 9 days to 3 · ≈ $25k/month in delay cost avoided.
  • ScenarioA fit-out firm with no audit trail when variations get disputed.Typical resultVariation disputes settle 60% faster with timestamped trail · 2 of 5 recent disputes won that would have been lost.

Ranges are typical of work we've shipped at Smartly Built Ventures Limited. Your number will differ — the /solve report calculates it from your team size and inputs.

"But what about…"

  • Won't we lose Procore's mobile app and notifications?We rebuild the bits you used. The rest you didn't open anyway. We've never lost a feature that anyone actually missed three weeks in.
  • Our client mandates Procore on this project.Then keep it for that project. Our tool runs alongside — your team works in ours, you mirror outputs into theirs at agreed milestones.
  • What about offline access on remote sites?RFIs, variations and uploads queue offline and sync when signal returns. Tested on 3G and worse.

Dig deeper

Frequently asked

  • Is this a template?

    No. Every build is bespoke to your workflow — nobody else gets the same tool. That's the whole point.

  • Do we own the code?

    Yes. Every line is pushed to your GitHub from day one. No licence-back, no source-code escrow tricks.

  • How does payment work?

    50% on kickoff, 50% on delivery. Revisions are free for the first 30 days. We only invoice the second half if we hit the timeline.

  • Can you maintain it afterwards?

    Optional monthly maintenance: bug fixes, small tweaks, dependency updates, and uptime monitoring. Drop it any month.

What we won't take on. Full BIM coordination (Revizto/Navisworks own that space), CDE replacement on government projects with ISO 19650 mandates, or anything that needs a SOC 2 audit before kickoff.

References & standards

What happens next

  1. Step 1Tell us the problem60 seconds in the /solve box. You don't need a brief.
  2. Step 2Get a tailored reportROI, build plan and a rough price band — emailed to you.
  3. Step 3Book a 25-min callWe talk it through honestly. If it's not for us, we'll say so.
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