BuildSync Guide

How to use BuildSync

Short, numbered steps for every job. Find your role, or search below.

Last updated November 10, 2026

Getting started

BuildSync works in your web browser on a computer, tablet or phone. There is nothing to install.

Sign in for the first time

  1. Open the invite email from your builder (or from BuildSync if you’re the builder) and tap Set up my account.
  2. Choose a password. Use at least 10 characters.
  3. You’ll land on your home screen. It only shows what your role needs.

Put BuildSync on your phone’s home screen

  1. Open your company’s BuildSync address in Safari (iPhone) or Chrome (Android).
  2. iPhone: tap the Share button, then Add to Home Screen. Android: tap ⋮, then Add to Home screen.
  3. Now it opens like an app.

Find your way around

  1. Big buttons on the first screen take you to the things you do most.
  2. The menu (☰ on phones, left side on computers) lists every page, grouped by job.
  3. The blue guide bar at the top of each page says what the page is for. Tap How to use for steps.
  4. Search at the top finds any home, address, person or document.
  5. Sam, the round picture at the bottom right, answers questions in plain words.

Forgot your password

  1. On the sign-in page tap Forgot password.
  2. Type your email. We send a link that works for 1 hour.
  3. Tap the link and choose a new password.

For builders and office staff

OwnerOffice staff

Set up your company (do this first)

  1. Go to Settings › Company profile. Type your company name, address, phone and email.
  2. Tap Upload logo. Your logo appears for your team and customers.
  3. Go to Settings › Stages & durations and check the build stages and how many days each takes.
  4. Go to Files › Google Drive and tap Connect Google Drive so backups start tonight.
  5. Go to Settings › Users & permissions and invite your office staff and supervisors.

Add a new home

  1. Tap Homes & stages on the first screen.
  2. Tap Add a home. Type the address, pick the model and the start date.
  3. Tap Save. BuildSync creates every stage with dates for you.

Mark a stage complete

  1. Open the home.
  2. Tap Mark … complete for the current stage (for example Mark “Framing” complete).
  3. The homeowner and team are told, if you turned that alert on.

A stage is delayed

  1. Open the home and tap Flag as blocked, or tap Delay current stage 3 days or Delay 1 week.
  2. Changed your mind? Tap Remove delays.
  3. Everyone affected gets an email with the new dates.

Add a customer and move them through sales

  1. Tap Add a customer on the first screen (Sales pipeline).
  2. Type their name, phone and email. They start as a Potential lead.
  3. When a step is done, tap the → arrow to move them on.
  4. When a step needs a signature, tap Send for e-sign.
  5. At the end, add the lender’s email, send the documents, then tap Start construction.

Send a document for signature

  1. Tap Send for signature on the first screen.
  2. Tap New document and upload the PDF.
  3. Add each signer’s name and email.
  4. Drag the Signature, Initials and Date boxes onto the page where each person signs.
  5. Tap Send for signature. Tap Remind signer if someone is slow. When everyone has signed, you get the signed document and a Certificate of completion.

Record a payment from a homeowner

  1. Tap Payments on the first screen.
  2. Find the payment and tap Mark received when the money is in your bank.
  3. The homeowner gets a thank-you email.

Make a change order

  1. Go to Money › Change orders and tap New change order.
  2. Describe the work and the price.
  3. Tap Create & send for e-sign. Start the work only after the homeowner signs.

3D selections, step by step

Help customers choose finishes by seeing them on their own home.

Before the meeting

  1. Go to Customers › Materials library. Tap Add product for each finish you offer, with the supplier photo.
  2. Go to Customers › 2D plans, pick the home, tap Upload 2D plan. A clear photo or PNG works best.
  3. Tap Build the 3D model with AI.
  4. Check the room names and sizes and fix anything wrong before the meeting.

In the meeting

  1. Open 3D finishes. Use Outside, Inside and Walk-in at the top.
  2. Tap any wall, floor, cabinet or the siding, then tap a product to try it.
  3. Optional: tap Make a real photo with AI to make a real-looking photo of the choice.
  4. When the customer is happy, tap Send these selections for e-sign.
The real-looking photo shows the idea. Small details can differ. The signed selections sheet is what counts. See Limitations.

For supervisors

Site supervisor

Report a problem on site

  1. Tap Snap a deficiency.
  2. Take a photo. The address and room fill in by themselves.
  3. Pick the trade and how urgent it is. Add a few words if needed.
  4. Tap Send. It goes straight to that trade.

Check a fix

  1. Open Fixes to verify.
  2. Look at the trade’s after photo, or go and see it.
  3. Tap Verify fix if it’s good, or Not fixed, send back.

Fill in the daily log

  1. Tap Daily log and pick the home.
  2. Note the weather, who was on site and what got done. Add photos.
  3. Tap Save log. The office sees it right away.

For trades

Trade companiesCrews

Do a job

  1. Open My tickets. New jobs are at the top.
  2. Tap Accept & schedule and pick a day.
  3. Tap Navigate for directions.
  4. When done, tap Mark fixed and take an after photo.

Send a price or an invoice

  1. For a bid, open the bid request, type your price and tap Send my price.
  2. For finished work on a work order, tap Submit invoice and add the amount.

Keep your papers up to date

  1. Open My documents.
  2. Upload your insurance and WCB clearance. BuildSync reminds you before they expire.

For homeowners

HomeownersBuyers

See how your home is going

  1. Open the link from your builder’s email and sign in.
  2. The first screen shows your home’s progress and the latest photos.
  3. Tap Choose my finishes in 3D to see and pick your finishes. Tap Approve my selections when you’re happy.

Sign a document

  1. Open the signing email, or tap Review & sign in the app.
  2. Read the document. Tap each box to sign, initial or date, or tap Sign all my boxes.
  3. Tap Finish signing. You get a signed copy by email.

Ask for a warranty repair after move-in

  1. Tap Warranty, then New request.
  2. Take a photo and say where it is and what’s wrong.
  3. Tap Send. Your builder replies with a visit date.

For commercial projects

General contractorsCommercial clients

Ask a question (RFI)

  1. Tap Commercial at the top, then RFIs and New.
  2. Type the question, attach the drawing or photo, and pick who should answer.
  3. Tap Send RFI. You see when it’s answered, and can tap Remind.

Bill the month’s work

  1. Open Progress billing.
  2. Type the percent complete for each line, then create this month’s invoice.
  3. BuildSync keeps back the holdback and shows the payment due date. Check the figures before you send it.

Your data and backups

Turn on nightly backups

  1. Go to Files › Google Drive.
  2. Tap Connect Google Drive and sign in to the Google account you want to use.
  3. Every night BuildSync saves everything to Drive › BuildSync › Backups. Check Settings › Backup & data to see the last backup.

Use your own web address

  1. Go to Settings › Company profile › Your web address.
  2. Type your domain, like portal.yourcompany.ca, and tap Connect my domain.
  3. Add the 2 records shown at your domain company, then tap Check now. Or ask us to do it for you.

Questions

Do I need to install anything?

No. BuildSync runs in your browser. You can add it to your phone’s home screen.

Can trades and homeowners see everything?

No. Each person sees only their own part: trades see their jobs, homeowners see only their home.

Does it work without internet?

No. You need a connection. On site, mobile data is enough.

What if I make a mistake?

Most things can be edited or undone. Signed documents can’t be changed, but you can send a new one.

Who do I call for help?

Ask Sam (bottom right) first. For anything else, email support@buildersync.ca on business days.