Construction Project Management (PMC) Company System
Construction project management firms that oversee execution on behalf of owners without self-performed contracting.
The owner's eyes on site: daily tracking, quality checks, audited payment certificates, and periodic reports documented with decisions.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
You are the owner's eyes on site: tracking cards start in “Execution Tracking”, where site engineers review the contractor's daily progress against the schedule and document percentages and photos on the cards. Any completed item moves to “Quality” for a conformity check against drawings and specifications before certification, and when the contractor submits a payment certificate, its card enters “Payment Certificate” to match the claimed quantities against what was actually executed. Everything then rolls up into the periodic “Owner Report” with progress percentages, risks, and recommendations, and items are closed in “Closure” after their notes are resolved.
The Forum is the official site decision record: every instruction to the contractor, every approval of an alternative material, and every decision on a disputed point is documented as a topic with its number, rationale, and attendees — because you will need this record in any claim or dispute between owner and contractor, and memory alone does not withstand litigation. Chat is for quick daily coordination with the contractor and the consultant: an upcoming inspection or a material delivery arriving on site.
Announcements carries management's official instructions to all parties: binding site-safety circulars, periodic meeting dates, and any owner instructions to be circulated to everyone. Dues manages payment-certificate certifications: what was certified for the contractor, what was rejected and why, and what turned into a claim — so the owner knows their coming financial obligations precisely, and the PMC manager knows the impact of every decision on the project budget before taking it, not after.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
PMC Manager
Represents the owner before the contractor and consultant, certifies payment certificates and material decisions, signs the periodic owner report, and leads the meetings documented in the Forum.
Site Engineers
Track daily execution and document percentages and photos on the cards, inspect items in “Quality” before certification, and raise notes to the contractor as they occur.
Quantity Surveyor
Matches contractor payment certificates against executed and certified quantities, records certifications and rejections with their justifications in Dues, and keeps the bills of quantities as a reference.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Forum sections (4)
- Documented Site DecisionsOfficial instructions to the contractor and alternative-material approvals with their numbers, justifications, and attendees.
- Disputes & ClaimsTopics of disagreement with the contractor, their course, and their outcomes — the reference for claims and compensation.
- Recurring Quality NotesViolations the contractor keeps repeating and how to resolve them for good — reviewed in the periodic meetings.
- Past Owner ReportsThe archive of periodic reports and the owner decisions built on them.
«Working Rules for This System» — Pinned in the forum
1) Every official instruction to the contractor is documented in the “Documented Site Decisions” section — a verbal instruction does not exist. 2) No item is certified in “Quality” before its conformity is inspected and the result documented on the card. 3) No payment certificate is raised to the owner before its quantities are matched against execution and the certified and rejected are recorded in Dues. 4) The periodic owner report is built on card data, not on last-minute improvisation. 5) Progress photos are uploaded daily to the “Execution Tracking” cards before the end of the workday.
Welcome announcement: «Welcome to the Project Management System»
From today, you are the owner's eyes on this board: daily tracking documented with photos, quality checked before certification, payment certificates matched against quantities, and decisions documented in the Forum with their number and rationale. Start by updating the current progress percentages on the cards; anyone with a question about the workflow will find it in the pinned “Working Rules” topic.
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