Site diaries and progress for a building contractor.
How a Selangor building contractor with four sites stopped chasing WhatsApp photos, and started every progress claim with the record already in place.
Taman Desa · site diary
Thu 8 OctWed 7Tue 6Add a photo
Thu 8 Oct · Shahrizal
On screen: Every site’s day, with photos, by 6 pm.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- Building contractor, Selangor
- Team
- About 60 staff: 4 site supervisors
- Sites
- 4 to 6 at a time: houses, shop lots, warehouses and fit-out
- Works with
- Any phone, WhatsApp, Google Drive
- First version
- 4 weeks
- Project size
- Business system, from RM 15k
How site records worked before.
Four sites, four WhatsApp groups, and a diary book in each site office that was rarely filled in.
Each site had its own WhatsApp group. Hundreds of photos a week, and nobody could find the one for unit 8.
Diaries were written in a book at the site office, if they were written at all. Rain and stoppages went unrecorded.
Before every progress claim, the QS drove to site to see how far each unit had gone.
Five screens between the site and the owner.
Supervisors kept their phones and their routine. The diary just went into one place.
The day’s diary, sent from site in five minutes.
The supervisor logs workers, work done, deliveries and weather on the phone, mostly filled in from yesterday.
Taman Desa
12 terrace units · Shahrizal
Every photo filed by unit, date and stage.
The office prints a clean PDF diary for the client or consultant, with a copy saved to Google Drive.
Photos · Taman Desa
By unitBy dateEvery site’s day, on one screen in the office.
The project manager sees all four diaries side by side, issues at the top, instead of scrolling back through WhatsApp.
Site diaries · today
All sites4Issues2Roof trusses on units 7–12. 18 workers. Unit 4 window frames are the wrong size, replacement Mon 12 Oct.
Ceiling boards short by 40 pcs, delivery tomorrow. VO-03 raised for an extra partition. 9 workers.
Floor slab poured, grid C to F. Rain stopped work at 3:00 pm. 14 workers.
Column stumps cast on lots 1–4. Backfilling tomorrow. 11 workers.
Progress by unit, ready for the next claim.
Each unit moves through its stages as diaries come in, and the QS starts the claim with photos as proof.
Progress · Taman Desa
By unit12By stage| Unit | Progress | Footings | Frame | Roof | Walls | M&E | Plaster | Finishes |
|---|---|---|---|---|---|---|---|---|
| Unit 1 | 90% | |||||||
| Unit 2 | 90% | |||||||
| Unit 3 | 90% | |||||||
| Unit 4 | 85% | |||||||
| Unit 5 | 82% | |||||||
| Unit 6 | 80% | |||||||
| Unit 7 | 48% | |||||||
| Unit 8 | 48% | |||||||
| Unit 9 | 46% | |||||||
| Unit 10 | 46% | |||||||
| Unit 11 | 35% | |||||||
| Unit 12 | 33% |
The owner sees every site by 6 pm.
One summary on WhatsApp shows workers and progress on each site and what needs a decision, ending the evening calls.
All sites today
4 diaries in by 5:48 pm · 52 workers
Each part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
From the site office to the owner’s phone.
Shahrizal sends the diary at 5:40 pm. By 6 pm, the project manager, the QS and the owner have read it.
- ×4Site supervisors
Shahrizal and three others send the day’s diary and photos before they leave site.
- PVProject manager · Ir. Pravin
Reads every site’s day on one screen, and deals with issues first.
- TSQS · Tharshini
Starts each progress claim from the recorded progress, not a site visit.
- NRAdmin · Noraini
Prints the PDF diaries the client and consultant ask for.
- DLOwner · Mr Dhillon
Sees every site by 6 pm, without phoning anyone.
- No more digging through WhatsApp for a photo.
- Rain, stoppages and late drawings on record, every day.
- Progress claims start from the record, not a site visit.
Diaries first, then progress.
All four sites were sending diaries in week four. Progress by unit, and the claim built from it, came next.
Diaries from site
Progress, and the claim
Want site diaries like these for your projects?
Questions about this system.
What did this project cost?
Business system, from RM 15k. Every feature had a fixed price, agreed before work started, and the first 3 months of hosting and care were included.
What if the site has poor signal?
The diary is saved on the phone as it is filled in, and sent when the signal comes back. Photos upload in the background.
Do supervisors need a new phone?
No. It opens in the browser of the phone they already use, Android or otherwise. There is nothing to install.
Can we start with one site?
Yes. You can start with one or two sites for a few weeks, then add the rest.
Another question? 
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- 1
Send us a message
Pick what sounds familiar and a time. We reply within one working day.
- 2
A free 30-minute call
On WhatsApp or Google Meet. We look at how you work today.
- 3
A fixed price for every feature
Your written quote within 3 working days of the call.
Send on WhatsApp Or email sales@belcort.com · We reply within one working day.