One register, allowance to closed
Every allowance, PC item and provisional sum on the job in one list, each carried Open → Selected → Instructed → Closed, so nothing gets chosen, bought and forgotten.
Pay
Turn every allowance into a concrete number, without losing a dollar
Track every allowance, PC item and provisional sum in one register: freeze the allowance you signed, capture what the client actually chose, link the purchase order or subcontract that buys it, and hand any over- or under-run to a variation for review.
Allowances frozen
$119,500
Client selected
$120,650
Net over-run
+$7,650
| Item | Type | Allowance | Client selection | Over / under-run | Status |
|---|---|---|---|---|---|
| 15-100Tapware & fittings Astra Walker · Brushed Nickel | Allowance | $12,000.00 | $14,850.00 | +$2,850.00 | Instructed |
| 09-100Floor & wall tiling | PC item | $38,000.00 | $35,200.00 | −$2,800.00 | Selected |
| 06-100Kitchen joinery | Provisional sum | $45,000.00 | $52,600.00 | +$7,600.00 | Instructed |
| 16-100Appliances | Allowance | $18,000.00 | $18,000.00 | On allowance | Closed |
| 15-100Bathroom accessories | Allowance | $6,500.00 | — | — | Open |
| Totals frozen allowances · sits within the $4,850,000 contract | $119,500.00 | $120,650.00 | +$7,650.00 | ||
One register for every allowance, PC item and provisional sum on the job. The allowance you signed is frozen on the row; the client's selected price sits beside it, so the over- or under-run is a number you can see. A resolved over-run is handed to a variation you review before it changes the contract sum — never an automatic charge.
Trusted by builders across the country
From custom-home builders to commercial head contractors, teams run their projects on BuildPass.
Allowances are where a fixed price quietly drifts, so track them like money
The allowance is frozen, the drift is visible
The allowance you signed is frozen on the row; the client's selected price sits beside it, so the over- or under-run is a number you can see, not one you reconstruct at handover.
Over-runs become a variation, on review
A resolved over- or under-run is handed to a variation you review before it changes the contract sum, never an automatic charge, with the builder's margin added to an over-run for you.
How it works
Everything a selection needs, from allowance to closed
Populate the register, capture the choice, buy it, and settle the difference.
06-100Kitchen joineryProvisional sum
Current value → frozen as allowance$45,000
Once frozen, the allowance doesn't move — the selected price does.
Activate from the Schedule of Values
Pull a typed contract placeholder (allowance, PC item or provisional sum) into the register, and its current value is frozen as the allowance to track. Or add one manually.
Client chose
Astra Walker tapware, Brushed Nickel
Client price$14,850.00
OpenSelected
Capture what the client chose
Record the client price and the chosen item on the row, such as “Astra Walker tapware, Brushed Nickel”, which moves it from Open to Selected.
| Astra Walker · Brushed Nickel from product URL | $14,850 |
| Phoenix Vivid · Chrome from supplier PDF | $11,200 |
| Sussex Scala · Matte Black from pasted text | $13,400 |
Line up options before deciding
Keep a few candidate options on a row, and fill them fast from a product URL, a supplier document, pasted text or a screenshot. They're always yours to review before adding.
15-100PO-118 · Astra Walker
Committed$14,850
Invoiced$9,100
Remaining$5,750
Read committed, invoiced and remaining back on the row.
Link or raise the commitment
Reference the PO or subcontract that procures the item, or raise one from the row pre-filled with the supplier, price and cost code, then read committed, invoiced and remaining back on the row.
| Item | Allowance | Selected | Δ |
|---|---|---|---|
| Kitchen joinery | $45,000 | $52,600 | +$7,600 |
| Floor & wall tiling | $38,000 | $35,200 | −$2,800 |
| Appliances | $18,000 | $18,000 | On allowance |
See over-run, credit, or on allowance
The delta between the selected price and the frozen allowance shows as an over-run the client owes, a credit back, or on allowance, with the sell side kept separate from the cost drawdown.
VO-007In review
Over-run to client+$7,600.00
+ builder's margin added on review
Or close no-charge with a reason. Nothing posts on its own.
Settle it: variation or no charge
Hand a chargeable over- or under-run to a variation for review, with the builder's margin applied to an over-run, or close it no-charge with a reason. Nothing posts on its own.
Connected to the whole job
Selections sit between the contract and the commitments that fulfil it
Upstream, a row activates from a typed Schedule-of-Values line on the head contract, freezing the allowance you were awarded. On the cost side, it links to (or raises) the purchase order or subcontract that actually buys the item, and reads the committed and invoiced drawdown straight off that instrument. On the sell side, the difference between the client's choice and the frozen allowance is handed to a variation that changes the contract sum after you review it. The register keeps the two axes, what it costs you and what the client owes, honestly apart.
Schedule of values · allowances frozen
$119,500
Northside Apartments · Harbourline Builders · locked baseline
chosen & bought
Commitment · PO / subcontract
$120,650
cost side · buys the selected items · committed & invoiced read back on the row
Variation VO-007 · net over-run
+$7,650
sell side · handed to a variation you review before it changes the contract sum · margin added on review
Trusted by builders who run their projects on BuildPass
From custom-home builders to commercial head contractors, teams across Australia and New Zealand run their projects on BuildPass every day.
The onboarding process and training we received from the BuildPass team was fantastic.
Nick Du Bois
Managing Director, FORA
If you're considering implementing new technology on site, you must have BuildPass on your list.
Rob Lineker
Director, Dei One Projects
I'd recommend BuildPass to any builder, sub contractor or site manager. It just makes your life easier.
Garath Vella
Director, Lorden Vella
Frequently asked questions
It's a contract placeholder you track to a real number: an allowance, PC item or provisional sum. Selections is the register of all of them on a job: the allowance you signed, the client's chosen item, the commitment that buys it, and the difference you settle.
Activate a typed line from the Schedule of Values and its current value is frozen as the allowance to track, or add a selection manually with its type, cost code and allowance amount. Once frozen, the allowance doesn't move. The selected price does.
No. A resolved over-run is handed to a variation that you review before it changes the contract sum. The builder's margin is added to an over-run for you, but nothing is charged automatically. An on-allowance selection is simply closed no-charge.
Not in this version. Capture is builder-led: you record the client's decision on the row. You can keep a few candidate options on a selection and fill them quickly from a URL, a supplier document, pasted text or a screenshot, but you review everything before it's added.
No. The row references the purchase order or subcontract that procures the item, or raises one for you to issue, and reads the committed and invoiced amounts back from it. The selection tracks the decision and the difference. The commitment holds the cost.
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