Workflows & approvals
How a project flows
Every renovation moves through the same clear phases — and every decision has one clear owner. Who accepts an offer, approves a budget change, or reviews an invoice depends entirely on how the property is set up. Here is the full flow.
The lifecycle
Five phases from the first photo to completion — each with a clear owner.
- 1Phase 1
Capture
Resident
The resident captures the problem with photos, a voice note, or a chat with Bobo. The AI analyzes the condition and solution options. Nothing is visible to contractors yet. If Live stops, reopen the request and choose “Review and continue” or “Switch to dictation”. Saved answers remain; add missing rooms and trades before confirming.
- 2Phase 2
Review & publish
Resident · Manager
The resident confirms the scope and trades. Publishing creates one shared AI work and milestone plan; only then does the project become visible to contractors. Managed properties require approval first.
- 3Phase 3
Offers & selection
Contractor · Resident
The shared AI work plan is an unverified suggestion. Pros can adapt it or build their own milestones, tasks and prices, even when no shared plan exists. The client compares offers and accepts one.
- 4Phase 4
Execution
Contractor · Client
Acceptance opens the construction workspace: the logbook and work clock, milestones with photo evidence, and invoices. The budget is a roll-up of milestones broken into priced tasks (labor, material, travel) — set in the accepted offer and billed milestone by milestone. The client follows the status as updates are posted — amounts stay redacted for them.
- 5Phase 5
Completion
Everyone
When the work is done, the contractor completes the project (once no invoice is still a draft). The client pays, books the costs to the budget, and reviews the pro.
Who approves what?
The same decisions, three configurations. How a property is set up determines who accepts, approves, and reviews.
Owner, no property manager
Decides: The owner decides everything directly.
Publish the request
The owner sends the project straight to the marketplace — no intermediate approval.
Accept an offer
The owner accepts the winning offer themselves — the project moves to execution at once.
Approve a budget change
Every change order from the contractor is a request the owner approves or declines.
Review an invoice
The owner accepts or disputes each invoice — a disputed one is blocked until resolved.
Property with a Hausverwaltung
Decides: The Hausverwaltung decides on the owners’ behalf — including one-click from email.
Publish the request
The resident’s request lands in the manager’s approvals inbox before it enters matching.
Accept an offer
Acceptance parks in “awaiting approval” until the manager confirms — in the dashboard or via a one-click link in the email. If the manager does not decide within 7 days, the request lapses and the offer returns to the shortlist.
Approve a budget change
The manager approves budget changes on behalf; the owner is relieved of the task but keeps full visibility.
Review an invoice
The manager accepts or disputes invoices on the owner’s behalf from the property’s transactions.
Contractor self-managed project
Decides: The contractor runs the project; the client confirms via a magic link — even with no app at all.
Open the project
The contractor starts the project directly in execution — no marketplace, no offers.
Bring in the client
Site-visit reports and status reach the client by magic link; no account required.
Approve a budget change
The lead proposes change orders, the client confirms. When the contractor is also the client, the change applies at once.
Finish milestones
The lead finishes completed milestones; client and contractor can independently record optional sign-off.
Four rules that always hold
Whatever the configuration, these principles protect every side.
Assign work and track time
Choose one or more teammates on a work step. Each change saves immediately. When no task is available, track time under Other. The project lead can assign it to a task later; recorded hours and rates stay the same. Invoiced entries remain locked.
Exactly one winner
Once an offer is accepted, every competing offer is automatically rejected — a project always has exactly one awarded contractor.
Identity only on acceptance
Chat opens from the very first offer — but the contractor sees the client’s name and contact only once their offer is accepted.
Prices stay protected
Clients and managers read the logbook and budget but never see the crew’s rates and amounts — they are redacted server-side.
Nothing happens silently
Once the budget is client-approved, every further price change needs re-approval. Every change remains traceable, every invoice can be accepted or disputed — and every event arrives as a notification.