How Nexvia improves project visibility and cost control for builders
Margins are under pressure across construction and fitout projects, yet many losses stem from operational issues hidden in day-to-day work. Delayed cost visibility, incomplete records and disconnected systems make it difficult to understand where a job truly stands until it’s too late to act.
Nexvia, now part of the Felix Group, is construction management software that gives contractors real-time oversight of budgets, variations and committed costs by connecting project and financial data in one place.
If any of the challenges below feel familiar, it’s a sign your current processes may be holding you back:
1. Cost visibility that arrives too late
Many teams still rely on spreadsheets or systems that don’t talk to each other. A job might look healthy on paper, only for invoices to arrive weeks later showing the project has already slipped over budget. The issue isn’t the invoice itself, it’s that the committed costs weren’t visible when decisions were made.
When cost data only appears at month-end, teams lose the opportunity to make early adjustments. Real-time visibility across budgets, labour, commitments and variations helps issues surface sooner and supports better decisions throughout delivery.
2. Variations and defects that fall through the cracks
Extras approved in conversations, defects fixed on site without paperwork and instructions lost in message threads can accumulate quickly. Individually they seem minor, but across multiple projects they become significant amounts of unclaimed work.
These gaps often become visible long after tasks are completed, when it’s too late to recover the cost. Structured workflows ensure every extra is logged, approved and billed correctly, with clearer records that help protect revenue from the start.
3. Juggling too many systems across multiple projects
As project volumes grow, Project Managers are frequently pulled between tools, spreadsheets and manual processes. Time is lost chasing mismatched invoices, reconciling older costs and preparing reports across different formats.
Standardised workflows give site and office teams one way to budget, raise POs, manage variations and report. This reduces admin and supports more consistent project delivery across the business.
Accounting integration becomes critical
When project systems don’t connect well with accounting tools, teams can end up fixing mismatched entries, missing cost codes and duplicate data. These issues slow down reporting, add unnecessary admin and can lead to costly errors.
Nexvia integrates directly with Xero, MYOB and QuickBooks, with no middleware or extra fees. Cost data syncs seamlessly between systems without double handling, giving teams more accurate reporting and fewer surprises at month-end.
Case study: Barrett Group
Barrett Group is a Brisbane-based joinery and fitout company operating across Brisbane, Sydney, Melbourne and Perth. Alongside major fitouts, they run a high-volume maintenance division delivering 20-30 jobs daily.
Before Nexvia, part of the business was tracked in their project system while the rest sat in spreadsheets or accounting tools. Month-end reporting was slow, variations were missed and invoices often didn’t match POs.
After adopting Nexvia and moving to Xero, the team gained real-time visibility across each job. Factory teams now log hours directly in Nexvia, giving a clearer view of labour costs. Budget reviews that once took days are now completed quickly.
Since implementing Nexvia, Barrett Group is now experiencing:
- Variation and cost control: POs over $500 require approval, and bills that exceed approved amounts are flagged immediately. Variations are created as work happens and linked to progress claims.
- Faster defect resolution: Daily site photos captured through the mobile app give fast visibility across all locations. Issues that once took days to identify now surface within hours.
- Consistent, scalable delivery: With one platform and standardised workflows, Barrett Group manages high-volume work with greater confidence. New staff onboard faster, and teams follow the same approach across each location. The shift to a connected system gave Barrett Group clearer costs, faster workflows and greater confidence across each project.
Stronger visibility leads to stronger projects
Can you name your three most profitable jobs today? Many contractors can’t answer this until the paperwork catches up. The businesses that protect margin in a tight market are the ones with clear, daily visibility of costs, commitments and progress.
Nexvia brings that clarity together in one connected platform. With real-time data and standardised workflows, teams can make faster decisions, reduce risk and deliver each project with greater confidence.
For more information about how Nexvia could support your projects, speak with the Felix team or visit nexvia.com.au/request-a-demo.
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