Here at RDC Fine Homes, we use a project management platform called Buildertrend. It’s an online portal that we can invite our clients into, and it’s also the software our team uses to manage schedules.
We upload daily log photos, financial data, and all the documentation for each project. Clients get access to everything — financials, invoicing, scheduling — but the most valuable piece is the daily logs.
At the end of each day, the site superintendent adds a quick update: what work was completed, what the weather was like, and who was on site. Most importantly, they upload photos showing construction progress that day.
This is especially helpful for clients who aren’t able to get to Whistler often. They can log in the next day and see exactly what was done. It really helps build trust, because they can see for themselves that the work we said we’d do is actually getting done.
One of the features we really like with Buildertrend, especially when it comes to building trust, is the ability to pair the photographic evidence with the schedule.
It’s a relatively simplified scheduling tool that looks like a Gantt chart, similar to Microsoft Projects. Clients can log into the platform, look at the schedule, and see, for example, that drywall is supposed to begin this week.
Then they can check the daily log photos and actually see that drywall has started. So they get two layers of information: the schedule tells them where the project should be, and the daily logs show them where the project is.
For clients who aren’t in Whistler, whether they’re offshore or in other parts of BC or Canada, this gives them confidence. They can see that the work we said we’d do is actually happening. It’s another way we build transparency and trust.
One of the most important things we do is keep clients informed—not just on how their project is progressing, but also on the potential consequences if the scope of work changes.
Clients sometimes decide they want to make a change partway through. If the scope gets reduced, that can shorten the schedule and lower the cost. On the flip side, if additional work is added, it often means more time and higher costs.
It’s really important that we communicate those impacts clearly. We always want our clients to have a choice, and part of that is making sure they have all the information they need to make informed decisions.
So when a client requests a change, we do our best to provide a clear picture of what that change might mean—both in terms of cost and schedule.
As costs go up, there’s often a high probability that the schedule will get extended too.
The scheduling tool, along with the change directive or change order process we use in Buildertrend, helps clients stay informed about the impact of their decisions. All change requests and associated costs are processed through the platform in real time.
So clients can not only see what an individual change is likely to cost, but they also see how that affects the overall budget. The platform updates the global budget automatically, which gives full visibility into the accumulated cost of all changes.
If a schedule adjustment is needed, that gets reflected in the scheduling tool as well. It’s all there for the client to track. Costs and timeline updates all in one place.
The daily log function in Buildertrend is, in my opinion, one of the most valuable components of the entire platform.
As I mentioned earlier, clients are invited into the system. At the end of each day, a senior member of the project team, usually the site superintendent, will take photos of that day’s progress. Those photos get uploaded to Buildertrend by the end of the day, typically around 4:30 or 5:00 PM Pacific Time.
Along with the photos, we also document who was on site that day, both RDC team members and trades, and what high-level tasks were completed.
So when a client logs in that evening or the next morning, they can see exactly what happened on-site. They get photographic evidence, a record of who was there, and a summary of what work was done.
We’ve found that using Buildertrend, especially with our offshore clients, has had a huge impact on their overall experience during the build.
One of the things I’ve learned over 30 years in this business is that when clients can’t actually see what’s happening on their project, it can cause a lot of stress. When you’re not fully informed, it’s easy to start imagining worst-case scenarios. We all do that sometimes.
We had a client a few years ago who had just finished another offshore project before starting with us. He ended up making six unplanned visits halfway around the world because he was so anxious about the schedule. And when he got there, he discovered that no work had been done for weeks. Understandably, it created a huge amount of stress for him and his family.
When he started working with us and began using Buildertrend, he told us that checking the daily logs became the highlight of his morning. He and his kids would open the platform each day to look at the progress photos from the day before.
We ended up completing that project in about 11 months, and the only time he visited the site was during the final week of completion. He told us that the daily log updates gave him a huge amount of trust and confidence—that we were doing what we said we were going to do, and that the project would finish on time.
He was genuinely grateful that we didn’t put him in a position where he felt like he had to fly halfway around the world multiple times just to check up on things. For me, that really speaks to the value of using software like this.
So if you’re planning a build from afar, I’d strongly recommend choosing a contractor who offers this kind of daily touchpoint. It makes a big difference in knowing your project is in good hands.
One of the great features of the Buildertrend platform is that any changes to cost or schedule are approved directly through the system.
If there’s enough time, we’ll typically post a change order. That means we’ve clearly defined the new scope of work, received pricing from all the trades and suppliers, and can present a firm number. The client sees exactly what the change is and what it’s going to cost.
In other cases, when changes need to happen more quickly and we don’t yet have full pricing, we issue what’s called a change directive. This is also processed through Buildertrend. It gives the client a budget estimate, and as the work moves forward, we update that directive with more accurate costs as they come in.
Whether it’s a change order or a directive, the client stays informed and can track updates in real time.
This is especially helpful for clients who aren’t in direct contact with us throughout the day—particularly those in different time zones. They can log into the platform during their own workday, review the cost of a proposed change, and approve it directly in the software.
It really simplifies and streamlines the whole approval process.
As we move through a project, clear communication is always top of mind for us. When we communicate well, we have a much better chance of meeting expectations. If people know what’s happening, they’re less likely to misinterpret something or assume the worst.
That transparency builds trust and strengthens the relationship.
Inside Buildertrend, we’ve already talked about daily logs, budget tracking, and scheduling. But beyond that, all the invoicing details are also available there. It becomes a single source of truth for the entire project.
While the invoice itself is a fairly straightforward document, clients can log into Buildertrend and see all the supporting details from that billing period.
That includes time sheets from RDC staff and hard copies of trade and supplier invoices — all uploaded into the platform. So if a client is curious about what an invoice covers, they can go in and see exactly what’s included.
This is especially important when we’re working on cost-plus contracts. In those cases, it’s critical that clients feel they have full visibility into the numbers. They need to know that the charges on their invoice reflect the actual costs RDC is incurring.
Buildertrend helps make that possible. Every invoice ties back to real, documented expenses. And because we charge a percentage fee on the cost we incur, clients can also see that any discounts we receive through our trade and supplier relationships are passed directly on to them.
One thing we’re always aware of is that we’re spending a significant amount of money on behalf of our clients, whether it’s a renovation or a new build.
There’s a lot of public conversation around the rising cost of construction, and we respect the responsibility that comes with managing those dollars. For us, the relationship with the client has to be built on a foundation of trust, and trust only happens when we’re fully transparent.
That’s where Buildertrend really plays a key role. Through the platform, clients can see everything from budgeting and cost tracking to invoicing, scheduling, and daily logs.
Anyone working with us can log in and see, in real time, where their project stands. And if they’re willing to take a closer look, they’ll gain a clear understanding of both their project schedule and overall costs.
At RDC Fine Homes, one of the things we take a lot of pride in is clear communication and building relationships based on trust through transparency.
The Buildertrend platform is a key part of that, especially for clients who are out of province or out of the country. It really supports that trusting relationship by making everything visible and accessible.
For anyone considering a major project, working with a builder who uses a platform like this can make a huge difference. You’re not just relying on someone saying the right things; you can see the evidence for yourself.
Whether it’s through the daily logs, the scheduling tool, or the financial data, the information is right there. And there’s no way to hide from it, it’s either there or it isn’t.
That level of openness helps us build a strong foundation of trust. It creates a collaborative experience, keeps everyone aligned on expectations, and helps ensure we stay on track with quality, schedule, and cost.
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