Getting Started

AccuDone Build Tracker is a full-featured construction project management platform with AI capabilities and enterprise-grade security. It runs in your web browser and works on desktop, tablet, and mobile devices. The app supports English, Spanish, Portuguese, and French.

Logging In

1. Navigate to accudone.vercel.app in your browser.
2. Enter your email and password, then click Sign In.
3. If this is your first time, you will receive an invitation email with a link to set your password and accept the invitation.

Understanding Roles

Your role determines what you can see and do in the app. Roles are assigned per-project.

Dashboard & Navigation

After logging in, you land on the Dashboard — your command center for all projects.

Sidebar Navigation

The sidebar (left side on desktop, bottom tab bar on mobile) provides access to all major sections: Dashboard (KPI summary and widgets), Projects (all projects with search/filters), Reports (cross-project analytics), Directory (contacts, subcontractors, vendors), Notifications (real-time alerts), Voice Mode (Keeney Mode voice recording), Help Center (searchable articles), and Settings (profile, language, theme, notifications, AI features).

Available Widgets

Customizing Your Dashboard

1. Click the "Customize" button in the top-right corner of the dashboard.
2. Drag widgets to reorder them. Grab the drag handle (six dots) at the top of each widget.
3. Click the collapse/expand arrow to show or hide a widget.
4. Click "Done" to save your layout.

Projects & Phases

Creating a Project

1. Click "Projects" in the sidebar, then click "+ New Project."
2. Enter the project name, address, and select a template (or start blank).
3. Add team members and assign their roles on this project.
4. Click "Create" to launch the project.

Managing Phases

Each project is organized into phases (e.g., Foundation, Framing, Electrical, Plumbing). Phases track status, dates, budgets, and all associated documentation.

• Click a project to open it, then use the phase list on the left to navigate.
• Each phase has tabs: Overview, Documents, Photos, Checklist, Budget, Comments.
• Change phase status: Not Started → In Progress → Complete.
• Set start/end dates to populate the Gantt timeline.

Gantt Timeline

The Gantt chart shows all phases on a visual timeline. Phases appear as colored bars based on their status. Click a bar to open that phase. Drag the edges of a bar to adjust dates (Admin/PM only).

Documents & Photos

Each phase has dedicated Documents and Photos tabs for organizing project files.

• Upload documents (contracts, specs, drawings, insurance certificates) to any phase.
• Upload photos from your device or camera — tagged with date, user, and GPS location.
• Use bulk photo upload for multiple photos at once.
• All uploads are logged in the activity feed with timestamps and user attribution.

Checklists & Inspections

Checklists track task completion within a phase. Apply a template or create custom items.

• Apply a checklist template from the library (e.g., Rough Electrical Inspection).
• Check off items as they're completed. Progress is shown as a percentage.
• Add notes or photos to individual checklist items.
• AI-powered inspection readiness checks evaluate whether a phase is ready for official inspection.

Budgets & Change Orders

Track budgets at the phase level with original budget, actual costs, and change order impact.

• Set an original budget when creating a phase.
• Log actual costs as work progresses.
• Submit change orders with description, amount, and justification.
• AI-powered change order impact analysis shows how changes affect overall budget and timeline.
• Payment application validation (G702/G703) with AI compliance checking.

Daily Logs

Daily logs capture what happened on site each day: weather, crew size, work performed, materials used, and issues encountered.

• Create a daily log from the project page or via Keeney Mode voice input.
• AI automatically categorizes and structures voice-recorded daily logs.
• Attach photos to daily log entries for visual documentation.
• Export daily logs as PDF reports for client communication.

Staff Directory & Contacts

The Directory is a centralized contact database for all project participants.

• Add contacts manually or import in bulk from CSV.
• Categorize contacts: Team, Subcontractor, Vendor, Inspector.
• Search and filter contacts across all projects.
• Bulk operations: select multiple contacts to change type, export, or delete.
• When a new user accepts an invitation, they are automatically added to the directory as a Team member.

Contacts Import

1. Go to Directory → Import Contacts.
2. Download the CSV template to see the expected format.
3. Fill in your contacts: name, company, email, phone, type.
4. Upload the completed CSV file.
5. Review the preview and fix any errors flagged.
6. Click "Import" to add all contacts to your directory.

Reports & Analytics

Generate cross-project reports and analytics from the Reports section.

• Job P&L: Profit and loss breakdown by project with cost categories.
• Phase status reports: Summary of all phases across projects with current status.
• Budget variance: Compare original budgets to actual costs across projects.
• Activity reports: User activity, document uploads, and status changes over time.

AI Voice Mode (Keeney Mode)

Keeney Mode is AccuDone's voice-to-structured-data feature. Walk through a job site and describe what you see — the AI converts your words into structured entries like daily logs, voice memos, and field notes.

Accessing Voice Mode

• Floating Action Button: Orange microphone icon in the bottom-right corner of any page.
• Sidebar Link: Click "Voice Mode" in the sidebar navigation.
• Settings Page: Go to Settings → Keeney Mode → "Open Voice Mode now."

Recording a Voice Note

1. Tap the microphone button or navigate to Voice Mode.
2. Select the project and phase (or leave as general).
3. Tap record and speak naturally — describe progress, issues, decisions.
4. Tap stop when finished. The AI processes your recording.
5. Review the AI-generated transcription and structured data. Edit if needed.
6. Click Save to add the note to the project record.

What the AI Extracts

The AI extracts: clean transcription, category (progress update, issue, decision, safety, weather, general), one-line summary, key details (materials, issues, next steps), and GPS location if enabled.

Tips for Best Results

• Speak in clear, complete sentences.
• Mention specific locations, materials, and people when relevant.
• Don't worry about perfect grammar — the AI cleans up natural speech.
• Background noise is okay for most environments.

AI Document Intelligence

Document Intelligence uses AI to analyze documents uploaded to your projects — going beyond storage to surface important information automatically.

Capabilities

• Contract Risk Detection: Finds potential risks, ambiguous language, or unusual terms.
• Key Term Extraction: Important dates, dollar amounts, parties, scope items, and obligations.
• Compliance Checking: Flags missing signatures, incomplete sections, or inconsistencies.
• Semantic Search: Search across all project documents using natural language.

AI Proactive Insights

The Insights feature is your AI project analyst — continuously monitoring project data and surfacing issues, risks, and recommendations.

AI Assistant

The AI Assistant is a conversational interface for asking questions about your projects in plain English.

Example Questions

• "What's the status of the kitchen renovation phase?"
• "How much budget is remaining on Project A?"
• "Which phases are behind schedule across all my projects?"
• "List all change orders approved in the last 30 days."
• "Summarize the daily logs from last week for the foundation phase."

Click the AI Assistant icon in the navigation or open it from the phase detail page. The assistant remembers conversation context for follow-up questions.

Custom Color Scheme

1. Go to Settings → Appearance.
2. Click the color picker or enter a hex color code.
3. Preview changes in real-time across the sidebar, buttons, and headers.
4. Click Save to apply your color scheme.

Your color choice persists across devices. The default accent color is AccuDone yellow (#F5C800).

Settings & Preferences

• Profile: Update name, phone number, company name, and profile photo.
• Language: Switch between English, Spanish, Portuguese, and French.
• Theme: Light, Dark, or System mode.
• Notifications: Configure which notifications you receive (email and in-app separately).
• Keeney Mode: Toggle AI Voice Mode on or off.
• AI Features: View AI usage and token budget.

Contractor Portal

Contractors see a simplified view of their assigned projects: view phase details, upload photos and documents, update checklist items, submit daily logs, and use Keeney Mode. Contractors cannot see budgets, change orders, or other contractors' information unless explicitly granted access.

Client Portal

The client portal provides read-only project access via a unique token-based URL — no login required.

1. As a PM or Admin, go to project settings and click "Generate Client Link."
2. Share the URL with your client.
3. The client can view project progress, photos, and phase status without creating an account.
4. Revoke access at any time by regenerating or deleting the token.

Security & Data Protection

AccuDone is built with enterprise-grade security at every tier — not as a premium add-on.

Data Isolation

Every organization's data is completely isolated through Row-Level Security (RLS) at the database level — it is architecturally impossible for one organization's users to access another's data.

Authorization & Access Control

Layered authorization: role-based access, project membership verification on every server action, and phase-level verification through the parent project hierarchy.

Rate Limiting

All sensitive endpoints are protected by rate limiting: login, signup, impersonation, contact imports, and invite sending. Normal usage patterns will never trigger rate limits.

Content Security

Strict browser security: Content Security Policy (CSP), HSTS, frame protection, content type protection. Passwords hashed with bcrypt. Sessions use httpOnly, Secure, SameSite=Strict cookies.

SaaS & Billing

All plans include a 14-day free trial with full features, no credit card required. All plans include enterprise-grade security. Manage your subscription at Settings → Billing.

Admin Panel

Admins access the Admin Panel from the sidebar with five management tabs:

• Feature Toggles: Enable or disable features across the organization (21 toggles).
• Activity Log: View all user actions with filtering by action type, user, and date.
• User Management: View users, change roles, deactivate accounts, and send invite emails. New users receive an email with their invite link and are automatically added to the directory upon activation.
• System Health: Server status, database counts, storage usage.
• Audit Export: Download CSV export of the activity log for compliance.