How it works
From a message to a useful next step.
See a contractor-side example—from a forwarded certificate and site instruction to an updated weekly position.
For building contractors
Your project memory.
Your project memory.
In your pocket.
Catch what changed. See what needs attention. Protect time and margin. Ask YPA about the project information you share and get a clear, source-linked answer with the next step prepared. You decide what is approved and sent.
WhatsApp + Email + DocumentsYou keep the project moving.
YPA keeps the detail together.
YPA keeps the detail together.
Catch changes earlierBefore work or margin gets away
Recover the answerWith the project source behind it
Make the next moveWithout learning another platform
See it in action.
Send a voice note, photo, email or document. See how YPA gives the detail back with its source.
Walk into the meeting prepared.
Ask for the decisions and open questions relevant to you. YPA brings the evidence together and prepares a brief for your review.
Illustrative Project A records have already been shared with YPA. Your preparation stays in your private conversation; you decide whether to share a meeting brief.
Help me prepare for tomorrow’s meeting. What needs my attention?16:10 ✓✓
Two items to prepare:
Cladding: the finish was instructed, but I haven’t found an agreed valuation.
Entrance A lintel: RFI-035 was due on 5 September; no answer is recorded.
Sources: Meeting 47, item 1.2, 3 September · RFI-035 register, as at 6 September.16:10
Cladding: the finish was instructed, but I haven’t found an agreed valuation.
Entrance A lintel: RFI-035 was due on 5 September; no answer is recorded.
Sources: Meeting 47, item 1.2, 3 September · RFI-035 register, as at 6 September.16:10
Shall I prepare a short brief with those questions for you to review?16:10
Yes. Send the draft only to me. I’ll decide what to share.16:11 ✓✓
I’ll prepare it for you only, with no one copied. It won’t go into the team report.16:11
A certificate becomes a clear money position.
Forward the document. YPA confirms the filing, records the amount and date, and offers the next step.
The amount stays linked to the certificate. Payment is only confirmed from payment evidence.
Good morning. Please file this certificate.
Forwarded 09:07 ✓✓
Forwarded 09:07 ✓✓
Good morning. Payment Certificate No 12 received and linked to the payment record for review. If it is not already in your project folders, I can prepare an approved sharing copy in the agreed records folder.09:08
R315,000 is due on 24 September. I’ve updated your payment sheet and marked the entry system-generated, for you to verify.
Source: Payment Certificate No 12, 3 September.09:08
Source: Payment Certificate No 12, 3 September.09:08
Would you like the highlights or a draft email to the QS sent to you for review?09:08
The decision is there when you need it.
Ask what was agreed. YPA brings back the instruction, the meeting item and the detail still to be confirmed.
Meeting 47 has already been shared with YPA. An instructed variation can still need a price; the reply distinguishes the recorded instruction from its unconfirmed valuation.
Good morning. What did we agree about the cladding?09:20 ✓✓
Good morning. The Agent instructed the elevation A cladding finish under Variation Instruction 07.
Source: Meeting No 47, item 1.2, dated 3 September.09:20
Source: Meeting No 47, item 1.2, dated 3 September.09:20
I haven’t found an agreed valuation for that instruction. Would you like me to prepare a query for the QS?09:20
A site detail keeps its context.
Send a voice note, then the site photo. YPA keeps them together and prepares a site-instruction entry for your review.
A possible cost implication becomes a draft query for the QS. You decide what gets sent.
Elevation A · window reveal
The unfinished return described in my voice note.10:32 ✓✓
Good morning. Photo and voice note received. I can see the unfinished stone return at the elevation A window reveal, and you’ve asked for the cladding to return into it.10:33
Linked to VI 07 as reported site record SI-008 for your review. It is not yet a confirmed formal instruction or agreed variation, and the additional cost has not been confirmed.
Source: your photo and voice note, 4 September.10:33
Source: your photo and voice note, 4 September.10:33
Shall I draft an email to the QS with this detail for your review? There may be a cost implication.10:33
Watch YPA work
See it once. Understand it quickly.
A short walkthrough shows how YPA turns shared project information into a useful next step.
Read the film transcript
You're driving a construction project, keeping people coordinated and chasing the answers that keep it moving.
The admin is where jobs often leak time. The information and the answers sit across emails, documents, meetings, voice notes and site photos. Finding what matters and making sense of it takes time you need for decisions.
YPA is your project assistant in WhatsApp and email. Nothing to install, no new platform to learn.
Your starting service includes three people in total, including you and two collaborators.
Forward an important email, an invoice, a certificate, or simply copy in your assistant the way you'd copy in a colleague. YPA preserves what you send, extracts what the source supports and updates the agreed project records. Safely admitted project attachments are filed automatically in your Incoming Files area, while supported facts update your maintained project view. Anything unconfirmed remains clearly marked. You stop hunting for the paperwork.
After a meeting, send YPA the minutes, a transcript or a WhatsApp voice note of what was decided. YPA preserves the source, records the decisions and actions it supports, and publishes a reviewed summary or sharing copy only where the team needs it.
When you need to know something, send a message on WhatsApp or email. YPA pulls out the decisions, the dates and the people responsible, and sends the answer to you. An information request answered. A variation instructed. A date that now needs chasing, before the window closes.
On site or between meetings, send a site photo and a voice note. YPA keeps the originals with their context, links useful facts to the relevant project record, and files safely admitted media automatically in your Incoming Files area.
When YPA responds, every answer shows the record behind it. If nothing backs it, it says so.
YPA brings the project information you share into context, keeping your control sheets updated with what you need to know.
Contractor Core starts with one Current Project Position and two maintained workbooks: Money and Payments, and Decisions. Decisions includes Programme Information and a Variations & Instructions path for reported changes that may affect money or time. Additional project controls—such as procurement, notices or handover—are added only when they earn their place and are agreed with you.
YPA can also send an agreed Project Control Brief from your project records: the things that matter most, the money position and what is important to deal with next. Its schedule and recipients are agreed with you.
You keep working the way you work. No new dashboard, platform or system to learn. YPA connects your records, giving you and the people you work with a clearer view of where things stand, what needs attention and what happens next.
Your project memory. In your pocket.
The whole picture
Keep working in WhatsApp, email and your own project folders. YPA connects the information you share, answers you, and keeps the few project records that matter up to date in your YPA project area.
Your project information stays yours. Source folders stay read-only. YPA keeps the few agreed project records that help you act up to date in your own YPA project area.
Read the simple three-step explanation
Send what you already have.
Forward an email or copy in your assistant. Share documents, meeting minutes, voice notes and site photos in WhatsApp.
The detail finds its place.
YPA keeps the source context safely, updates the useful project records, and automatically files safely admitted attachments and media in your YPA project area. Unconfirmed points remain visible. Private questions and working drafts follow each person’s agreed sharing arrangements.
Ask. Review. Act.
Get a concise answer with its source and anything still unclear. Ask for a draft, correct a detail or say “hold”. You review, edit and decide what to send.
Built around the contractor’s working day
Four questions.
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04
Four questions.
One useful next move.
YPA helps a building contractor connect the scattered project detail before a missed answer, late change or unclear handoff becomes lost time or margin.
What changed?
Connect revised drawings, site instructions, meeting decisions, photos and voice notes before affected trades lose a week.
What needs attention?
Bring unanswered information, supplier dependencies, promised dates and decisions into one short, source-linked view.
What could cost time or money?
Keep reported changes, quotations, applications, certificates, invoices and payment evidence distinct while the issue can still be protected.
What should I do next?
Get the useful answer, who can respond and a short follow-up draft. You review it and decide what is sent.
Your consultants stay your consultants. Quantity surveyors, principal agents, project managers, clients and designers can participate as invited collaborators where useful. YPA does not replace their appointment, grant them access by job title or perform their approvals, instructions or certifications.
Contractor Core
Start with the essentials.
Ask in WhatsApp or email. Contractor Core starts with three useful outputs. YPA adds another project control only when it will save time or protect money or programme.
Current Project Position
One concise view of where the project stands and what needs attention.
Money and Payments
Amounts applied for, certified, due and confirmed paid—kept distinct.
Decisions
Decisions, programme information and reported changes that still need follow-through.
Answers use the reviewed project information YPA can access and say when the available evidence is incomplete.
See the project areas YPA can help with when relevant
These are support areas, not separate modules or required setup.
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02
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08
Variations & instructions
What changed, what is agreed, and what still needs pricing.
Information & design queries
Who can answer, who is waiting, when it is due and what it is holding up.
Procurement & delivery
Approvals, order decisions, delivery dates and responsibilities.
Applications, certificates & payments
Amounts applied for, certified, due and confirmed paid.
Notices & deadlines
Required notices, supporting records and dates to verify.
Commitments & supplier invoices
Agreed commitments, invoices, due dates and payment evidence.
Handover & sign-offs
Inspections, compliance documents and outstanding sign-offs.
Meetings, decisions & actions
The decision or action, any reliably identified owner, the date and the source.
Your Project Control Brief
The things that matter.
The things that matter.
Before they get away.
A concise view of the money, programme pressure and decisions needing attention. You choose when it is sent and who receives it.
Need the detail now? Ask in WhatsApp or email.
Illustrative contractor-side example · Project A
Three priorities this week
Project A · position to 6 September
- Confirm the R290,000 payment position. Certificate 11 is due on 10 September; no payment is recorded.
- Price the instructed cladding finish. VI 07 is recorded, but the valuation and approved amount are still missing.
- Chase the entrance A lintel detail. RFI-035 is overdue and no answer is recorded.
Read the full illustrative Project Control Brief
Inbox / Project A
6 September · 08:00
Project A | Project Control Brief
Position to 6 September 2026
From: ypa@yourprojectassistant.com
To: Alex Williams
Good morning, Alex.
Here is your weekly position: the money, the decisions to close out and the answers to chase. These are the current records; anything unconfirmed is flagged below.
Money matters
- R290,000 due this week. Certificate 11 is due on 10 September. No payment is recorded; please confirm receipt or ask the Agent for the payment date.
- R315,000 due on 24 September. Certificate 12 brings the certified amount not recorded as paid to R605,000. This is money due, not confirmed cash received.
- R101,100 in supplier bills remains outstanding. Scaffolding hire INV-050 is next: R28,000 due on 8 September. Check the hire period before approving payment.
- R17,200 paid and closed off this week. Fixings INV-051 (R7,600) and basin mixers INV-052 (R9,600) are recorded paid. They are excluded from the outstanding balance.
Decisions to close out
- Price the instructed cladding finish. VI 07 is recorded in Meeting 47, item 1.2. The finish is instructed; the QS valuation and approved amount are still missing.
- Review the additional stone return. The site photo and voice note are filed under SI-008 / VO-08. Confirm the detail and cost request before sending the draft to the QS.
- Confirm the window-sill change in the lookahead. VO-05 is agreed at R26,500, but work has not started and the time impact is unconfirmed. Agree its sequence with the site team.
- Resolve the door ironmongery adjustment. VO-09 is instructed but unpriced. Confirm the revised scope and request a quotation before changing the supplier order.
Answers to chase
- Engineer: entrance A lintel detail is overdue. RFI-035 was due on 5 September. No response is recorded; request the detail and a firm reply date for the affected lintel work.
- Supplier / QS: the stone-return order needs a decision. The 18 additional pieces are needed on 21 September. With a two-week lead time, 7 September is the latest order date; the quote and order are still missing.
- Site team: confirm the cladding samples arrive. PO-021 promises delivery on 8 September against a 9 September need date. Confirm delivery with the supplier and record receipt on site.
- Electrical contractor: book the compliance inspection. The electrical CoC and test report are needed by 8 October; the register says “not booked”. Confirm the inspection date and any prerequisites now.
For Monday, I suggest starting with the lintel response, stone-return order and scaffolding payment check. Would you like me to prepare the Engineer and QS follow-ups as separate drafts for your review?
Kind regards,
YPA
Your Project Assistant
Sources: Certificates 11–12 · Invoices INV-047–052 · Variation register · Meeting 47 · SI-008 photo and voice note · RFI-035 · Procurement and handover registers
Contractor-side Project A records · Position as at 6 September 2026.
When you want the detail How getting connected works Four straightforward steps, from your first message to your first checked catch-up.
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1
A few minutes from you
Tell us about your project.
Message us on WhatsApp with your first project question, or prepare an email enquiry below. A person replies about fit, availability and the next step.
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2
Once your place is confirmed
Connect in a short setup session.
Allow about 30 minutes. We agree your role and project, connect your conversation and project email, and set out each participant’s private channel, shared records and report recipients. We explain who provides human support and what they can access.
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3
Start with 3–5 useful records
Share what you already have.
Choose three to five records relevant to your first question: perhaps minutes, correspondence, a certificate or a drawing. Share contract terms when the answer depends on them. YPA confirms what arrived and flags missing detail.
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4
Within 24 hours of connection + first records
Receive your first checked catch-up.
A person checks the answer to your first question: what the records establish, what remains unclear and a useful next step. We then build up the opening picture and review with you what is helping and what needs adjusting.
Your assistant. Your choice of collaboration.
Work together.
Work together.
Keep room to think privately.
Your starting service includes connections for three people in total—you and two collaborators. You can begin on your own and add them when useful. We agree any additional connections with you. At setup, you choose who joins and we agree the records and updates each person can access. Every participant has their own private conversation with YPA.
A trusted colleague
Share broadly and arrange standing copies where that suits you. Agree which records and updates are included, and change the arrangement when needed.
A site lead or invited consultant
Include the information they need to coordinate and keep work moving. Other records can stay within a smaller authorised audience.
A private channel for each person
Ask a question, check a thought or work on a draft privately. Access to a shared project record does not make everyone’s conversations visible.
We confirm these arrangements with each participant before connection, including human support access. Ask us to change sharing or report recipients at any time. A specific “only me” or “hold” instruction takes priority over a standing copy arrangement.
You stay in control
A few things
A few things
worth knowing.
Who is YPA Contractor for?
Building contractors and contractor-side teams responsible for keeping work, information, money and decisions moving. Start with your own project. Appointed consultants, clients and designers can join as invited collaborators where useful; their professional authority and access remain separate.
Can I use YPA on my own?
Yes. You do not need colleagues to join before you can get help. Start with one project and the records you are authorised to share. Invite collaborators when useful.
Who can see my questions and drafts?
Each participant’s personal conversation and unshared drafts are separate from shared project records and team reports. You may choose to share them, but joining the project does not automatically open your conversation to other members. YPA includes human assistance: before connection, we explain who provides that support and what they can access.
Can I change what someone receives?
Yes. Ask us to change their record access, report recipients or standing copies. We confirm the revised arrangement with the affected participants. Changes apply to future access and delivery; they cannot recall information someone has already received.
Can my company or employer pay for YPA?
Yes, we can agree the service with you, your contracting company or your employer. We confirm the participants, scope and any future price before billing. Paying for the service does not by itself give someone access to another participant’s private conversations.
What is included at the start?
Contractor Core starts with sourced questions and answers, one Current Project Position, Money and Payments, and Decisions. Decisions includes Programme Information and the Variations & Instructions protection path. We add a separate project control only when it will be more useful than the core records and the project information supports it. Any additional control is agreed and priced before activation.
Can construction teams in Africa enquire?
Yes. We welcome applications from construction teams across Africa, including South Africa, Uganda, Kenya, Tanzania, Rwanda, Mozambique, Ghana and Nigeria. Tell us the project country, your role and the first question you need answered. We confirm fit, availability and the agreed scope before setup. Explore construction project support across Africa.
Can I join halfway through a project?
Yes. Share the latest records and tell us what is still open. We help confirm the opening position, distinguish old information from current decisions, and ask for the missing evidence. An incomplete history is shown as incomplete.
Does YPA read my whole inbox?
YPA works from what you choose to forward or copy to your project email address. Your public enquiry and your project records are separate. At setup, we confirm the right address and authorised people.
What happens to emails and attachments I share?
YPA keeps the exact message, thread context and attachments in the protected project record, then uses only supported facts in answers, control sheets and reports. Every safely admitted project attachment is filed automatically in your Incoming Files area under its original filename with the received date and time. Exact duplicate files appear once; private, unsafe, unclear or out-of-scope items stay held and are not silently discarded.
Will YPA send messages on my behalf?
YPA sends answers and agreed reports to their configured recipients. Other correspondence comes to you as a draft to review, edit and send. Say “only me” for a private draft or “hold” to pause it; a standing copy arrangement does not override that instruction.
What if the records are missing or disagree?
YPA shows the source and identifies what it cannot establish. An instruction is different from an agreed price; a certificate is different from money received. Unverified entries and conflicting records need your review.
Can my team use it too?
Yes. The starting provision is three people in total, including you—not you plus three others. Collaborators can be from other companies. You do not need to fill all three places to start; we agree any additional connections with you. You can agree broad sharing with a trusted colleague and a narrower set of records for a builder or consultant. Each participant also has a private channel. We confirm the permitted records, report recipients and standing copies at setup, and help you change them when needed.
What happens to my records if I leave?
Your records remain yours. You can ask us to disconnect, export or delete them. Export and deletion requests are actioned within five working days. Personal information is handled under POPIA.
How is YPA priced?
YPA is available through application. We confirm the project scope, service and price before you start, and agree the price of any later additions before activation.
Does this replace my accountant or project team?
YPA supports your decisions with organised project information. Your accounting system, signed contract, consultants and professional judgement still govern the job. There is no new dashboard for you to maintain.
Apply to Connect
One project.
One project.
One question.
Start there.
Tell us the first question you would like answered or the task you would like help with. We’ll reply personally about your application and next steps.
YPA is available through application. We agree the project scope, timing and price before you start.
YPA ENTERPRISE
The same YPA. Personal support, across your organisation.
For organisations needing a broader, tailored project service. Contractor Core remains the starting offer for building contractors; Enterprise is a separately scoped organisational service.
Keep working in the tools and channels you already use. Each person gets relevant answers and draft support, with shared project information and private engagement defined for their appointment.
Your programmes, registers, emails and meeting records remain part of how you work.
SHAPED THROUGH LIVE PROJECT USE
The intelligence behind YPA is already being refined through live use on complex development projects.
Available through a scoped application and suitability review.