Master inward/outward mail tracking, approval workflows, and document management with the ETS module.

Correspondence decides claims. Whether an extension of time is granted, whether a variation is paid, whether a delay is your fault or the client's — these questions are settled by letters, their dates, and whether anyone replied in time. Most contractors keep that correspondence in a mix of email, physical files, and a WhatsApp group, which means it is effectively unsearchable when it matters.

Inward mail with a response clock

The Document & Mail module logs every received letter with the party, reference, project, and the date a response is required. That last field is the one that pays for itself. A letter that needed a reply within fourteen days and did not get one is a weakness in your position, and it is usually discovered long after the deadline passed. Logging the required response date turns correspondence from an archive into a live obligation list.

Outward mail with version history

Outgoing letters are drafted, approved, and sent with version history retained. On a contentious project, the difference between the draft the engineer wrote and the letter that actually went out can matter a great deal. Keeping both, with the approval attached, means there is no dispute about what was sent or who authorised it.

A document register that covers more than letters

Drawings, contracts, and approvals sit in a master register alongside the mail. This matters because the documents referenced in a letter are usually the documents in dispute — a revision of a drawing, an approval that was or was not granted. Keeping them in one register removes the step where someone hunts for the attachment referenced in a letter from eight months ago.

Chain of custody

Every entry carries its own history: who logged it, when, and what changed. Chain of custody is what makes a document register usable as evidence rather than merely as a filing system.

The archive is the asset

Years of correspondence, searchable and instantly retrievable, is worth more than it appears while a project is running smoothly. Its value is realised at exactly one moment — when a claim, an audit, or an arbitration requires you to reconstruct what happened and when. At that point, the contractor with a searchable archive and the contractor with a cupboard of files are in very different positions.