So many moving parts, information scattered, and not enough time to get on top of the admin
UnpricedThe variation nobody got around to pricing.
UnpaidThe certificate sitting 34 days overdue.
UnansweredThe RFI the architect keeps forgetting.
UnwrittenThe "we'll confirm next week" that never got confirmed.
You keep working the way you work. YPA does the reading, the filing and the following up.
When you share a record — an email, a certificate, meeting minutes, a photo — YPA reads it automatically, files it in the right register and updates your tracker. Then it works out what needs you: a variation to price, a certificate to chase, an approval that’s been waiting too long. Each one lands in your WhatsApp and email with the amount, the date, who owes the answer and a draft follow-up written for your review. Nothing is sent until you say so. If YPA can’t tell what a record is, it flags it for your review instead of guessing — and you never have to remember a follow-up.
Not another system. It lives in the job you're already running, using the information you already have.
It's not a general assistant that reads your messages. It's a Project Assistant — with an understanding of how building projects actually run in South Africa.
The engine behind it runs live complex builds today. Not a demo. Not a plan. A system in daily use on real construction projects — rebuilt for yours.
How it works
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How you connect
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Before the day starts
When something needs you, it's in your WhatsApp before the day starts. Three important things at a time. Moving at your pace.
YPA · Project X
online
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Morning. Three things need you on Project X today.
1. Money: Cert 8 — R340,000, 34 days overdue. The reminder is drafted.
2. Waiting: RFI-114 unanswered 12 days — the engineer. It's holding the slab.
3. Approval: VO-17 parapet — priced, not approved. The QS has had it 12 days.
Would you like more detail emailed to you? Email me the detailChase the cert05:45 ✓✓
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Message
YPA · Project X
online
⋯
You: What have we done that we haven't been paid for?07:02 ✓✓
You're owed R1.86m. Certified but unpaid: Cert 8 — R340,000, 34 days overdue, plus R300k in earlier certificates. R1.22m is work completed but not yet certified.
The overdue certificate is worth chasing today. Draft the chaser07:02
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Message
YPA · Project X
online
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You: How much do we have in unapproved variations?08:10 ✓✓
R428,000 across five variations. VO-17 (parapet) is priced but not approved — the QS has had it 12 days. The other four are under way without a final price, and two started on a WhatsApp instruction only — nothing on file to confirm written authority.
Can't confirm those two as instructed changes yet. Draft the VO query08:10
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Message
The money questions, answered from the record — and when it can't confirm, it says so. Tap-to-reply buttons.
Simple on the surface. Purpose-built underneath.
YPA is designed and built specifically for delivering building projects — by people that understand your challenges.
What a general assistant can't give you is how the job actually gets delivered: the notice windows, the certified-to-paid chain, who owes the next answer, what a thin record really means. That knowledge is built in — carried from real builds, not learned from the internet.
🏗️ Project delivery experience
Built from over 20 years of experience, running real builds: RFI's, site instructions, variations, certificates and payment cycles, building permissions and sign-offs, long-lead ordering, who owes the next answer and what's the next question that needs to be asked.
🇿🇦 How projects run in South Africa
Standard building contracts, the certified-to-paid chain, retention, building permissions and inspections, the CoC before occupation — the paperwork that decides who carries a delay.
🧠 Judgement, not just answers
It knows which questions matter on a Monday morning, what a thin record really means, and when the honest answer is "can't confirm" — instead of a confident guess.
What YPA does
The admin that protects the job
If you find yourself having to manage more aspects of the project than just the build, let YPA take care of the admin that an experienced project manager or administrator would typically handle. OR let YPA provide them with the support to increase their productivity.
💰 One money number
What's certified and unpaid, what's submitted but not certified, and what you owe — kept separate, never blended.
⚠️ The not-signed-off watch
It reads each certificate and instruction the moment you share it, works out what's certified but unpaid, unapproved or unanswered — variations, SI's, RFIs — and tells you who owes the next answer, with how long it's been waiting, before it becomes an argument.
💬 Answers from the record
Ask a job question in WhatsApp. You get the answer, the evidence behind it, and what the records don't show — clearly marked: confirmed, likely, or can't confirm.
✍️ Prepares the next move
When something needs a chase, YPA writes the draft — RFI, variation note, payment reminder — and delivers it to your WhatsApp or email for review. Nothing is sent without you. And it keeps the agreed record: the decision, the date, the person — so "we never agreed to that" isn't a memory contest.
What it works from
Keep working the way you work
Share the records that already exist. YPA never asks you to build a new system. If you need a Project Control document , YPA will provide it.
Forward the QS email — YPA reads it, dates it, and files it against the certificate in your payment record.
Send a voice note — YPA turns it into a dated, written record, filed in your project.
Send a photo, video or document on WhatsApp — YPA files it in your project, dated and easy to find for your review.
How it works
No new system for you or the team to learn
1
Share what already exists
Send the relevant project emails, chats, photos, meeting transcripts , voice notes and documents.
2
YPA builds the working record
Each document, voice note and photo is read automatically and filed into its registers — the payment tracker, the variation list, the RFI log — with dates, decisions, amounts and people. What YPA adds is tagged as system-generated, and anything that contradicts the record is flagged for you.
3
Ask in WhatsApp
What's owed, what's unapproved, what's waiting, what needs doing today.
4
Review the draft
YPA prepares the chase, RFI or variation note. You check it and send it.
When you connect your project, YPA reviews the records you've shared so far and sends you the catch-up: what you're owed, what's unapproved, what's been agreed — and what it couldn't establish from the records. You review it before anything is treated as agreed.
What it's not
It's not another dashboard
Not accounting software.
Not a project-management platform for the team to learn and maintain.
Not a replacement for your judgement or the consultants' decisions.
Not allowed to send an external message without your approval.
Not a general chatbot. It answers from the project records you share, not an internet search.
Private by design
Your records stay yours
One job, one private workspace
Each contractor's records live in their own isolated workspace.
Nothing sends without your go
YPA prepares. You decide. Every external facing message is a draft for your review.
No passwords, no account access
YPA only ever sees what you forward or share. Read-only. It generates Project Control Sheets in your workspace, from your project information, so you don’t have to.
Yours to delete
Leave when you like — one message. Ask us to delete or export your records and we action it within 5 working days. Your information is protected under POPIA.
One line of clarity: the YPA contact number and email address are shared across customers. What is private to you is your own workspace and your routed conversation — no other company can see your records.
Get on the list
YPA is onboarding its first live builds in small, limited cohorts. Selected pilot places are free for a defined period — if we ever charge, the plan and its price will be shown to you before anything is billed.
👀 See the format
Three short films — why YPA, how it works, how you connect. No sign-up needed.
A person replies — where you sit on the list, and what to expect.
When a cohort place opens we invite you, and help you connect your build.
When a pilot place opens for your build: you get your own private email address, share the records you already keep, and your first catch-up arrives within 24 hours — checked by a person before it reaches you.
