Construction software
Why use Woub alongside your existing ERP software?
Your quotations, project data and administration are in ERP. Yet the site manager calls about a changed delivery, the construction project coordinator misses an agreement and a subcontractor searches an old WhatsApp group for the latest message. The data is organised, but daily coordination still passes through different people and channels.
By: Floris Meulensteen
Direct answer
Woub complements existing ERP software with project communication for office and site teams and external participants. Use Woub for project chats, calling, meetings and task follow-up. ERP remains the primary system for the business processes and financial processing you have set up there. The combination is particularly relevant if agreements now become scattered across phone calls, WhatsApp and email. You can start without a connection; a suitable integration can reduce certain duplicate entries.
Which processes belong in ERP?
Use ERP for the business processes you have configured it for. Depending on your package and modules, these may include quotations, order records, purchasing, processing hours, budget monitoring and invoicing.
That administration provides an important foundation: what was agreed, what was ordered, which costs belong to the project and what still needs invoicing? A conversation about a change ultimately needs to connect with those records.
Woub remains complementary to ERP, BIM, estimating, DMS and specialist planning. You do not need to replace those systems to organise communication around the work differently.
Why does good administration not automatically mean good information handover?
A project can be administratively organised while an important agreement is known only to one employee. The site manager hears by phone that a subcontractor is coming on Thursday instead of Tuesday. The construction project coordinator needs to coordinate delivery accordingly. A colleague who did not hear the conversation needs to find what was agreed and who is arranging things.
ERP can have communication features. First assess whether your team and the external parties involved actually use them for this kind of daily coordination. Additional software becomes relevant when information handover keeps getting stuck in practice.
Which communication belongs in Woub?
Woub brings daily, often unexpected coordination into the right construction project: a tradesperson's question, a phone conversation about site work or actions from a site meeting.
Project chat: the agreement stays with the work
In a project chat, you might discuss changed site access, share a photo of the situation and inform the colleagues involved. Woub also supports communication with external project participants. You can turn a chat message requiring action into a task with an owner and deadline. That connects information with follow-up. Explore Woub project chat.
Calling: finding and following up agreements
A project manager calls the site manager through Woub about a change. Wouby AI summarises supported conversations and automatically creates tasks from identified agreements. Follow-up therefore stays with the project, even when the project manager has already moved on to the next job. Read more about calling with Woub.
Meetings: from discussion to specific actions
During a site meeting, the project manager, site manager and subcontractors discuss progress and outstanding items. With Woub, you can record supported meetings. Wouby AI helps capture the content with transcripts, summaries and automatically created tasks from identified agreements. Afterwards, check that decisions, assignees and deadlines are recorded correctly. The team can then act on the meeting's outcome. Explore recording meetings with Woub.
Beentjes: existing software, yet a missed colour change
Beentjes Hekwerk & Toegangstechniek already used ENK Software as ERP and Exact Online for invoices. In the public customer story, owner Barry Beentjes describes how a colour change agreed by phone was not shared centrally. As a result, an access gate was delivered in the wrong colour.
The company began using Woub with internal and external project chats, despite initial scepticism about yet another application. The experience shows which problem can remain alongside ERP: an agreement needs to be handed from client contact to the site team. Read the Beentjes case.
Gacon: retain Exact Bouw, organise communication by project
At Gacon too, administration was already digitised. The public case mentions Exact Bouw and describes project information scattered across WhatsApp. Owner Michel Gasseling explains that the company started using Woub for communication around work, alongside Exact for administration.
Michel summarises the division of roles:
“We use Exact for our administrative processes and now Woub for all team and project communication.”
How does a project move from order to site work and invoice?
For each project phase, make clear which records are primary and where people find daily coordination. The table below is an example workflow; the precise division depends on your existing systems and setup.
Project phase | Existing ERP process | Woub alongside it |
|---|---|---|
Order | Record the order, conditions and project data | Discuss relevant site queries within the same project |
Construction project preparation | Process purchasing and administrative preparation | Coordinate who needs what and follow up open questions |
Site work | Process costs, hours and progress where configured | Keep questions, conversations and agreements within the project |
Change | Process approved financial implications | Discuss the request, inform participants and organise actions |
Invoicing | Prepare the invoice and handle financial processing | Be able to retrieve communication about the work |
Practical example: an extra socket
Suppose a client requests an extra socket during refurbishment. This fictional example makes the handover specific:
Record the request. The site manager describes the desired location and adds a photo to the project if needed.
Assess the implications. The construction project coordinator coordinates feasibility and the work required. The project manager discusses implications for the instruction, costs and programme.
Record approval. Record who approves the change and exactly what was agreed about work, price and programme. Clear confirmation in a project chat or recorded conversation can help demonstrate that approval.
Organise the work. Record who carries out the action and when.
Update administration. The designated employee processes the approved additional works in ERP and checks before invoicing that records and completed work align.
Keep three states distinct in this workflow: discussed, approved and processed. This is a process arrangement, rather than a claim about standard Woub statuses. A task may be completed while financial processing remains outstanding. Use the same project and change reference and appoint someone to complete the handover.
Read more about recording and communicating additional and omitted works.
Can Woub messages and conversation recordings serve as evidence?
Yes. Like WhatsApp messages, chat messages in Woub can be submitted as evidence in Dutch civil proceedings. Conversation recordings and transcripts can also serve as evidence, as illustrated in this judgment concerning conversation recordings. The court assesses their value and reliability; a message or recording can therefore help demonstrate an agreement or approval given. See the application of the principle of free assessment of evidence to WhatsApp messages.
Where possible, retain the original message or recording with the relevant context. An AI summary is a derived representation and can contain errors. The fact that AI makes the recording does not automatically make every recording or processing activity permissible either: an appropriate lawful basis under the AVG and clear information for those involved are also required. Read the Autoriteit Persoonsgegevens explanation of lawful bases and the right to information.
Which connections actually exist?
Using Woub alongside ERP and having two systems exchange data automatically are different choices. Below, read where additional project communication may be relevant for each package and what is substantiated about a connection. The work situations mentioned are examples, rather than customer cases or evidence of an ERP shortcoming. First assess the features and collaboration your existing setup already supports.
No specific Woub connection has been verified in this article for BouwInfosys, Bouwmakers, 4PS, ECI Admicom, Syntess, Bouwsoft, Microsoft Dynamics 365 or Centric. That does not mean a connection is impossible. Have the specific options confirmed before expecting automatic transfer. The Woub Marketplace describes which integrations Woub publicly offers, including solutions available on request.
Woub alongside Exact Bouw: from quotation to site agreement
Exact Bouw supports quotations, project management, planning and financial processing, among other things. It also offers mobile project information and collaboration. Woub can complement it if daily coordination with colleagues and external participants nevertheless uses separate channels. Consider a change discussed by phone during site work: keep the conversation and follow-up action within the project and have the responsible person process the financial implications in Exact.
De Exact Bouw integration through Connect Platform describes transferring projects and accepted quotations to Woub, creating tasks from quotation line items and updating changes. Setup and support are provided through Connect Platform. Have the applicable integration route confirmed; this does not promise that every agreement from a conversation is automatically processed in Exact.
Woub alongside AFAS: project conversations alongside configured workflows
AFAS for construction combines project monitoring, order processing and financial administration, among other things. AFAS also offers workflows, mobile project information and collaboration portals. An extra communication workspace is therefore only useful if a specific information gap remains in your daily use.
For example, a subcontractor reports by phone that a delivery will be late. Through Woub, you can keep the site manager and construction project coordinator involved in that coordination. A change to a purchase order or formal approval then remains part of the designated AFAS workflow.
AFAS is listed in the Woub Marketplace as an integration available on request. Which data can be connected in your situation needs confirming beforehand.
Woub alongside Robaws: connecting project conversations and job sheets
In Robaws brings quotations, orders, job sheets, planning and invoices together within a project, among other things. Robaws also has its own comments, files and tasks. First investigate whether your team makes sufficient use of those capabilities.
Woub can be relevant when, for example, extra work agreed verbally needs follow-up but the agreement becomes scattered between different project participants. Keep the discussion within the project and have the responsible person process the approved work in the right Robaws record.
De Robaws connection with Woub describes project creation, job sheet checklists and automatic tasks from quotation line items, among other things. During setup, check which data and changes your connection actually processes.
Woub alongside BouwInfosys: keeping coordination with project records
BouwInfosys supplies different product lines. BouwOffice supports project administration, planning, cost monitoring and financial administration, for example, with mobile records for field teams. BouwOffice's capabilities should not automatically be assumed for every other BouwInfosys solution.
Do you use such a setup while discussions about a delivery or site detail arise outside it? You can then use Woub to let the colleagues and project partners involved coordinate. A new site agreement subsequently needs to reach the designated employee handling project records too. Discuss possible automation for your specific BouwInfosys product and version; no specific Woub integration has been confirmed in this article.
Woub alongside Bouwmakers: connecting additional works discussions with the budget
Bouwmakers supports project administration, budgets, cost monitoring and forecasts, among other things. It lets you monitor the administrative implications of a project change.
Woub can also help with the conversations preceding such a change. Consider a site manager coordinating with a subcontractor about what an extra opening means for the work. Clearly record the request, agreed follow-up and eventual approval. The responsible person then assesses what needs changing in the Bouwmakers project records. Whether this can be done manually or through a connection needs separate confirmation; mentioning Bouwmakers in the software landscape does not prove automatic data exchange.
Woub alongside 4PS Construct: daily coordination between project parties
4PS Construct is an ERP solution for construction, infrastructure and installation, based on Microsoft Dynamics 365 Business Central. The supplier describes support for business processes and information exchange. Assess the collaboration actually configured before choosing an additional workspace.
Woub can suit situations where spontaneous coordination with a hired external party, for example, still takes place through separate phone calls and WhatsApp groups. Discuss a changed sequence of work within the project and specify who processes the consequences in the primary project records. The fact that 4PS is based on Microsoft technology does not prove a Woub connection. Have any integration confirmed separately for your 4PS setup.
Woub alongside ENK Software: communication around work and installation
ENK Software supports construction and installation companies with estimating, planning, project management and invoicing, among other things. Depending on the package, apps for digital job sheets and hours are available too.
Woub can complement coordination around work, for example if a client changes a site detail by phone and the installer and construction project coordinator also need to know. The Beentjes case shows how such a handover problem could arise alongside ENK and Exact Online; it is not a general assessment of ENK.
De Woub's ENK integration guide describes activation by an ENK consultant and transfer of selected project and business contact data. According to that documentation, hours and calendar data are not transferred. Confirm the current scope with ENK.
Woub alongside ECI Admicom: site queries alongside costs and invoicing
ECI Admicom brings estimating, projects, hours and invoicing together, among other things. The package serves various construction and installation companies and also supports the connection between office and site.
Use Woub alongside it when a discussion with an external project partner remains outside that configured route. For example, during façade work, a detail needs to be carried out differently. Those involved discuss the solution within the project; the designated employee then processes the approved additional works in Admicom. A completed communication task is not an automatically updated time or invoice record. Automatic transfer between Woub and Admicom requires further confirmation.
Woub alongside ECI Proteus: coordination between production and installation
ECI Proteus focuses on sectors including timber processing, joinery and interior fit-out. It supports project administration and connections between design, project preparation and site work, including estimating from measurement schedules.
Woub can complement coordination when, for example, a changed site dimension needs discussing with project coordination and installation teams. The responsible person processes the confirmed technical or financial change within the designated Proteus processes.
De Proteus integration in the Woub Marketplace is available on request and describes creating projects from orders, changes and checklists from main sections and subsections. This requires the Proteus API module; the page states that the connection does not work through the web version.
Woub alongside Syntess Atrium: agreements between office and installers
Syntess Atrium supports installation companies and technical service providers with estimating, project management, project preparation, service and financial administration, among other things. Which features your company uses depends on the edition, modules and setup.
If site agreements still use separate WhatsApp groups, email and phone calls alongside it, Woub can provide an additional place for project conversations and task follow-up. Consider an installer discussing changed work on site. Keep coordination within the project and have the responsible person process implications for the instruction or administration in Syntess. You can start without a technical connection. A specific Woub–Syntess integration has not been verified in this article.
Woub alongside Bouwsoft: discuss time-and-materials work, then record it
Bouwsoft offers construction professionals quotations, projects and planning, final cost analysis, time-and-materials work and invoicing, among other things. Mobile recording options are available too. Which processes you already cover with it determines whether additional software is useful.
For example, during refurbishment the site manager discusses extra remedial work with the client. Woub can support coordination and follow-up with the project partners involved. The designated employee records the approved hours, materials and financial implications in Bouwsoft according to your workflow. That keeps a discussed request distinct from processed time-and-materials work. Bouwsoft's general integration capabilities do not prove a Woub connection is available; have that confirmed separately.
Woub alongside Microsoft Dynamics 365: first identify the application and setup
Microsoft Dynamics 365 is a product family. A specific ERP assessment requires knowing which application and any industry extension you use. Dynamics 365 Business Central supports project administration, budget monitoring, resource planning and project hours, for example. That description does not automatically apply to every Dynamics application.
Woub can provide additional project communication when, for example, agreements between your project manager and external installer still fall outside the configured project workspace. Discuss the work within the project and appoint someone to process confirmed implications in the right Dynamics records. Investigate data exchange for that specific application and setup; a Microsoft 365 connection does not prove a Dynamics 365 integration.
Woub alongside Centric ALERT: site agreements alongside project monitoring
Centric is the supplier; ALERT is a specific ERP solution for construction. Centric describes estimating, project preparation, project monitoring and workforce and plant planning, among other things. Treating Centric solely as accounting software is therefore too narrow.
Woub can be relevant if daily coordination with project partners still uses different channels. Consider a site manager hearing that a team will be available later. Keep those involved in the discussion and agree who processes the implications in the primary project or workforce programme. Woub does not take over that specialist planning. Options for a technical connection with ALERT need confirming for your setup.
What about Exact Online?
For Exact Online, a separate Woub integration guide is available. It describes importing customer accounts and creating projects from accepted quotations, among other things. Do not automatically equate the described Exact Online route with the Exact Bouw integration through Connect Platform. Check which product variant and route your company uses.
Other systems and tailored API development
De Woub's open API offers a route to investigate and develop a connection with your IT partner. What is possible depends on both systems. Specify beforehand which data is transferred, which system remains primary, who handles errors and what setup and maintenance cost.
Customer cases show how companies use Woub alongside ERP. The relevant product and integration documentation determines the technical operation of a connection.
When can you start without a connection?
You do not need to wait for an integration to use Woub with your team. The workflow on the pricing page is: Start small. Enjoy the peace of mind. Expand only then.
Start with communication. Download the app, invite your immediate colleagues and add one or a few current projects. Use Woub to chat, call or record a meeting within the project.
Assess daily use. Can colleagues find and follow up agreements? Discuss what works well in the office and on site and where explanation is needed.
Expand selectively. Then involve relevant external project partners and only add add-ons or connections that solve a specific problem. An integration becomes worth considering when you frequently retype the same project data, for example.
Let existing ERP processes continue. Use the same project reference and agree who processes approved changes in administration. See the pricing page for a suitable subscription and extension.
Does Woub then become yet another extra system?
No. Woub replaces WhatsApp for project communication and a separate task app if you use one. It also reduces email about daily project questions, because conversations, agreements and actions come together within the right project.
Your team therefore switches less between separate channels. Colleagues and project partners involved find communication and follow-up in one place. Your existing ERP remains the foundation for the business processes and administration configured there.
How do you determine whether the combination works?
Use a simple overview during the trial:
Finding information: can a colleague find the current agreement without calling the original participant?
Follow-up: is it clear who carries out the action and when?
Handover: has an approved change also been processed in ERP?
Duplicate data entry: which data is retyped and how much work does that take?
Use: do the people on site and the external party involved actually participate?
If duplicate data entry becomes the main bottleneck, investigate a suitable connection. If the team keeps using other channels, first improve working arrangements. And if your current ERP or collaboration workspace already works well for everyone involved, additional communication software for that process may be unnecessary.
Want to assess what Woub adds alongside your ERP? Try free for 14 days and test with your own project whether agreements are easier to find and follow up.
Frequently asked questions
Can Woub be used alongside AFAS, 4PS or another ERP?
Yes, as a separate workspace for project communication. AFAS is listed in the Marketplace as an integration available on request. For 4PS or another package, have the available integration options confirmed separately. View the current integrations.
Can subcontractors participate without access to our ERP?
Woub supports inviting external project participants to communicate in Woub. Participation in that communication is separate from access to your ERP. Set up participants and the information you share deliberately. Read about collaboration through project chat.
Are agreements from a conversation processed automatically in ERP?
Do not assume so. Within supported conversations, Wouby AI can automatically create tasks from identified agreements in Woub. Whether an agreement has been approved depends on what the people involved actually agreed. Creating the task does not automatically process that agreement financially in ERP. Any data transfer depends on the capabilities of the connection actually configured.
Do I need to maintain all project information in two systems?
Choose one primary system for each type of information. Keep financial records in the ERP process set up for that purpose and use Woub for daily project communication and follow-up. Determine which project data both systems need and arrange a controlled manual handover or suitable connection only for that data.
This site is protected by reCAPTCHA. Google’s Privacy Policy and Terms of Service apply.
