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A second mind
for the whole business.

The quiet knowledge layer that captures your institutional IP — and makes it instantly accessible to everyone who needs it. Across the storage and project tools your team already uses.

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From $179 a month.·Sovereign hosting·Sydney region·Private beta — request access.

01
Knowledge that stays.
When a senior PM leaves, you lose twelve years of consultant relationships, lessons learned and supplier history. Projectbrain turns that per-person knowledge into a company asset.
02
Cited or it didn't happen.
Every claim has a receipt. Hover any answer and you see the exact email, RFI or document it came from — with who said it, when, and where it lives.
03
A lens, not a vault.
No central Projectbrain database of your project work. We hold an index that points back to where your data already lives. Stored and processed in Australia.
How it works

Capture.
Structure.
Cite.

Projectbrain is a lens, not a vault. We index the systems your project information already lives in, pull out the people, decisions and dates — and let your team interrogate the job the way they wish they could.

Source content stays the source of truth. We hold short references and notes that point back to the original — never the full files.

Step 01

Connect what's already there.

OAuth in to your information sources — Outlook, Gmail, Procore, Xero — and your storage — Google Drive, OneDrive, SharePoint, Dropbox. Per-project folder scoping. Org-wide or per-user, your call. From the moment you connect a source, we backfill 90 days and watch what arrives.

Outlook412 messagesindexed
ProcoreRFIs · variations · daily logsindexed
Drive/Harbour/Drawingsindexed
XeroVariations vs invoicessyncing
Step 02

Pull out the people, decisions and dates.

Who said what, when, about which item. Plain-English summaries stitched into one searchable knowledge layer. A graph of people, drawings, RFIs and variations sits on top. Inherits your existing access rules.

RFI-088M. PatelA-204 rev DVAR-007BlueLineL9 wall
Step 03

Ask in plain English.

Type or speak. Get an answer with citations to the original email, document or RFI — never paraphrased away from its source. Reply, forward or open in the original tool in one click.

What caused the L7 pour delay?
28 mm rain from 04:30 on 28 Feb. Pour rescheduled to 4 Mar, 142 m³ placed against 140 m³ specified. LOG-0228
Connected sources

Where your
project information
already lives.

We connect to two kinds of system — the storage where your files sit, and the information sources where decisions actually get made. Connect what you have; Projectbrain works with one or all of them.

Tokens encrypted at rest, per-source scope, inherits your existing access rules. Disconnect any time; the index for that source is purged within an hour.

StorageWhere your files sit. PDFs, drawings, photos, marked-up sketches.
Google Drive
Project folders, shared drives. PDFs, docs, sheets and images extracted to text.
Storage · per-project
OneDrive
Personal and team OneDrive. Project folders only — scoped at connect.
Storage · per-project
SharePoint
Site libraries, document sets and project sites. The corporate default — with every revision attached.
Storage · per-site
Dropbox
Issued-for-construction PDFs, photos, marked-up sketches. The latest revision found in seconds.
Storage · per-project
Information sourcesWhere decisions actually get made. Email threads, RFIs, variations, invoices.
Outlook
Owner sign-offs, subby promises, programme revisions — every decision actually made on the job. Per-user scope.
Email · 90-day backfill
Gmail
Inbox and sent. Plain and HTML body extraction. History-based incremental sync.
Email · 90-day backfill
Procore
RFIs, variations, daily logs and the drawings register. Structured, but a PM can only see what they remember to open.
Construction · org-wide
Xero
Invoices, contacts and quotes against the project ledger. Reconcile approved variations to billed invoices.
Finance · org-wide
On the connector roadmap:SharePoint Lists · Teams · ServiceNow · Aconex · HammerTech
The project lives in seventeen places. Projectbrain makes it one question away — with the email, RFI or drawing it came from, every time.
A second mind for the whole business — not another inbox to check.
Trust posture

A lens,
not a vault.

We don't move your data. We don't store your files. We read what's already in your tools, build an index that points back to the source, and let your team query it on demand.

01

Pointers, not files.

We keep the index that lets us find things — short references and notes, not copies of your documents. The original email, drawing or invoice stays in the tool it came from. Delete a project and the index goes with it.

02

Sovereign by default.

Hosting, storage and AI processing all happen in Australia, inside a Sydney-region cloud. The AI never trains on your data and auto-discards it the moment the request finishes. No cross-border transfer in the answer pipeline.

03

Inherits your permissions.

If you can't see the RFP in Procore today, neither can the chat. Confidentiality and access stay exactly where your team already set them. Every query filters by org_id at the data layer.

04

Token encryption.

OAuth refresh tokens encrypted at rest under a key you can rotate. Signed handshakes on every OAuth connection. Disconnect a source and its index is purged within the hour.

What happens when you ask a question
01
Your tools stay the source of truth.
Outlook, Gmail, Procore and Xero (information) plus Drive, OneDrive, SharePoint and Dropbox (storage) keep your emails, RFIs, invoices and documents exactly where they are. We read them — we don't copy them.
02
We build a map of who said what.
Short notes and references — never the full files — so we can find things later. Stored in Australia.
03
You ask a question.
"Where are we on variation 7?"
04
You get a cited answer.
We pull the relevant emails and RFIs from your tools at that moment, hand you the answer in plain English, and link every claim back to the original.
Nothing in this pipeline leaves Australia. Source content is fetched only when you ask — never stored on our side.
What it unlocks

Both sides of
the table.
One brain.

The same fragmentation problem exists on both sides of every project. Builders trying to remember what they committed to. Clients trying to hold them to it. Same emails, RFIs and documents — different vantage points. Projectbrain works for both.

Builder-side PM · Delivery

Running today's job.

What's outstanding from BlueLine — with evidence? Every commitment pulled from email threads, alongside what's been delivered against it.

"What's the latest spec on the L14 cladding?"
"Who signed off the L7 pour reschedule?"
Client-side PM · Owner rep

Holding the builder to it.

Every commitment from the builder, every conditional response from the engineer, every variation request — cited and dated. The substantiation behind a claim, ready before the meeting.

"What did the builder commit to on facade by 25 March?"
"Show me every variation request and its status."
Finance · Audit · either side

Reconcile and defend.

Match every approved variation to a Xero invoice. Build the cited trail an ISO surveillance audit — or a defects-liability dispute — actually needs, from whichever side of the contract you're on.

"Match every variation to a Xero invoice."
"Show every decision on cladding spec."
Director · Developer · Asset manager

A portfolio, one screen.

Builder-side: four projects, programme slippage, variation exposure. Client-side: every asset in delivery, every commitment outstanding across the portfolio. A new starter has the full context in ten minutes, not three weeks.

"Health of all four projects, one screen."
"Brief me on Harbour Tower."
Where we fit

Compared to what
you already use.

Projectbrain doesn't replace your existing tools. It connects them. A vertical AI memory layer that reads what you already have, indexes what matters, and lets your team query across all of it.

Procore · Helix / Assist
What it doesAI search inside Procore. RFIs, submittals, drawings.
Where it stopsCan't see your inbox, Dropbox, Xero or SharePoint.
With ProjectbrainWe read Procore plus your other systems. Most customers run both.
ChatGPT / Claude
What it doesBrilliant personal AI assistant for one user.
Where it stopsSingle user. No shared team memory, multi-user permissions or construction extraction.
With ProjectbrainSame underlying AI, packaged for construction with the layer you'd otherwise have to build.
Glean · 365 Copilot
What it doesHorizontal enterprise search across generic tools.
Where it stopsDoesn't know what AS 1668.2 is or why a certifier's conditional response matters.
With ProjectbrainVertical AI for Australian construction. Per-seat, not per-enterprise contract.
Notion · Confluence · wiki
What it doesA place to manually write down what you know.
Where it stopsSomeone has to write it. Nobody does. The knowledge sits in inboxes anyway.
With ProjectbrainWe extract knowledge automatically from where it actually lives. No documentation discipline required.

Projectbrain is a vertical AI memory layer, not another tool to manage. It reads what you already have, indexes what matters, and lets your team query across all of it.

What it costs

Built for teams.
Priced for outcomes.

Per seat, because the value compounds as your whole team uses it. Most fitout firms run Team. Multi-project builders run Company. Tier-1 contractors run Enterprise.

Solo

Solo PMs, client-side reps, small consultancies.

$179

AUD / month · billed annually
Monthly billing available.

  • 1 user · up to 5 projects
  • All connectors
  • 500 questions / month
  • 6 months of project history
  • Email support · Sydney hosting
Setup · $1,500 one-off
Request access
Most popular
Team

Fitout firms, PM consultancies, builder delivery teams.

$449

AUD per user / month · annual
3 user minimum.

  • 3–15 users · up to 15 projects
  • All connectors
  • 1,500 questions / user / month
  • 12 months of project history
  • SSO and audit log
  • Priority email + Slack channel
Setup · $3,500 one-off
Request access
Company

Mid-size builders, head contractors, multi-project developers.

$4,500

AUD / month base · annual
15 users incl. · $250/user beyond.

  • Unlimited projects
  • All connectors + custom requests
  • 2,500 questions / user / month
  • 24 months of project history
  • AU data residency confirmed
  • Quarterly business reviews
Setup · $7,500 one-off
Request access
Enterprise

Tier-1 builders, government, ASX-listed developers.

From$12k

AUD / month · custom contract

  • Unlimited users
  • Full mail history
  • AS / NCC compliance support
  • Dedicated infrastructure option
  • Australian sovereign hosting
  • Custom connectors with SLA
  • Account manager · custom DPA
Setup · from $15k (scope dependent)
Book a call
All plans
include
Sydney hosting and processing
AU data residency
Sovereign AI (Anthropic via AWS Bedrock)
Reference architecture — we index, never copy
White-glove onboarding (covered by setup)
Unlimited indexed content
Pointer-based queries
One-click data export and deletion
15% annual prepay discount built in
How questions work

One question.
Usually one unit.

Every question counts as one or more “question units.” The vast majority — quick lookups, status checks, recall — count as one unit each. Complex synthesis across many emails and documents may count as 2–4.

A typical PM uses 100–200 units a month. The included limits (500 · 1,500 · 2,500 per user) give a healthy 5–10× headroom for normal work. You see the unit cost on every answer — no surprises.
QuestionExampleUnits
Quick lookup“When did Tony last email about FRL?”1
Medium“Summarise this month's compliance issues.”2
Heavy“Reconcile every variation against Xero invoices.”4

If you go over your monthly allowance, additional units are charged at $0.05 each (Company tier: $0.04, Enterprise: $0.03). Admins can disable overage charges entirely from billing settings — users see a polite “limit reached” message instead.

Common questions

In plain English.

The answers most teams ask before they sign up. Anything not here, email hello@projectbrain.com.au.

Pricing & plans
Per seat, per month, billed annually. Most fitout firms run a Team plan at $449/user/month with a 3-user minimum ($1,347/month for the smallest team). Larger builders and developers run Company at $4,500/month for up to 15 users. A one-off setup fee covers 30 days of hands-on onboarding — your team is using it on live projects before the first invoice clears.
A question is a single message you send to Projectbrain. Most count as one unit. Complex questions that read across many emails, RFIs and documents count as 2–4 depending on synthesis. You see the unit cost on each answer. A typical PM uses 100–200 units a month — the plan allowances (500, 1,500 or 2,500 per user) give significant headroom for normal work.
At 80% you get a friendly email; at 100% another. Additional units are then charged at $0.05 each, billed on your next invoice. Most teams never hit it. If you'd rather cap usage, your admin can switch off overage charges — users see a polite "monthly limit reached" message and resume at the next billing cycle.
Two-week paid pilot. $1,500 setup fee waived if you convert to a paid plan. We onboard your team properly, ingest 90 days of one live project, you use it on real work for ten working days, and we have an honest conversation about whether it's earning its keep.
Yes, with a small premium. Annual prepay carries a 15% discount built into the prices shown. Monthly costs roughly 18% more on the same plan.
Product
In your existing tools. Projectbrain holds an index — extracted text chunks and vectors — that points back to the original. We never replicate the files themselves. Disconnect a source and its index is purged within an hour.
No. Every project has explicit member access, set by your admin. Projectbrain inherits the permissions from your source tools — if you can't see an RFP in Procore today, the chat can't either. Every query filters by org_id at the data layer.
Connect Outlook, Gmail, Procore and Dropbox in 5–10 minutes. The first backfill takes 30 minutes to a few hours depending on data volume. Most teams are asking real questions within the same morning they signed up. White-glove onboarding (included in setup fee) gets your team trained over 2–3 short sessions in the first month.
Trust & sovereignty
No. Hosting is in AWS Sydney (ap-southeast-2). AI processing runs on AWS Bedrock in Sydney with AU-geographic routing — Anthropic's Claude models process your data inside Australia and discard it the moment each query finishes. Database (RDS Postgres) and storage (S3) both in Sydney.
No. Contractual no-training default with Anthropic via AWS Bedrock. Your data is used to generate the answer to your question, then discarded. It never enters any model's training set.
By default, our support team can view conversation content only with an explicit support ticket reason, logged in our audit system. Every access is recorded against the support engineer's name with the reason. On the Company plan you can enable Privacy Mode, which blocks all Projectbrain staff access to content. Enterprise plans include this by default.
Comparison
No. Procore stays Procore. Aconex stays Aconex. We read what's already in them, alongside what's in your inbox, Dropbox and Xero. Procore's Helix searches inside Procore; we see Procore plus the inbox where half the decisions get made before they ever land in Procore. Most customers run both.
Claude is a brilliant individual assistant. Projectbrain is what happens when six PMs at the same firm need to share the same memory of a project — with construction-specific extraction, multi-user permissions, sovereign hosting, the connectors that matter on a job site, and the knowledge graph that lets one question pull from twelve different places at once. You could build this on Claude yourself. We've done it for you.
Glean is horizontal — generic enterprise search across Slack, Drive and Office. Projectbrain is vertical AI for Australian construction. The extraction prompts, the ontology, the connectors, the compliance terminology — built for your industry. And we're priced per seat, not per enterprise contract.
A graduate costs $5–6k a month fully loaded and can't be in seven inboxes at once. They also leave. Projectbrain runs continuously, sees everything the moment it lands, and the knowledge stays in the firm.
Technical & integration
Storage: Google Drive, OneDrive, SharePoint, Dropbox. Information sources: Outlook, Gmail, Procore, Xero. More coming based on customer demand — most recent additions: Slack, Microsoft Teams. Don't see your system? On Company and Enterprise plans we build custom connectors. CSV/JSON self-import on any plan.
Enterprise plans only. We can route AI processing through your chosen provider (Azure OpenAI, on-premise model, etc) provided it meets our quality bar. Adds 4–6 weeks to onboarding and a custom retainer.
Coming Q3 2026. Read-only access to your project's knowledge graph, vector search and conversation history. Use cases include custom dashboards, internal AI tools and integration with your existing BI stack.
Your data stays in your existing systems the entire time. We're not the source of truth — we're a lens over it. If we disappear tomorrow, you lose the search and synthesis layer. Your Outlook, Procore, Dropbox and Xero keep working exactly as they did before. That's the whole point of the reference architecture.
Account & contract
Stripe handles all billing. Invoices monthly (monthly plans) or annually (annual plans). Net 7 payment terms standard, Net 30 available on Company plans and above.
Anytime. Monthly plans cancel at end of the current billing period. Annual plans cancel at end of the current annual term — we don't pro-rate refunds, but we don't lock you in either. Most customers stay because the institutional knowledge compounds.
You do. Always. We never claim ownership of your project content. The index we build over your data is your data. Export it any time, including the knowledge graph as JSON. Deletion within 30 days of cancellation, with audit certificate on request.

Give your project
a second mind.

Private beta is open to a small number of Australian construction and development teams. Builder-side or client-side, we'd love to talk.

Request accessBook a 20-min call