What Got Shipped Today - 29/10/26 - Meetings booked from Outlook, proposals on your own letterhead, payment conditions that hold the money, and a Builder's Margin line that calculates itself

29 October 2026 Features Book site meetings from Deep Space, and keep Meeting Minutes and Outlook in step "As a Project Manager, I want to book the weekly site meeting once, send the invite from my own Outlook, and have the minutes record already waiting for me, without keeping two calendars in sync by hand." Before: Meeting Minutes lived only in the platform. You booked the meeting in Outlook, then created a separate minutes record in Deep Space and typed the date, time, location and attendees in again. If the meeting moved, someone had to remember to update both. Recurring site meetings meant a fresh record every week, built from scratch, and the register gave no clue whether anyone had accepted the invite. After: New Meeting in Meeting Minutes now gives you three ways in: Schedule and send invite. Fill in the title, meeting type, location, date, start and end time, pick attendees from your Directory (or add a one-off email), and tick Teams meeting if you want a link. Deep Space creates the minutes record and sends the Outlook invite from the organiser's own calendar, so it lands like any other meeting you send. Import from Outlook. Pick a meeting already in your calendar, including a series someone else organised, and Deep Space creates the minutes record linked to it. Minutes only. The way it works today, for a meeting that happened without an invite. Once a meeting is linked, the record and the calendar stay in step both ways. Change the date, time, title or location on the record and Outlook updates. Move the meeting in Outlook and the record's date and time follow within seconds. Completed minutes are never touched by a calendar change. The register has a new Calendar column showing where each meeting came from (Scheduled from Deep Space, or Imported) and how many people have accepted. Each record carries a Calendar card with When, Where, Organiser and live Replies (accepted, tentative, declined, no reply), plus Send update, Cancel meeting, Unlink and Open in Outlook. Repeating meetings (daily or weekly) need an end date, which is pre-filled six months out. Each occurrence gets its own minutes record, and Next meeting on the card creates next week's record already linked to the series. Cancel the series in Outlook and every linked record is marked "Cancelled in Outlook", with the minutes left exactly as they were. Only the organiser can update or cancel a meeting, because the invite comes from their mailbox. Everyone else sees "Managed by (name) in Outlook" and can unlink their own record. What you need: a Microsoft 365 connection with Calendar turned on, set up once under your avatar (top right) > Connected accounts. One connection covers Send email, Read inbox and Calendar, and Calendar can be added later from the same card without reconnecting. If your IT team only lets admins approve apps, a workspace admin can approve Deep Space once for the whole company on the Organisation approval tab, or copy a link for IT, who don't need a Deep Space account. Importing a meeting also needs the person importing to be a DS Site user on the project. Impact: The weekly site meeting is booked once, invites go out from the right person, replies are visible on the register, and the minutes record is already there when the meeting starts. No more double entry, no more minutes filed against the wrong date. Guides: Meeting Minutes and your Outlook calendar and Connecting Microsoft 365 to Deep Space. Both are in help search, so you can ask KAI, for example "How do I import my weekly site meeting from Outlook into Meeting Minutes?" (1) Set the meeting to repeat daily or weekly, with an end date pre-filled six months out. (2) Schedule and send invite creates the minutes record and sends the invite from your own Outlook calendar. (1) The Calendar card shows the meeting was scheduled from Deep Space and how many people have accepted. (2) The organiser can send an update, cancel the meeting, unlink it or open it in Outlook. Known limitations: the Import list doesn't yet mark meetings that already have a minutes record. If none of the attendees are DS Site users on the project, scheduling stops with a short message asking you to add one. Proposals print on your own Word template: your cover, your letterhead, your terms "As an Estimator, I want every proposal to go out on our own cover page, letterhead and T&Cs, the same as our contracts, instead of rebuilding our branding in a second layout or merging PDFs from InDesign." Before: The Proposal Builder had its own built-in layout (cover page, letter, specifications, exclusions, T&Cs) that didn't read anything from your workspace's Document Templates. Builders who had already set up their logo, letterhead and standard wording for POs, subcontracts and claims had to set it up again for proposals, or couldn't match it at all. Design-and-construct teams were building custom covers and company profile pages in InDesign and merging them with a Word proposal by hand. After: Proposals now use the same Document Templates as the rest of the platform. Proposal template type. Upload your own Word proposal under Document Templates with the category Preconstruction and type Proposal. Your fixed pages (cover, company profile, capability statement, T&Cs, signature block) stay exactly as designed, and the parts that change per job are merged in. Output switch on every proposal. At the top of the Proposal Builder, Output lets you choose Built-in layout (today's layout) or Document template, then pick which proposal template to print from. Manage in Document Templates takes you straight to the template. 31 proposal variables, listed in the Variable Dictionary: project, client name, client address and phone (pulled from the Company Directory), proposal reference, date, the quoted scope and sections, deliverables, fees, GST and total. Drop them into your Word file and they fill from the proposal. Signatures in Word. Drawn signatures and the signature image now print in Word templates, so an accepted proposal comes back with both signatures in your own layout. Your fonts. Templates set in Poppins now render in that font. Everything else about the Proposal Builder stays the same: versions, live preview, Regenerate PDF, Download PDF, Send, and the client's View and Accept Proposal email. Impact: One set of branding and standard wording, maintained in one place, on every proposal, contract and claim. The proposal the client signs looks like it came from your business, not from software. Guides: proposal variables are in the Document Template Variable Dictionary (page 29). Template set-up follows Document Templates: Create, Generate, Download and Send. (1) Output switches the proposal between the built-in layout and one of your own Word proposal templates. (2) Manage in Document Templates opens the template the proposal prints from. Known limitations: the live preview on the right still shows the built-in layout. Use Regenerate PDF to see the proposal on your Word template. Payment Conditions: record what a subcontractor owes you before they get paid "As a Contract Administrator, I need to know a subbie has handed over their signed warranty before we pay them, without relying on someone remembering to check." Before: Many subcontracts say a document must be handed over before any payment (a signed warranty, a performance bond, as-builts before practical completion). The platform had nowhere to record that, so the check lived in someone's head or a spreadsheet. After: Every subcontract has a new Payment Conditions tab. Each condition has a name, when it's due (First payment, Every payment, Practical completion or Final payment), a status and its evidence. Upload the document to mark it Received (the file is also filed on the Documents tab), or Waive it with a reason. Everything is logged on the subcontract Timeline. Set a workspace default set once in Company Settings > Commercial (for example "Warranty (Schedule 13), First payment") and every new subcontract starts with it. Existing subcontracts get Apply default set, which adds only what's missing. While anything due is outstanding, the subcontract header shows a chip such as "1 payment condition outstanding". Impact: What each subbie still owes you is written on the subcontract, visible to everyone on the job, and ready to act on before money moves. (1) The new Payment Conditions tab on a subcontract. (2) Apply the workspace default set, or add a condition just for this subcontract. A payment readiness check before you approve or push a payment schedule "As a Commercial Manager, I want the system to stop a payment going to Xero when the subbie hasn't met their conditions, while still letting the payment schedule go out on time." Before: Subcontractor payment schedules moved through approval and on to Xero with no check on what the subcontractor still owed. After: Payment schedules now show a Payment readiness panel, at approval and before the push to Xero, listing every check that applies as a pass or a fail. Two checks ship today: Payment Conditions due at this point, and whether the subcontract has been approved. Choose Off, Warn or Block in Commercial Settings. In Block mode, Submit for Approval, Accept and Push to Xero are held until the condition is met, and this is enforced by the platform, not just the screen. Generate and Send Schedule is never blocked, so your schedule can still be issued on time. Roles you choose can override with a reason, and every warning, block and override is recorded on the schedule's Activity. While a condition is outstanding, the line Reason is pre-filled (for example "Payment withheld: Warranty (Schedule 13) has not been provided as required before first payment under the subcontract.") and stays editable. Impact: Money only goes out when the paperwork is in, and the reason is written down when it doesn't. Known limitations: the withheld amount isn't pre-filled yet, only the reason. Insurance, compliance, bank detail and solvency checks will join the same panel as they land. Whether a missing document is valid grounds to withhold payment depends on your subcontract wording, so check with your own legal adviser before switching on Block. Show your margin as one Builder's Margin line that calculates itself "As an Estimator, I want margin as a single line at the bottom of the estimate, the way our clients expect to see it, without working the dollars out on the side every time a rate changes." Before: Margin could only sit on each BoQ line. Builders who show margin as one separate line had to add a manual Lump Sum and recalculate it by hand whenever a line changed, and when the estimate was pushed the margin had no cost code, so the revised budget came up short and the contract Schedule of Values had no margin line. After: Each estimate now has a margin setting next to the Bill of Quantities title: On each line (as today) or As a separate Builder's Margin line. Choose the line and set your margin on sell (the markup equivalent is shown), what it's calculated on (cost of works excluding PS, PC and Contingency by default, or all cost) and the cost code it sits on. Lines go to cost and one locked Builder's Margin (calculated) row appears, recalculating in the same save whenever any line changes. Header, totals and versions still simply add up the lines. When you push to a proposal, choose to show the margin as its own item or spread it into the rates; the client total is identical either way. When you lock and push to the budget and head contract, the Builder's Margin line lands on its own cost code in the Budget Register and as its own line in the Head Contract Schedule of Values, so cost plus margin equals sell. Impact: The estimate reads the way ANZ clients expect, the margin is always right, and the budget reconciles to the contract from day one. (1) Choose a separate Builder's Margin line instead of margin on each line. (2) The preview shows the calculated margin, which updates as lines change. Drawing compare marks every change on the sheet "As a Site Manager, I don't want to read a list of changes and then hunt for each one on an A1 sheet." Before: KAI's change list on a register compare told you what changed, but not where. You read "Level annotation changed" and then searched the drawing for it. After: Every change in the list now has a numbered marker on the drawing, in Overlay, Side by side and Swipe. Click a change in the list and the drawing zooms to it and highlights it; click a marker and the list jumps to that change. Markers sit on the newer revision only, and in Swipe they show on the newer side of the divider. A solid marker means KAI found the exact text on the sheet; a hollow one is marked Approximate location. Turn markers on or off with the Markers button. Change lists created before today get their markers the first time you open them. Impact: Reviewing a revision goes from reading and searching to clicking and seeing. (1) The Markers button turns change markers on or off. (2) A numbered marker on the drawing. (3) KAI's change list, numbered to match the markers. Improvements The subbie portal is easier to find your way around Before: A subcontractor landing in the portal for the first time couldn't easily see where to go for tenders or for their company, and the Access page became hard to use once a subbie worked on many projects. After: The portal has clear top-level navigation, with one Team page for the company's people and their access. A locked row on the Access page now says why it's locked, and only offers actions that will work. Impact: New subbies find their tenders and team without a phone call, and busy subbies on 30+ projects can still manage access. Fixes Inc-GST supplier invoices add up to the printed total An inc-GST total such as $6,500.75 can be entered to the cent again, GST is no longer added twice when you enter lines inc-GST, and the invoice Amount and the bill sent to Xero now match the printed invoice total. New Zealand workspaces use NZD everywhere Create forms and displays across the platform (and subcontracts seen in the subcontractor portal) now use your workspace's currency, not just the purchase order form. Editing a DS Site form on the web keeps its files and values Editing a submitted DS Site form in the Deep Space web app no longer drops uploaded files, sub-forms or partly filled fields. Notice attachments file to the right project Filing a notice attachment to the Document Register now works when you open the notice while a different project is selected. Deleting a compliance document works The Delete button on a company's compliance document now removes it. Subcontractor performance reviews show names and Australian dates Reviews show the reviewer's name instead of "Unknown User", and dates use the DD/MM/YYYY format. Have feedback or ideas? Tell us through the feedback portal in the platform. We read every one.