Binaya360 User Guide

Platform Overview

Key Features

User Roles

Binaya360 uses role-based access control. Every user is assigned exactly one role which determines what they can see and do in the system.

Binaya360 is a cloud-based construction project management platform designed for Iraqi construction companies. It brings together project tracking, financial management, site visit logging, document management, staff coordination, and a dedicated client portal — all in one unified system.

1.1 Logging In

To access Binaya360, navigate to your company's application URL in a web browser.

1. Open the login page

   Navigate to your company's Binaya360 URL. You will see the login form.

2. Enter your credentials

   Type your email address in the Email field and your password in the Password field.

3. Click Login

   Press the Login button. If your credentials are correct, you will either be taken to the Dashboard or to the MFA verification screen.

1.2 Two-Factor Authentication (MFA)

If your account has Multi-Factor Authentication enabled, you will be redirected to a verification screen after entering your password.

1. Open your authenticator app

   Use Google Authenticator, Microsoft Authenticator, or Authy on your phone.

2. Find the Binaya360 entry

   Locate the Binaya360 code in your authenticator app. The code refreshes every 30 seconds.

3. Enter the 6-digit code

   Type the current code into the Verification Code field on screen.

4. Click Verify

   You will be redirected to your Dashboard upon successful verification.

1.3 Dashboard Overview

The Dashboard is your central hub for monitoring all company activity at a glance.

1.4 Navigating the Application

Binaya360 has two navigation areas:

• Side Drawer (desktop) — The expandable menu on the left side, organized by module (Sites, Finance, Staff, etc.)
• Bottom Navigation Bar (mobile) — Quick access to the most-used sections when on a smartphone

Use the hamburger icon in the top-left to collapse or expand the side drawer. The notification bell in the top bar shows unread in-app notifications.

1.5 Profile & Settings

Access your personal profile by clicking your avatar or name in the top-right area of the navigation bar.

1. Open your profile

   Click your name or avatar → select Profile from the dropdown menu.

2. Update your information

   You can change your display name and phone number. Click Save when done.

3. Change language

   Use the language selector (English / عربي / کوردی) to switch the UI language. Your preference is saved automatically.

4. Change theme

   Use the theme palette icon to choose from 9 available color themes. Your selection is saved to your browser.

5. Toggle dark mode

   Click the moon/sun icon to switch between light and dark mode.

Sites are the core of Binaya360 — each site represents a construction project. Everything from expenses and visits to staff assignments and documents is linked to a site.

CompanyAdminProjectManagerEngineering

2.1 Viewing the Site List

Navigate to Sites in the side menu to view all your construction sites.

Each site card shows:

• Site name and location
• Status badge — Active, Completed, or On Hold
• Assigned client (if any)
• Quick financial summary — total income and total expenses
• Action buttons — View, Edit, and log a Visit

Use the search bar and status filter at the top to narrow down your list. You can also sort by name, date created, or status.

2.2 Map View

Switch to the interactive map to see all your sites plotted on a geographic map of Iraq.

1. Click the Map toggle

   On the Sites page, click the Map icon/button in the top-right area of the list header to switch from list to map view.

2. Browse sites on the map

   Each pin on the map represents a site. Hover over a pin to see the site name; click to open a summary card with a link to the full site details.

3. Return to list

   Click the List toggle to switch back to the card/list view.

2.3 Creating a New Site

CompanyAdmin ProjectManager

1. Click Add Site

   From the Sites page, click the + Add Site button in the top-right corner.

2. Fill in site details

   Enter the Site Name, Address, Site Type (Residential, Commercial, Industrial, etc.), and an optional Description.

3. Set location coordinates

   Enter the Latitude and Longitude (optional) to place the site on the map.

4. Assign a client

   Select the client who owns this project from the Client dropdown. If no client is assigned yet, you can leave this empty and assign later.

5. Set budget

   Enter the planned budget amount and currency (IQD or USD).

6. Save

   Click Save Site. The site will appear in your list immediately.

2.4 Site Details

Click on any site name or the View button to open the full site details page. This page is organized into tabs:

2.5 Buildings & Units

For multi-building or multi-unit projects, use the Buildings tab to structure the project hierarchy.

1. Open the Buildings tab

   From the site details page, click the Buildings tab.

2. Add a building

   Click + Add Building. Enter the building name (e.g., "Block A", "Tower 1") and floor count, then save.

3. Add units to the building

   Click + Add Unit next to the building. Enter the unit number/name, floor, and type (Apartment, Villa, Office, Shop, etc.).

4. Assign a unit to a client

   When adding or editing a unit, you can assign it to one of your registered clients. This links the unit to the client portal.

2.6 Construction Phases

Construction phases help you track overall project progress from foundation to handover.

1. Open the Phases tab

   From site details, click the Phases tab.

2. Assign phase templates

   Click Assign Phases to select from your saved phase templates (e.g., "Standard Residential Build"). The system will create the full phase list for this site.

3. Update phase progress

   Click the Edit button on any phase. Set the completion percentage (0–100%) and any notes. Click Save.

2.7 Project Timeline

The Timeline tab provides a visual overview of your construction phases over time, similar to a Gantt chart. Each phase is represented as a horizontal bar showing its start and expected end date. The current date is marked with a vertical line.

The timeline is automatically generated from your phase data. To adjust dates, update the phase start and end dates in the Phases tab.

Completing and Reopening a Site

CompanyAdmin

When a project is finished, mark it as complete from the site details overview. Click the Mark as Complete button and confirm. Completed sites are moved to the "Completed" filter and are excluded from active financial summaries. If you need to reopen a site, click Reopen Site from the same area.

Site visits provide a structured record of physical inspections, progress checks, and on-site activities. Each visit includes a date, weather conditions, activities performed, personnel present, and optional photos.

Engineering ProjectManager CompanyAdmin

3.1 Logging a New Visit

1. Navigate to Log Visit

   Go to Visits → New Visit, or from a site's detail page click Log Visit.

2. Select the site

   Choose the site this visit is for from the Site dropdown. If you navigated from a site page, this is pre-filled.

3. Enter visit details

   Fill in the Visit Date, Weather Conditions (Clear, Cloudy, Rain, etc.), number of Workers Present, and detailed Site Notes about the work performed.

4. Record activities

   In the Activities section, list the specific construction activities completed during this visit (e.g., "Foundation work completed for Block B", "Rebar placement — Floor 2").

5. Save as draft

   Click Save Draft to save your progress without submitting. You can continue editing later.

3.2 Adding Photos

Attach progress photos to document the site's condition during each visit.

1. Scroll to the Photos section

   On the visit form, find the Visit Photos section at the bottom.

2. Select photos

   Click Upload Photos or tap to browse. You can select multiple images at once. Supported formats: JPEG, PNG, WebP. Maximum 10 MB per photo.

3. Review uploads

   Selected photos will appear as thumbnails. Click the × on any thumbnail to remove it before saving.

3.3 Submitting a Visit

Once all visit details and photos are complete, submit the visit for review.

1. Review all information

   Confirm that all visit details, activities, and photos are accurate and complete.

2. Click Submit Visit

   Click the Submit Visit button. The visit status changes from Draft to Submitted.

3.4 Visit Calendar

Navigate to Visits → Calendar to see all site visits plotted on a monthly calendar. Click any date with visits to see a summary panel of the visits on that day. This is useful for tracking field team activity over time.

3.5 Reviewing Visits

CompanyAdmin ProjectManager

To mark a submitted visit as reviewed, open the visit from the Visits list or from the site's Visits tab. Click Mark as Reviewed. This confirms the visit has been officially acknowledged and locks it from further edits.

The Expenses module tracks all outgoing payments — contractor fees, material purchases, supplier invoices, and other site costs. Expenses go through an approval workflow before payments are recorded.

4.1 Understanding Expense Statuses

4.2 Adding an Expense

Finance ProjectManager CompanyAdmin

1. Navigate to Add Expense

   Go to Expenses → Add Expense, or from a site page click + Add Expense.

2. Select the site

   Choose the site this expense belongs to.

3. Enter expense details

   Fill in the Supplier/Payee name, Category (Materials, Labor, Equipment, Services, etc.), Amount, and Currency (IQD or USD).

4. Add a description

   Provide a clear description of what this expense covers (e.g., "Concrete delivery — Foundation, Block A").

5. Set retention (optional)

   If a retention percentage applies (e.g., 10% held until project completion), enter it in the Retention % field.

6. Attach invoices

   Upload invoice documents (PDF, images) by clicking Attach Invoice. Multiple files can be attached.

7. Save

   Click Submit Expense. The expense is created with Pending status and sent for approval.

4.3 Approving & Rejecting Expenses

CompanyAdmin Finance

Pending expenses appear in the approval queue accessible from the Dashboard's "Pending Approvals" widget or from Expenses filtered by status "Pending".

1. Open the expense

   Click on any pending expense to open its detail view.

2. Review the details

   Check the supplier, amount, description, and any attached invoice documents. Click invoice attachments to view them.

3. Approve or Reject

   Click Approve to approve the expense. Click Reject to reject it — a dialog will ask for a rejection reason, which is required.

Bulk Approve / Reject

From the Expenses list, check the checkboxes on multiple pending expenses and use the Bulk Actions button to approve or reject all selected expenses at once.

4.4 Verifying & Adjusting Amounts

Finance CompanyAdmin

After approving an expense, the actual paid amount may differ from the submitted amount (e.g., after negotiation). Use the Verify feature to adjust:

1. Open the approved expense
2. Click Verify Amount

   Enter the actual final amount and any discount applied. Add verification notes for the audit trail.

3. Save

   The expense amount is updated and the change is logged in the audit trail.

4.5 Recording Payments

Finance

For approved expenses, record actual payments as they are made. Partial payments are supported for installment-based contracts.

1. Open the expense detail

   Click on the expense from the Expenses list.

2. Click Record Payment

   In the Payments section, click Record Payment.

3. Enter payment details

   Enter the Payment Date, Amount Paid, Payment Method (Cash, Bank Transfer, Cheque), and optional reference number.

4. Save

   The payment is recorded. If the total paid equals the full expense amount, the expense status changes to Paid.

4.6 Bulk Actions

From the main Expenses list, you can select multiple expenses and perform bulk operations:

• Bulk Approve — Approve multiple pending expenses at once
• Bulk Reject — Reject multiple expenses, entering a single shared reason

4.7 Retention Release

CompanyAdmin Finance

When a project milestone is reached or completed, release withheld retention amounts. Open the expense with retention, then click Release Retention. The released amount becomes payable and is added to the outstanding balance.

Record all incoming payments from clients — installments, advance payments, and progress-based collections. Income is linked to a specific site and client.

Finance CompanyAdmin

5.1 Recording Income

1. Go to Add Income

   Navigate to Income → Add Income, or click + Add Income from a site page.

2. Select site and client

   Choose the Site and the Client making the payment.

3. Enter payment details

   Fill in the Amount, Currency, Payment Date, Payment Method, and Category (Installment, Advance, Progress Payment, Final Payment, etc.).

4. Add a reference

   Enter an optional Reference Number (bank transfer ID, receipt number, etc.) and any notes.

5. Save

   Click Record Income. The income is added to the site's financial summary immediately.

5.2 Generating Receipts

After recording income, you can generate a professional PDF receipt to send to the client.

1. Open the income record

   From the Income list, click on the income entry.

2. Click Generate Receipt

   Click the Generate Receipt or PDF icon button.

3. Download or print

   The receipt PDF opens in a new tab. Download it or print it to provide to the client.

5.3 Client Ledger

The client ledger shows the full payment history for a client on a specific site — all income recorded, credits applied, and outstanding balance. Access it from the Income section or from the site detail financial summary. This is useful for client-facing payment discussions.

6.1 Creating an Invoice

Finance CompanyAdmin

Invoices in Binaya360 are formal documents that can be attached to expenses and shared with clients. You can create invoices directly from an expense record or from the main Invoices list.

1. Navigate to Invoices

   Go to Invoices in the side menu, then click + Create Invoice.

2. Fill in invoice details

   Enter the Invoice Number, Supplier, Issue Date, Due Date, line items with amounts, and applicable taxes.

3. Link to an expense

   In the Linked Expense field, search for and select the expense this invoice covers (optional but recommended for traceability).

4. Save

   Click Create Invoice. The invoice is saved and available for download as PDF.

6.2 Payment Overview

Navigate to Payments for a consolidated view of all payment activity across all sites. Filter by site, date range, payment method, or status to analyse cash flow patterns. This page is particularly useful for the Finance team to track outstanding balances.

Manage your engineering team, finance staff, and project managers from the Staff section. Each staff member has an account, a role, and can be assigned to one or more sites.

CompanyAdmin

7.1 Adding a Staff Member

1. Navigate to Staff

   Go to Staff in the side menu, then click + Add Staff.

2. Enter personal details

   Fill in the staff member's Full Name, Email, Phone Number, and Position/Title.

3. Assign a role

   Select the staff member's system role. See Section 7.2 for role descriptions.

4. Save

   Click Create Staff. The system generates a temporary password and displays it — copy and share it immediately as it cannot be shown again. The staff member should change their password on first login.

7.2 Roles & Permissions

7.3 Site Assignments

Assign staff members to specific sites to control what each person can see and work on.

1. Open the staff member's profile

   Go to Staff, find the staff member, and click their name to open their profile.

2. Go to Assignments tab

   Click the Site Assignments tab on their profile.

3. Assign to a site

   Click Assign to Site, select the site, set the role on that site, and optionally set start/end dates.

4. Remove an assignment

   Click the remove icon next to any assignment to unassign the staff member from that site.

7.4 Staff Utilization

The Staff Utilization widget on the Company Dashboard shows how many of your staff members are currently assigned to active sites versus unassigned. Click the widget for a detailed breakdown showing each staff member's current site assignments. This helps you identify underutilized team members or overburdened individuals.

Manage the clients who have projects with your company. Each client can be assigned units/sites and optionally given access to the Client Portal to track their project's progress.

CompanyAdmin

8.1 Creating a Client

1. Navigate to Clients

   Go to Clients in the side menu, then click + Add Client.

2. Enter client information

   Fill in the Full Name, Phone Number, Email (required for portal access), Address, and any notes.

3. Save

   Click Create Client. The client profile is created and they can now be linked to sites and units.

8.2 Client Portal Access

Enable portal access to allow a client to log into Binaya360 and view their own project status, payments, and communicate via notes.

1. Open the client's profile

   From the Clients list, click the client's name.

2. Enable portal access

   Click Enable Portal Access. The system generates a temporary password and displays it — copy it immediately to share with the client.

3. Share login credentials

   Share the client's email address and temporary password. They will use these to log into the Client Portal.

4. Disable access

   To revoke portal access at any time, click Disable Portal Access from the client's profile.

8.3 Client Credits

Credits are positive balances that can be applied against a client's expenses. Credits can be created from overpayments, discounts, or manually.

1. View client credits

   From the client's profile, scroll to the Credits section to see all available and applied credits.

2. Create a credit manually

   Click Add Credit. Enter the amount, currency, and reason for the credit.

3. Apply a credit to an expense

   From an approved expense for this client, click Apply Credit. Select the available credit to deduct from the expense balance.

Client notes are messages sent by clients through their portal. They can include photos and are categorized for easy tracking. Staff can view and reply to all notes from the Client Notes section.

CompanyAdmin ProjectManager

1. View all notes

   Navigate to Client Notes in the side menu. Notes are listed with the client name, site, date, category, and read status. Unread notes have a highlighted indicator.

2. Filter notes

   Use the filters to narrow by site, client, category (General, Complaint, Inquiry, Progress Request), or read/unread status.

3. Open and read a note

   Click any note to open it. Any attached photos can be viewed in the photo lightbox. The note is automatically marked as read when opened.

4. Reply to a note

   Type your reply in the Reply text area at the bottom of the note and click Send Reply. The client will see your reply in their portal.

5. Update category

   Use the Category dropdown on the note to reclassify it if needed.

The Documents module stores all project-related files — engineering drawings, contracts, permits, specifications, and any other site documents. Documents are organized by category and linked to specific sites.

CompanyAdmin ProjectManager Engineering

1. Navigate to Documents

   Go to Documents in the side menu, or open a site's Documents tab for site-specific documents.

2. Upload a document

   Click + Upload Document. Select the Site, choose a Category (Architectural Drawings, Structural Drawings, Permits, Contracts, Reports, etc.), enter a descriptive Title, and select the file to upload.

3. View a document

   Click the document title or the view icon to open it in the document viewer or download it.

4. Delete a document

   Click the delete icon and confirm. Deleted documents are soft-deleted (can be recovered by a system admin if needed).

Managing Document Categories

CompanyAdmin

Go to Documents and click Manage Categories to create custom document categories specific to your company's workflow. Default system categories cannot be deleted.

Generate detailed financial and operational reports. All reports can be filtered by date range and optionally by site, and exported as PDF or Excel.

CompanyAdmin Finance ProjectManager

Navigate to Reports in the side menu to see the reports dashboard. Select any report type to configure and generate it.

11.1 Site Financial Report

A detailed breakdown of all financial activity on a single site within a date range. Shows total income, total expenses by category, outstanding balances, and net profit/loss.

1. Select Site Financial Report
2. Choose the site and date range

   Select the specific site and set the From and To dates.

3. Generate

   Click Generate Report. The report loads on screen with charts and data tables.

11.2 Company Financial Summary

An aggregated view of financial performance across all (or selected) sites. Shows total company income vs. expenses, site-by-site comparison, and trend charts by month.

11.3 Site Progress Report

A snapshot of all sites and their construction phase completion percentages. Filter by site status (Active, Completed, On Hold) to focus the view. Useful for executive-level project overview presentations.

11.4 Expense by Category Report

Analyses where money is being spent by category (Materials, Labor, Equipment, etc.) for a given period. Displays a pie/bar chart and a ranked table. Optionally filtered to a single site for site-specific cost analysis.

11.5 Visit Activity Report

Shows all site visits within a period, grouped by site or by staff member. Useful for tracking field team activity, visit frequency, and ensuring sites are being visited regularly.

11.6 Exporting Reports

Any generated report can be exported in two formats:

• PDF — Professional formatted document, suitable for printing or sharing with stakeholders
• Excel — Raw data in spreadsheet format for further analysis

Click the Export PDF or Export Excel button at the top of any generated report. The file will download to your computer.

CompanyAdmin

12.1 Company Profile

Navigate to Settings → Company Settings to update your company's information:

• Company Name — Appears on all generated PDFs and receipts
• Logo — Upload your company logo (appears on reports and invoices)
• Address and Contact Information
• Default Currency — IQD (Iraqi Dinar) or USD
• Tax Registration Number — Included on invoices

Click Save Settings after making changes.

12.2 Exchange Rates

Navigate to Settings → Exchange Rates to manage the IQD/USD exchange rate used by the system.

1. View the current rate

   The current active exchange rate is shown at the top of the page, along with the date it was set.

2. Set a new rate

   Click Set New Rate. Enter the new exchange rate (e.g., 1 USD = 1,310 IQD) and confirm.

3. View history

   The full history of all rate changes is displayed in a table below, showing who made each change and when.

12.3 Phase Templates

Phase templates define the standard sequence of construction phases for your typical projects. Instead of manually entering phases for each site, assign a template and all phases are created at once.

1. Navigate to Phase Templates

   Go to Settings → Phase Templates.

2. Create a new template

   Click + New Template. Give it a name (e.g., "Standard Residential 5-Floor") and add phases one by one, each with a name, expected duration, and order.

3. Edit existing templates

   Click the edit icon on any template to modify its name or phases.

4. Delete a template

   Click the delete icon. Note: deleting a template does not affect sites that have already used it — their phases remain unchanged.

The Client Portal is a simplified, mobile-friendly interface designed specifically for property buyers and project clients. Clients access it using their own login credentials and see only the information relevant to their projects.

Client Role

13.1 Client Dashboard

After logging in, clients land on their personal dashboard showing:

• My Sites — Number of active projects they are involved in
• Recent Activity — Latest updates on their sites (visits, expense updates)
• Pending Items — Expenses awaiting their awareness or confirmation
• Recent Notes — Their most recently submitted notes and company replies

13.2 Viewing Your Sites

Tap My Sites from the bottom navigation or dashboard to see all sites associated with your account. Each site card shows the site name, status, and a progress indicator based on construction phase completion.

Tap a site card to open the detailed site view.

13.3 Site Details (Client View)

The client site view shows a summary tailored to the client's interests:

• Construction Phases — Visual progress bars for each construction phase
• Recent Site Visits — Latest visit reports with photos submitted by the engineering team
• My Units — The specific unit(s) assigned to this client in this site
• Pending Expenses — Expenses on this site that are awaiting payment, providing financial transparency
• Documents — Documents shared with this client (contracts, specifications, etc.)

13.4 Adding a Quick Note

Clients can send messages to the construction company team directly from the portal. This is the primary communication channel between clients and staff.

1. Tap Add Note

   Tap the Add Note icon in the bottom navigation bar, or navigate to the note section from a site page.

2. Select the site

   If you have multiple sites, select which site this note is about.

3. Write your message

   Type your note in the text area. Be specific about the issue, request, or question.

4. Attach photos (optional)

   Tap the photo icon to attach up to 5 photos with your note (JPEG, PNG — max 10 MB each). Photos help the team understand your concern clearly.

5. Select a category

   Choose the note type: General, Complaint, Inquiry, or Progress Request.

6. Send

   Tap Send Note. The company team will be notified and will respond as soon as possible.

13.4 Pending Expenses

Clients can view a list of pending expenses related to their site. This provides financial transparency — the client can see what costs are being incurred on their project before payments are finalized. This view is read-only; clients cannot approve or reject expenses directly, but they can send a note to the company if they have questions.

SystemAdmin

System Dashboard

Navigate to Admin → Dashboard for a platform-wide overview showing all registered companies, total users, active subscriptions, and system health metrics.

Company Management

Navigate to Admin → Dashboard and click on any company card to view its details — subscription status, number of users, sites, and storage usage. From here, a system admin can:

• View all company details and usage statistics
• Enable or disable a company's access to the platform
• View the company's users and reset passwords if needed

User Management

Navigate to Admin → Users for a platform-wide user list. Filter by company, role, or active status. System admins can reset user passwords, enable/disable accounts, and audit user activity across all tenants.