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Trust accounting. Less chasing.

For construction finance teams managing project and retention trusts. Deeby calculates invoice deadlines, keeps the record together and prepares month-end packs for review—so your team stops chasing dates, approvals and paperwork.

Built for Queensland project and retention trust requirements.

Book a walkthroughWatch the full walkthrough (9:33)Explore the workflow ↓Security and record-keeping details →

Project trust and
retention trust accounts

Every date.
Every check.
Every record.

DeebyToday

Bellbird Rise Townhouses and 3 other projects

Waiting on you

Monday 23 November 2026

Schedules due this week3
Payment run PR-0045, awaiting CFO approval$428,915.60
Project trust accountPayments allowed
Retention releases due in December2

Everything else is on track.

The checking,
done as you go.

Deeby prepares the records. Your team makes the decisions.

The dates are worked out

The moment an invoice arrives, Deeby sets the payment schedule and payment due dates under the BIF Act, counted in Queensland business days. Public holidays, show days and the Christmas shutdown are already in the calendar.

DeebyInvoices

Step 1 — Dates calculated

Bellbird Rise Townhouses, Stage 2

Invoice INV-20417

Ironbark Formwork · Progress claim 6 · $184,320.00

ReceivedTue 3 Nov 2026
Schedule dueTue 24 Nov 202615 business days
Payment dueTue 8 Dec 202625 business days

Schedule servedQueensland business days, holidays excluded

Keep the record together

Every invoice keeps its own timeline: received, ABN verified, posted to Xero, scheduled and paid. The audit log and trust ledgers cannot be edited or deleted, and records are kept for seven years.

DeebyInvoices

Step 2 — Record linked

Bellbird Rise Townhouses, Stage 2

Invoice record

INV-20417 · Ironbark Formwork

InvoiceScheduleHistory
Invoice received3 Nov, 9:14 am · Accounts Officer
ABN verified with the ABR3 Nov, 9:15 am · Deeby
Bill posted to Xero4 Nov, 2:40 pm · Deeby
Payment schedule served, $184,320.0018 Nov, 11:02 am · Financial Controller

Locked. Entries cannot be edited or deleted.

Preparation, then judgement

Accounts prepares the work, then the Financial Controller and CFO give the required approvals. Before a payment run goes to the bank, Deeby checks the trust balance, bank statements, ABNs, that every trust notice was sent, and retention. A run that fails a check cannot proceed. Whoever prepares a run cannot approve it.

DeebyPayment runs

Step 3 — Payment review

Project trust account, Bellbird Rise

Payment run PR-0046

Due 8 Dec 2026 · 12 invoices · $612,480.15

  • Trust account cleared to pay
  • Bank statements imported to 7 Dec
  • Funds held cover the run
  • Every subcontractor payable, ABN verified
  • Retention releases ready
  1. 01AccountsPrepared
  2. 02Financial ControllerAwaiting review
  3. 03CFOAwaiting approval

Awaiting review

Start with the pack prepared

Trial balance, three-way reconciliation against the bank and Xero, the change register and open exceptions, in one versioned pack. The Financial Controller and CFO sign the exact version, then you export it as PDF or CSV.

DeebyLedger and month end

Step 4 — Month-end pack

Project trust account, Bellbird Rise

Month-end pack

October 2026 · Version 1 · PDF and CSV

Trial balanceFor review
Bank reconciliationFor review
Change historyFor review

Prepared for review

A clearer way through the work

Under a minute: the problem every Queensland builder knows, and how Deeby takes it off your desk.

  • Deadlines calculated from receipt date and contract calendar.
  • Invoice, schedule and history kept together for review.
  • Month-end pack prepared, versioned and retained for approval.

Go deeper: watch the full product walkthrough (9:33) →

Meet Dan. He builds townhouses in Queensland.

Under the trust account rules, every subcontractor's money sits in trust, and every invoice comes with its own deadlines, notices and records.

Kate counts business days, chases approvals and builds month end by hand. Miss a date, and the regulator wants to know why.

Deeby changes that. The moment an invoice arrives, it works out every BIF Act date in Queensland business days, checks the ABN and posts the bill to Xero.

Before a cent moves, Deeby checks the trust balance, the bank statements and the retention. Kate prepares the run. The CFO approves it.

Month end builds itself, signed and locked. Dan gets back to building. Deeby. Trust accounting that runs itself.

Project and retention trusts,
kept apart.

Each project trust account and retention trust account keeps its own ledger. Deeby records retentions into the retention trust as they are withheld and tracks every release date.

Every trust rule, built in.

Not a ledger with a trust module bolted on.

Security and records

  • Access controls: role-based permissions limit each team member to the records and actions their role permits.
  • Record history: actions, people and changes retained against each record.
  • Data handling: Deeby application data is encrypted in transit and at rest and hosted only in Australian data centres in Amazon Web Services’ Sydney region.

Questions about security? Include them when you book a walkthrough.

Common questions

Who is Deeby for?

Construction businesses managing project and retention trust accounts, and the finance teams responsible for their records—typically Accounts preparing the work, with Financial Controller and CFO approval.

What does it automate?

BIF Act deadlines, trust notices and their due dates, ABN checks, payment-run checks, retention tracking, Xero posting and the month-end pack. Your people approve. Deeby does the rest.

How does it fit our systems?

Deeby is designed to fit alongside your existing accounting process. Deeby connects to Xero. During a walkthrough we confirm the connections your business needs.

Where is our data kept?

In Australia, on AWS in Sydney, with each business kept separate. Your accountant or auditor gets the ledgers and reports as PDF and CSV exports.

Which trust regimes does Deeby support?

Deeby is built for Queensland project and retention trust requirements.

How is our data secured?

Deeby application data is encrypted in transit and at rest and hosted only in Australian data centres in Amazon Web Services’ Sydney region. Role-based access governs who can view records and approve work, with actions and changes retained in record history. Read more in our Security section.

See it on your terms

Bring how you handle invoices, payment runs and month end today. We will show you the same work in Deeby.

Book a walkthrough ↗