Guide for fence contractors · checked 30 October 2026
How fence contractors run a job, from boundary peg to final invoice
A fence job is a measured line, two property owners, a hole every 2.4 m or 10 ft, and sometimes a pool inspector at the end. This guide covers the rules, the footing math, the records and the software, with a source on every number.
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Short answer
Fence contractors usually run on a fence-specific estimating tool (such as Fence Cloud or ArcSite) for drawings and material takeoffs, plus a field service tool (such as Jobber, ServiceM8 or Simpro) for scheduling, crews and invoicing. What the software has to hold is fence-specific: the measured run and post count, the soil type and footing depth, the dig-locate ticket, the neighbor's share of a dividing fence, and the pool barrier and gate checks that an inspector will repeat. Pick tools that keep those on one job record instead of splitting them between a drawing app, a spreadsheet and a group chat.
1,200 mm
Minimum pool barrier height under AS 1926.1, with gaps no wider than 100 mm
source: Goulburn Mulwaree Council, Pool fence requirements FAQ (NSW, PDF)
48 in
Top of a US pool barrier above grade in the CPSC guidelines, latch on the pool side if under 54 in
source: US CPSC, Safety Barrier Guidelines for Residential Pools, Pub. 362 (PDF)
10 ft
Maximum chain link line post spacing, on center, per CLFMI and ASTM F567
source: Chain Link Fence Manufacturers Institute, Product Manual and guide spec (PDF)
30 days
Written notice California requires before charging a neighbor for a shared fence
How a job runs
One fence contractors job, from first call to paid
The order the work really happens in, and what has to be written down at each step so nothing is argued about later.
- 1
Take the enquiry and qualify it
Record the address, fence type (Colorbond, timber paling, chain link, vinyl, aluminium, pool glass or tube, palisade), approximate length, whether it is a dividing fence, whether a pool is involved, and whether old fence removal is in scope. Ask if there is a gate and whether it is automated. A dividing fence means two customers; a pool means an inspector.
- 2
Measure the site
Walk the line with a wheel or tape and photograph both ends. Note survey pegs or the lack of them, slope (Colorbond sheets may need vertical slitting above 1 in 8), soil type (rock, clay, sand), wind exposure, trees and roots, retaining needed, access for a post-hole digger, and every gate opening with its swing direction.
- 3
Sort out the neighbor and the approvals
For a dividing fence, decide who serves the cost-sharing notice (NSW: a section 11 fencing notice with one month to respond; California: 30 days written notice). Check height limits and permit triggers (NSW exempt development caps side and rear fences at 1.8 m; the model IRC exempts fences up to 7 ft but cities amend it), heritage or bushfire overlays, and HOA rules.
- 4
Quote from a takeoff, not a guess
Turn the run into posts, panels or fabric, rails, gates, hardware and bags of concrete. Price old fence removal and disposal, rock digging, retaining sleepers and gate automation as separate lines. In NSW, work over $5,000 needs a written contract and a licensed contractor, and the deposit is capped at 10 percent.
- 5
Order materials and lodge the dig locate
Order to the takeoff plus spares and confirm color and profile. Lodge 811 (US) or a Before You Dig Australia enquiry before anyone digs, keep the ticket number on the job, and in the US outline the dig area in white paint so locators mark only that area.
- 6
Set out, dig and concrete the posts
String the line, mark post centres, and dig to the depth the soil and the product demand. For Colorbond, 200 mm holes at 400, 600 or 900 mm deep for rock, clay or sand. For chain link, footings 24 in deep plus 3 in for every foot of fence over 4 ft. Plumb and brace each post. Let concrete cure (overnight minimum for Colorbond, longer in cold or wet weather).
- 7
Hang panels, fabric and gates
Fit sheets, pickets or fabric, keep required ground clearances (Colorbond bottom rail at least 50 mm above ground; chain link fabric no more than 2 in), and hang gates. Pool gates must swing away from the pool, self-close from any position and self-latch. Automated vehicle gates need their entrapment protection fitted and tested before handover.
- 8
Inspect, photograph and hand over
Check the line, plumb, gaps and gate operation; photograph every run and gate. For a pool fence, measure height, gaps and latch height the way the inspector will, and book the certifier or pool safety inspector. Clean up swarf and offcuts, and walk the customer through gate adjustment and care.
- 9
Invoice, split and register the warranty
Invoice the balance, and for a dividing fence invoice each owner their agreed share. Register any manufacturer warranty that needs an application (BlueScope's Colorbond fencing warranty does), and store the photos, footing depths and dig ticket against the address for the warranty claim that comes years later.
What to record
The fields every fence contractors job should capture
Site measure
- Total run length per side, and each segment between corners, in m or ft
- Fence type, height, color or finish, profile and infill
- Soil type per run (rock, clay or firm earth, sand or loose fill) and the footing depth chosen
- Fall across the run (for example 1 in 8) and whether panels will be raked, stepped or slit
- Wind exposure: region or terrain category (AU), or high-wind and frost-depth notes (US)
- Survey pegs found or missing, encroachments, trees within 1 m of the line
- Gates: width, swing or slide, opening direction, latch type, automation yes or no
- Old fence removal: length, material, asbestos suspicion for old fibro (AU)
Neighbors, permits and dig locate
- Dividing fence yes or no; second owner name, address and contact
- Cost-share notice: date served, method (hand or post), proportions proposed, response date
- Permit or exempt-development basis, HOA approval, heritage or bushfire overlay
- 811 ticket or BYDA enquiry number, date lodged, date all utilities responded, mark colors seen
- Contract value, licence number on the contract, deposit taken and its percentage
Install log
- Post count and post centres actually set (for example 2,365 mm or 8 ft)
- Hole diameter and depth measured, bags or cubic feet of concrete per hole
- Date and time concrete poured, and when panels or fabric went on
- Bottom clearance measured at the worst point
- Photos: string line, open holes with tape measure, posts braced, finished run from both ends
- Materials used vs ordered, offcuts and returns
Pool and gate handover
- Barrier height outside face, largest vertical gap, gap under barrier, non-climbable zone clear
- Gate swing direction, self-close test from fully open and half open, latch height from ground
- Automated gate: operator model, UL 325 class or AU standard, entrapment devices fitted and tested, warning signs installed
- Inspector or certifier name, certificate number and date
- Customer signature, warranty registration reference
Rules and standards
The rules that shape the work, with their sources
| Rule | What it means on the job |
|---|---|
| NSW Dividing Fences Act 1991: equal contribution and the fencing notice | Neighbors generally share the cost of a sufficient dividing fence equally; whoever wants a better fence pays the extra. If they cannot agree, an owner serves a fencing notice under section 11 describing the work, materials, height, length, a written quote and the proposed split. The neighbor has one month; after that either owner can apply to the Local Court or NCAT for a fencing order. source: Hunter's Hill Council, Dividing fences (NSW Dividing Fences Act 1991) |
| California Civil Code § 841: shared boundary fences | Adjoining owners are presumed equally responsible for the reasonable cost of a boundary fence. An owner must give 30 days' prior written notice stating the presumption, the problem, the proposed fix, the estimated cost, the proposed split and the timeline. The presumption can be rebutted if equal sharing would be unjust. source: California Civil Code § 841 (FindLaw) |
| Texas has no good-neighbor fence statute | Texas has no specific state statute on neighbor fence cost-sharing. A landowner generally has no obligation to pay for a fence a neighbor builds on the dividing line unless they agreed to. Get any split in writing before the job starts. source: Texas State Law Library, Fences and boundaries |
| NSW exempt development limits for fences | In residential zones, side and rear boundary fences can be up to 1.8 m (1.2 m if masonry) and front fences 1.2 m without approval. Stepped fences on slopes can reach 2.2 m at each step. On bushfire prone land the fence must be non-combustible or hardwood, and heritage items and conservation areas lose the exemption. source: NSW Department of Planning, Fences as exempt development |
| US permit trigger: IRC R105.2 | The model International Residential Code exempts fences not over 7 ft (2,134 mm) high from a building permit, and retaining walls up to 4 ft measured from the bottom of the footing unless they carry a surcharge. Cities amend this, and zoning and HOA height limits apply separately. source: IRC R105.2 work exempt from permit (code commentary) |
| NSW licence and contract rules for fencing over $5,000 | A contractor licence is needed for residential fencing worth more than $5,000 including labor, materials and GST. Work over $5,000 needs a written contract; over $20,000 needs Home Building Compensation cover before any deposit. The maximum deposit is 10 percent, variations must be in writing, and statutory warranties run 6 years for major defects and 2 years for others. source: NSW Government, Contracts for residential building work |
| Fencing licence scope in NSW | Fencing means putting up fences and gates within or on residential boundary lines, whatever the material. Carpentry, glazing, metal fabrication and bricklaying licences also cover some fence types, so the licence class on the contract should match the material. source: NSW Government, Fencing work licence |
| 811 before every post hole (US) | Fences are named as a project that needs an 811 request first. Submit a few business days ahead (the wait varies by state), confirm every utility has responded, dig around the marks not on them, and lodge a new request for each new dig. Outlining the area in white paint or flags keeps locators to that area. source: 811 Before You Dig (Common Ground Alliance) |
| Before You Dig Australia (BYDA) | Lodging a BYDA enquiry is free and available online around the clock. Asset owners answer through the portal; Sydney Water says it uploads plans within a few hours when it has assets near the site. The plans cover only the area in the enquiry, so a changed fence line needs a new one. source: Sydney Water, Find out before you dig (BYDA) |
| AS 1926.1 pool barriers (NSW application) | Barrier at least 1,200 mm on the outside face, gaps under it and between verticals no more than 100 mm, and a clear non-climbable zone. Gates swing out from the pool, self-close from any position, and self-latch with the latch at least 1,500 mm above ground unless it sits on the inside requiring a 150 mm reach over and down. A boundary fence used as the barrier must be at least 1,800 mm. source: Goulburn Mulwaree Council, Pool fence requirements FAQ (NSW, PDF) |
| Non-climbable zones and state editions | The 900 mm non-climbable zone sits on the outside face of barriers under 1,800 mm, with a 300 mm zone inside where verticals are 10 to 100 mm apart. NSW, Vic, SA, Tas, WA and the ACT reference AS 1926.1-2012, the NT the 1993 edition, and Queensland a modified 2007 edition with QDC MP 3.4. source: SPASA Australia, pool fencing rules overview |
| Queensland pool safety certificates | A Form 23 pool safety certificate is issued only by a QBCC-licensed pool safety inspector and lasts 1 year for shared pools and 2 years for non-shared pools. A building certifier's Form 17 can stand in for new or altered pool fences. Selling without one needs a Form 36, and the buyer must get a certificate within 90 days of settlement. source: QBCC, Guide to pool safety for homeowners (PDF) |
| Victoria pool barrier certificates every 4 years | Since 1 December 2019, owners register pools and spas with council and lodge a certificate of barrier compliance, then a new one every 4 years. A failed barrier gets 60 days for repairs before a certificate of non-compliance is lodged. Fence contractors get the call in that 60-day window. source: City of Monash, swimming pool and spa FAQs (Victoria) |
| US pool barriers: CPSC Pub. 362 | Top of barrier at least 48 in above grade on the outside; no more than 4 in clearance underneath (2 in over grass or gravel, 1 in for removable mesh); no opening that passes a 4 in sphere; chain link mesh no larger than 1¼ in; latch release under 54 in goes on the pool side with no opening over ½ in within 18 in of it. CPSC says these are guidelines, not mandatory; local codes make them binding. source: US CPSC, Safety Barrier Guidelines for Residential Pools, Pub. 362 (PDF) |
| ISPSC and removable mesh (ASTM F2286) | Summaries of ISPSC 2024 give a 48 in residential barrier, 2 in maximum bottom clearance and 45 in minimum between horizontal members, with gates swinging outward under § 305.3; jurisdictions still on ISPSC 2018 or 2021 differ. Removable mesh pool fencing is covered by ASTM F2286, written for children up to age 5. source: Waterson, pool gate code summary (ISPSC 2024 table) |
| Automated vehicle gates: UL 325 and ASTM F2200 (US) | UL 325 requires a gate operator to have at least two independent entrapment protection means for each entrapment zone and to run only once they are installed. Operators are Class I to IV by site type, are for vehicular gates only (pedestrians need a separate gate), and need at least two warning signs. ASTM F2200 covers the gate itself, such as the slide gate gap to the fence. source: DASMA TDS 353, Vehicular gate operators and UL 325 (PDF) |
| Treated timber posts in the ground (US) | Ground contact needs AWPA Use Category 4A (UC4A) or higher; UC3B is above-ground only. Check the end tag for UC4A and AWPA U1 before the post goes in the hole. source: American Wood Protection Association, information for homeowners |
| Colorbond fencing warranty conditions | BlueScope backs genuine Colorbond fencing with a warranty of up to 10 years, subject to application and eligibility: installed more than 1 km from marine or industrial sources, installed to the guidelines and maintained. Soil or garden fill against rails and posts causes corrosion, touch-up paint is not recommended, and genuine sheets carry a laser engraving at least three times per 2.4 m section. source: BlueScope, COLORBOND steel fencing installation guide (PDF) |
Rules vary by state, council and contract. Checked 30 October 2026; confirm against the source for your area before relying on it.
Numbers
Footing and layout numbers, with two worked takeoffs
The first rows are manufacturer and industry figures. The last rows are worked examples showing the math; real jobs add corners, gates, slope and the supplier's actual rail length.
| Item | Figure | Basis |
|---|---|---|
| Colorbond hole, rock | 400 mm deep, about 1 x 20 kg bag | BlueScope guide, Wind Regions A and B |
| Colorbond hole, clay or firm earth | 600 mm deep, about 2 x 20 kg bags | BlueScope guide |
| Colorbond hole, sand or loose fill | 900 mm deep, about 3 x 20 kg bags | BlueScope guide |
| Colorbond hole diameter | 200 mm | BlueScope guide; 20 MPa standard mix |
| Colorbond post centres | Bottom rail length + 10 mm (typically 2,350 to 2,365 mm) | BlueScope guide |
| Colorbond bottom rail clearance | At least 50 mm above ground | BlueScope guide |
| Colorbond guide scope | Up to 1.8 m high; not Terrain Category 1 or cyclonic regions | BlueScope guide; ask supplier beyond this |
| Chain link line post spacing | No more than 10 ft on center | CLFMI / ASTM F567 |
| Chain link footing depth | 24 in + 3 in per ft of fence height over 4 ft | CLFMI guide spec |
| Chain link footing diameter | 4 x post OD up to 4 in OD; 3 x above 4 in | CLFMI guide spec |
| Chain link concrete | 2,500 psi at 28 days, crowned to shed water | CLFMI guide spec |
| Chain link ties | Every 12 in on posts, 18 in on rails; fabric within 2 in of grade | CLFMI guide spec |
| Chain link bracing | Terminal posts braced and trussed at 6 ft and higher | CLFMI guide spec |
| Worked example: 30 m Colorbond, clay | 30 / 2.365 = 12.7, so 13 panels and 14 posts; 14 x 2 = 28 bags | Straight run, no gates or corners |
| Worked example: 200 ft chain link, 6 ft high | 20 bays, 19 line posts + 2 terminals; footings 30 in deep | 24 + (2 x 3) = 30 in; 2⅜ in OD line post x 4 = 9.5 in hole |
| Worked example: concrete per chain link line post | About 1.2 cu ft per hole | π x 4.75² x 30 = about 2,125 cu in |
source: BlueScope, COLORBOND steel fencing installation guide (PDF)source: Chain Link Fence Manufacturers Institute, Product Manual and guide spec (PDF)
Where it breaks
Where spreadsheets and generic software fall over
The quote is built from a guessed length, so the order is short by two posts and a gate kit, and a crew loses half a day driving to the supplier.
Make the quote come from a takeoff: run length, post centres, corners and gates produce the post, panel, rail and concrete counts, and the measured length is stored on the job.
A dividing fence has two paying owners, but the job has one customer field. The second owner's share is chased by text, and nobody can find the date the notice was served.
Record the second owner on the job with their share, the notice date and method, and invoice each owner separately against the same job.
The dig-locate ticket lives in someone's email, the crew cannot see it, and a post hole goes in before every utility has responded.
Make the 811 or BYDA reference a required field before the job can move to a dig stage, and show it on the crew's job screen.
Footing depth and soil type are never written down, so a leaning fence three years later is your word against the customer's.
Require a photo of an open hole with a tape in it per run, plus the soil type and depth chosen, before posts can be marked as set.
Pool fences fail inspection on a latch height or a 110 mm gap that the crew never measured, and the return trip is unpaid.
Put the inspector's checks on the handover form (height outside face, gaps, latch height, self-close from open), with photos of the tape, so the job cannot close until they pass.
Subcontract crews are paid on a phone call, and nobody can tell which runs and gates they finished when the claim arrives.
Break the job into line items (run A posts, run A panels, gate 1) and let subbies claim against them with photos, so the claim matches what was built.
Checklist
The fence contractors operations checklist
Print it, or hand it to whoever runs the office side.
- Every enquiry records fence type, length, dividing fence yes or no, pool yes or no, and gate automation yes or no
- Site measure includes soil type, slope, wind exposure, survey pegs and gate swing for every run
- Cost-share notice served and dated before a dividing fence starts (NSW s 11, California 30 days)
- Permit, exempt-development basis or HOA approval recorded against the job
- Quote built from a takeoff with posts, panels or fabric, rails, gates, hardware and concrete counted
- Written contract and deposit within the local cap (NSW: over $5,000 written, 10 percent maximum deposit)
- 811 ticket or BYDA enquiry number on the job before any dig is scheduled
- Footing depth matched to soil and product, with a photo of an open hole and tape per run
- Concrete cure time respected before panels or fabric go on
- Ground clearances measured: 50 mm Colorbond bottom rail, 2 in chain link fabric
- Pool gates tested: swing away from pool, self-close from any position, latch height measured
- Automated gates: entrapment protection fitted and tested, warning signs up, separate pedestrian access
- Manufacturer warranty registered where it needs an application
- Each owner of a dividing fence invoiced for their agreed share
Software options
What software fence contractors actually use
Judge each one on whether it fits the way your jobs run, not on the feature list. Bring a real job to every demo.
Fence Cloud
Fence companies that want estimating built only for fencing
Fence-industry estimating that turns a basic fence design into a full material breakdown, with lead tracking, job sketches and install documents for crews. Strong on takeoffs; check how far its scheduling and invoicing go before replacing a field service tool.
ArcSite
Sales reps and estimators who draw on a tablet at the property
Draw the fence to scale on site, produce a material takeoff and send a priced proposal the customer can approve. Integrates with QuickBooks, Salesforce, JobNimbus, Zapier and Wisetack. It is a drawing and estimating tool, so dispatch and crew management sit elsewhere.
Jobber
US and Canadian residential fence companies with a few crews
General home-service software with a fence page: quotes with optional lines for gates and premium materials, online approval and deposits, drag-and-drop scheduling, checklists for wood, chain link and electric fence jobs, Client Hub, QuickBooks Online. No fence measuring or takeoff tool is described.
ServiceM8
Australian fencing tradies and small teams on Xero
Job cards, on-site quotes and invoices, photos, signatures, PDF forms and card payments, with Xero, QuickBooks and MYOB integrations. Priced by jobs per month with unlimited users on paid plans. Good for short residential jobs; multi-stage commercial work with progress claims needs more.
Simpro
Larger commercial and security fencing contractors running projects
Project-style quoting and invoicing with progress claims and retention tracking (progress invoices and retainage in the US), plus stock. Heavier to set up than residential tools; suits contractors billing builders in stages.
Questions to ask any vendor
- Can a quote be generated from a measured run (length, post centres, corners, gates) rather than typed line by line, and does the takeoff stay on the job?
- Can one job have two paying owners for a dividing fence, each with their own share and invoice?
- Can I make the 811 or BYDA ticket, soil type and footing depth required fields before a job moves to the dig stage?
- Does the crew app work offline on a rural boundary, with required photos and a pool handover checklist that blocks completion until it passes?
- How do subcontract crews accept jobs and claim progress against line items, and how does that reach my accounting system?
- Can I export or query every job, photo and measurement through an API if I leave or want to report on it myself?
Bring one real fence contractors job. We show it running in Fieldproxy.
Get DemoHow Fieldproxy is set up for this
Fence contractors on Fieldproxy: built around how you already work
A Fieldproxy setup for a fence contractor is built around the run, not the job ticket: every run carries its length, post centres, soil, footing depth and who on each side of the boundary pays for it. From the first call to the split invoice, the dig ticket, the hole photos, the pool gate checks and the subbie claims sit on the same record, in your own stages, quote templates and crew screens. Fieldproxy builds it for you and most teams are live in weeks.
Module 1
Enquiry intake and lead board
Two questions on the first call decide the whole job: is it a shared boundary, and is there a pool.
- Enquiry record: source (call, web form, builder, referral), site address, fence type (Colorbond, timber paling, chain link, vinyl, aluminium tube, frameless glass, palisade, rural post and wire), approximate length m or ft, height, removal of old fence yes or no
- Flags set at intake: dividing fence, pool or spa barrier, gate automation, commercial or builder job, bushfire or heritage site (AU), HOA (US)
- Rule: dividing fence flag makes the second owner fields required before a quote can be sent; pool flag attaches the pool barrier checklist to the job template
- Statuses: New, Measure booked, Measured, Quoted, Won, Lost (reason: price, timing, neighbour declined, went DIY)
- Measure booking with a 2-hour window and an on-my-way text from the estimator
Module 2
Site measure, runs and gates
The measure is where every later dispute is won or lost, so it is captured as structured runs, not a sketch on the back of a quote.
- Run record: run name (Rear, Left side, Front return), length m or ft, height, fence type, panel width (2.4 m Colorbond, 8 ft vinyl, 10 ft chain link bay), post centres, corner count, fall ratio (for example 1 in 8) and finish (raked, stepped, slit sheets)
- Per run: soil type (rock, clay or firm earth, sand or loose fill), retaining height needed in mm, sleepers per panel (Oxworks max 2 aluminium), trees within 1 m, survey pegs found or missing
- Per run, boundary fields: shared-with-neighbour flag, neighbour name, postal address, phone, cost split % (default 50/50)
- Gate record: gate name, clear opening width, swing or slide, opens toward (street, yard, away from pool), latch type and height, automation yes or no, operator model, power available
- Site record: wind region and terrain category (AU) or frost depth and high-wind note (US), auger access width, old fence material and length, possible asbestos fibro flag, required photos of both ends of every run
Module 3
Takeoff and quote builder
A fence quote is arithmetic on the runs; doing it by hand is where crews end up two posts short.
- Takeoff rules per run: panels = length / post centres rounded up; posts = panels + 1 + corners + gate posts; concrete by soil (Colorbond: 1, 2 or 3 x 20 kg bags per hole for rock, clay, sand); chain link footing depth = 24 in + 3 in per ft over 4 ft, diameter = 4 x post OD
- Line items: supply, install per m or ft, gates and gate kits, old fence removal and disposal per m, rock digging per hole, retaining sleepers, plinths, automation kit, after-hours or access surcharge
- Good, better, best options on one quote (for example 1.8 m plain vs 1.8 m with lattice top, or timber paling vs Colorbond) with the customer picking online
- Quote PDF from your own template with a run diagram, per-run quantities, validity date and deposit line; public quote link for approval and e-signature
- Rule (NSW jobs): deposit line capped at 10 percent, written contract template switches at $5,000 and $20,000, and the HBC certificate number is required before a deposit invoice above $20,000
Module 4
Neighbour cost-share, permits and contract
A dividing fence has two customers and a legal clock; the notice date is the evidence if it goes to the Local Court, NCAT or small claims.
- Cost-share record: second owner, split %, notice type (NSW Dividing Fences Act s 11 fencing notice, California Civil Code 841 notice, or simple written agreement for Texas and other states), served date, method (hand or post), response due (served + 1 month NSW, + 30 days California)
- Statuses: Notice drafted, Served, Agreed, Disputed, Order applied for, Proceeding one-owner
- Notice generated as a PDF from the run data: location, materials, height, length, quote attached, proposed split
- Permit record: basis (NSW exempt development, IRC 7 ft exemption, permit number), HOA approval file, heritage or bushfire flag (NSW bushfire land: non-combustible or hardwood only)
- Contract record: licence number and class matched to the material, contract value band, variations clause, signed date; job cannot move to Scheduled until contract, deposit and notice status are complete
Module 5
Materials, suppliers and van stock
Colour, profile and rail length are wrong more often than quantities, and a wrong colour is a second delivery.
- Purchase order generated from the takeoff: supplier, colour (for example Monument, Basalt, Woodland Grey), profile, sheet height, rail length (2,350 to 2,365 mm), post length allowing for footing depth and fall
- PO statuses: Draft, Sent, Confirmed, Delivered, Short or damaged (with photos), Returned
- Delivery record: drop location on site, delivery date, received-by signature, genuine Colorbond engraving check photo
- Van stock: gate latches (pool-rated and standard), hinges, self-closing springs, tension bands, tie wire, hog rings, screws to AS 3566 Class 3, post caps
- Offcut and return log per job so leftover sheets and posts are credited, not lost
Module 6
Dig locate and crew scheduling
No hole goes in without a locate, and panels cannot go on until concrete has cured, so the schedule has two linked days, not one.
- Locate record: 811 ticket number or BYDA enquiry number, lodged date, earliest legal dig date, all-utilities-responded flag, marks photographed, plan expiry date
- Rule: a job cannot move to Dig and set while the locate record is missing, unresponded or expired
- Stages: Won, Contract and deposit, Notice period, Materials ordered, Locate lodged, Ready to dig, Dig and set, Curing, Panels and gates, Inspection, Invoiced, Paid, Warranty
- Two linked bookings per job: dig-and-set day and panels day, with a minimum overnight gap (longer flagged for cold or wet forecasts)
- Crew record: crew lead, members, auger or bobcat on the truck, skills (pool glass, welding, gate automation, rock breaking), subbie or in-house
Module 7
Field app screens, hole log and variations
The hole photo with a tape in it is what answers a leaning-fence claim three years later.
- Screens: Today, Job, Runs, Hole log, Gates, Pool handover, Variations, Sign-off; all work offline on a rural boundary
- Hole log per run: soil confirmed, hole diameter and depth measured, photo of open hole with tape (required), bags or cu ft of concrete, pour time, posts plumb photo
- Clearance checks: Colorbond bottom rail at least 50 mm, chain link fabric no more than 2 in off grade, ties every 12 in on posts and 18 in on rails
- Variation record: reason (rock at holes 4 to 9, extra sleeper course, gate moved 1.2 m, survey peg moved line), quantity, price, photo, customer signature on the phone; job cannot be invoiced with an unsigned variation
- Sign-off: customer name, signature, GPS-stamped photos of every run from both ends, swarf cleaned yes or no
Module 8
Pool barrier and gate automation handover
Pool and gate jobs fail on numbers the crew can measure before the inspector arrives.
- Pool handover (AU, AS 1926.1): height on outside face (at least 1,200 mm), largest vertical gap and gap under barrier (100 mm max), 900 mm non-climbable zone clear, gate swings away from pool, self-closes from fully open and half open, latch height (1,500 mm or shielded inside), photo of tape at each check
- Pool handover (US, CPSC and local code): barrier at least 48 in, under-barrier clearance (4 in hard surface, 2 in grass), 4 in sphere test, latch under 54 in on pool side
- Inspection record: inspector or certifier, booked date, result, Form 23 or Form 17 number (Qld), certificate of barrier compliance (Vic), defects and re-inspection date
- Gate commissioning (US, UL 325): operator class, entrapment protection devices fitted per zone and tested, two warning signs installed, separate pedestrian gate present, photos
- Handover report PDF from your template: measurements, photos, test results; it records your checks and does not replace the inspector's certificate
Module 9
Invoices, split billing, subbie claims and warranty
One fence can produce a deposit, a progress invoice, two neighbour shares and a subbie claim, and all of them have to reconcile.
- Invoice schedule per job: deposit, progress on posts set (larger jobs), final on handover; dividing fence jobs create one final invoice per owner at their split %
- Builder and commercial jobs: progress claims against run and gate line items with retention held, from the subcontractor portal claims your own crews make
- Subbie claim record: line item, % complete, photos, claimed amount, approved amount, status (Claimed, Queried, Approved, Paid), insurance and licence expiry
- QuickBooks or Xero sync for invoices and payments
- Warranty record: manufacturer, product, registration reference (BlueScope warranty needs an application), install date, distance to marine or industrial source over 1 km yes or no, and the hole log and photos linked for any claim
Module 10
Customer portal and management reports
Owners want to see the fence, and the owner of the business wants to know which fence types make money.
- Customer portal and public links: quote and options, signed variations, dig date and panels date, progress photos, handover report, invoices and pay link; second owner sees only their share
- Weekly report: quotes sent vs won by fence type, average price per m or ft by type, days from measure to quote
- Rock and variation report: variations per crew and per suburb or zip, so rock digging is priced in where it keeps happening
- Pool report: pool fences passing first inspection vs needing re-inspection, with the failed check
- Debtors report split by primary owner and neighbour share, and subbie claims approved vs claimed
The AI agents, set up for fence contractors
| Agent | When | What it does | What you get |
|---|---|---|---|
| Calling agent | An inbound call to the business number, including after hours and weekends | Asks the fence type, rough length, height, whether it is a shared boundary, whether there is a pool or spa, gates and automation, and old fence removal, then checks the estimator's measure slots. | A new Enquiry record with the dividing-fence and pool flags set, a booked measure window, and a confirmation text to the caller. |
| Vision agent | The estimator uploads measure photos to a run (measuring wheel reading, existing fence, soil from a test hole, gate opening with tape) | Reads the wheel and tape figures, the existing fence material and condition, and the soil, and checks for old fibro sheeting that needs an asbestos check before removal. | Run fields filled (length, existing material, soil type, gate width) for the estimator to confirm, and a removal flag where fibro is seen. |
| Document intelligence agent | A builder's purchase order, fencing schedule or site plan PDF arrives by email | Pulls lot numbers, run lengths, heights, fence types, gate schedule and required dates from the document. | Draft jobs per lot with run records and line items, ready for the takeoff and a quote or claim schedule. |
| Watcher agent | A job is booked for Dig and set within 2 business days while its 811 or BYDA record is missing, unresponded or past its plan expiry; or panels are booked the same day as the pour | Checks the locate record and the gap between the pour and the panels booking against your rules. | The job is flagged and held from Dig and set, and the office gets a message naming the job, the crew and the missing item. |
| Autopilot | A neighbour's fencing notice response date passes, a quote link is unopened for 5 days, or a neighbour's share invoice is 14 days overdue | Drafts the right chase for the right owner: the notice reminder with the proposed split, the quote follow-up with the options, or the share invoice reminder with the amount and pay link. | A drafted SMS or email per owner, waiting for a person to approve before it sends. |
| Dispatch agent | A job reaches Ready to dig (contract, deposit and locate complete, materials delivered) | Matches the job to a crew by distance, skills (pool glass, gate automation, rock breaking), auger on the truck and existing bookings, and keeps the curing gap before the panels day. | A proposed crew with a dig-and-set date and a linked panels date for the office to confirm. |
Straight answers
Fence contractors: FAQ
What software do fence contractors use?
Most use two kinds of tool. A fence-specific estimating tool such as Fence Cloud or ArcSite draws the fence and produces the material takeoff, and a field service tool such as Jobber, ServiceM8 or Simpro handles scheduling, crews and invoicing. Some run everything in one configurable platform such as Fieldproxy. The test is whether the measured run, dig-locate ticket, footing depths, neighbor's share and pool checks sit on one job record.
How deep should fence post holes be?
It depends on the product and soil. BlueScope's Colorbond guide gives 400 mm in rock, 600 mm in clay or firm earth and 900 mm in sand or loose fill, in 200 mm holes. The chain link industry spec is 24 in plus 3 in for each foot of fence over 4 ft, with a footing four times the post diameter. Local frost depth and wind can require deeper.
How do I work out how many fence posts I need?
Divide the run by the post spacing, round up to get panels or bays, then add one post for a straight run plus one for each corner and gate post. Say a 30 m Colorbond run at 2.365 m centres: 30 / 2.365 = 12.7, so 13 panels and 14 posts, and in clay about 28 bags of concrete at 2 bags a hole.
Who pays for a dividing fence?
In NSW the Dividing Fences Act 1991 makes neighbors generally liable for equal shares of a sufficient fence, after a fencing notice and one month to respond. California presumes equal responsibility but needs 30 days written notice with set contents. Texas has no such statute, so a neighbor only pays if they agreed to.
Do I need to call 811 or Before You Dig for a fence?
Yes. 811 lists fences as a project that needs a locate request first, and the wait varies by state. In Australia, lodge a free Before You Dig Australia enquiry before digging. Keep the ticket number on the job.
How high does a pool fence need to be?
In Australia, AS 1926.1 requires at least 1,200 mm on the outside face with gaps no more than 100 mm, and a latch at 1,500 mm unless shielded inside. In the US, CPSC guidelines and most codes based on the ISPSC call for at least 48 in, with a latch release under 54 in placed on the pool side.
Does a fence need a permit?
Often not, within limits. NSW exempt development allows side and rear fences up to 1.8 m and front fences up to 1.2 m, with exceptions for heritage and bushfire land. The model IRC exempts fences up to 7 ft from a building permit, but cities amend that and zoning or HOA limits still apply.
What rules apply to automatic gates?
In the US, gate operators are listed to UL 325, which requires at least two independent entrapment protection means per entrapment zone, warning signs and a separate pedestrian gate, and the gate itself should meet ASTM F2200. The American Fence Association's Certified Fence Contractor exam covers both.
What voids a Colorbond fence warranty?
BlueScope's warranty of up to 10 years needs an application and depends on installing more than 1 km from marine or industrial sources, installing to the guidelines and maintaining the fence. Soil or garden fill built up against the rails and posts causes corrosion, and touch-up paint is not recommended.
Can Fieldproxy handle subcontract fence crews?
Yes. Subcontractors use the Fieldproxy subcontractor portal to accept jobs, claim progress against line items such as each run and gate, and upload documents and photos, and the office sees the claim against what was quoted.
Related guides
All sources on this page (24)
- source: Goulburn Mulwaree Council, Pool fence requirements FAQ (NSW, PDF)
- source: US CPSC, Safety Barrier Guidelines for Residential Pools, Pub. 362 (PDF)
- source: Chain Link Fence Manufacturers Institute, Product Manual and guide spec (PDF)
- source: California Civil Code § 841 (FindLaw)
- source: Hunter's Hill Council, Dividing fences (NSW Dividing Fences Act 1991)
- source: Texas State Law Library, Fences and boundaries
- source: NSW Department of Planning, Fences as exempt development
- source: IRC R105.2 work exempt from permit (code commentary)
- source: NSW Government, Contracts for residential building work
- source: NSW Government, Fencing work licence
- source: 811 Before You Dig (Common Ground Alliance)
- source: Sydney Water, Find out before you dig (BYDA)
- source: SPASA Australia, pool fencing rules overview
- source: QBCC, Guide to pool safety for homeowners (PDF)
- source: City of Monash, swimming pool and spa FAQs (Victoria)
- source: Waterson, pool gate code summary (ISPSC 2024 table)
- source: DASMA TDS 353, Vehicular gate operators and UL 325 (PDF)
- source: American Wood Protection Association, information for homeowners
- source: BlueScope, COLORBOND steel fencing installation guide (PDF)
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