Every site with its own costs
Bills of quantities, purchasing, subcontractors, labour and machine hours and progress billing are kept in one place. Management sees where a project stands while there is still time to act.
Construction
Site Bili Brig
- Bill of quantities and quote412 cost items, quote sent
- ContractContract €2.4M, 18 months
- PurchasingConcrete and rebar ordered
- SiteSite log: 11 workers, slab pour
- SubcontractorsFacade crew, 60% of contract done
- Costs38% of budget spent
- Progress billingProgress claim 6 sent to supervisor
- HandoverHandover and final account
Where it gets stuck
Each of these problems is the same thing: data doesn’t get from one place to the other, so someone carries it by hand.
- SiteBudget
Connection brokenProject cost visible every week
Project cost shows up at the end
Materials, labour, machines and subcontractors are booked in different places. What a site really cost is known only after the final account.
- Paper timesheetHours tally
Connection brokenHours entered by phone on site
Hours are collected on paper
At the end of the week site managers send in lists of workers and machines. Some of it is retyped, some reconstructed from memory.
- Quantities doneProgress bill
Connection brokenBill built from the site log and cost items
Progress bills are built by hand
Completed quantities are checked against the bill of quantities in spreadsheets. Interim bills run late and deviations from the contract are found too late.
- SubcontractorProject
Connection brokenSubcontractors log work in the same project
Subcontractors sit outside the system
Subcontractor contracts, completed works and their bills live in e-mail and binders. It is hard to say how much has been paid and how much is still owed.
What the flow looks like in the system
An example flow. We adapt the steps to how your company actually works.
01 Bill of quantities and quote
The bill of quantities is imported or built in the system with unit rates and labour standards. It becomes the quote and later the project budget.
02 Contract
The signed contract turns the quote into a project with deadlines, items and agreed amounts. Variations and extra works are kept under the same project.
03 Purchasing
Materials and equipment hire are tied to the site and the bill item. You see what was ordered, delivered and paid.
04 Site
The site manager keeps the site diary, labour and machine hours and photos on a phone. Data arrives the same day, not at month-end.
05 Subcontractors
Subcontractor contracts, their completed quantities and bills are tracked against the project. You know what has been paid and what remains.
06 Costs
Every cost is grouped by site and bill item. Planned and actual can be compared at any time.
07 Progress billing
Interim and final bills are built from completed quantities. Deviations from the bill of quantities are visible before anything goes to the client.
08 Handover
The final account, handover and documentation close the project. Actual costs remain as a basis for the next quote.
What the system usually includes
Every module works with the same data. It plugs into the system instead of living as a separate program.
Bill of quantities and project budget
The bill of quantities as the basis for the quote, contract and cost tracking. Every cost knows which item it belongs to.
Site diary on a phone
Site diary, labour and machine hours, photos and notes. Entered on a phone, on site.
Subcontractors and purchasing
Contracts, orders, completed works and payments per subcontractor and supplier.
Progress billing and final account
Interim and final bills from completed quantities, with deviations from the contract in view.
Frequently asked questions
We run several sites at once. How are costs kept apart?
Every entry, from labour hours to supplier invoices, is tied to a site and, where needed, a bill item. The per-project overview then builds itself, with no manual sorting.
Will our site managers actually use the system on a phone?
Only if it saves them time. That’s why we keep the phone screens short and first walk through how site managers keep the diary and hours today, before drawing a single screen.
Can we keep preparing bills of quantities in our own spreadsheets?
Yes. The system can import a bill of quantities from the spreadsheet you already use. What changes is not how you prepare it, but what happens to it after the contract is signed.
Show us how you track a single site today.
Send us a short description of your process and the problems you want to solve.