The month’s work is already recorded. The quantities backup still gets built by hand.
Every line of a progress payment has to be backed up: how much of each item was done, in the period, and with what evidence. That is already in the crew’s forms, and still somebody types it again on the 3rd. PAIR builds the backup from those records.
What breaks when building the month’s backup
- The crew wrote metres, units and hours in their daily report. At month end somebody writes those same figures again in a spreadsheet, item by item, reading papers from three weeks back.
- The sum adds up to itself and work is still missing: the bottom two rows of a form with several sections that nobody counted, or the item written «M-14» where the contract says «M-014». Nothing warns, because the file comes out arithmetically perfect.
- When the client returns the sheet with a lower quantity, answering where they cut you, by how much and with which records it is argued costs another whole day.
Five things that change at month-end close
- 01
The bill of quantities comes in pasted from your Excel
- Today
- The contract administrator copies the bill of quantities by hand into every new spreadsheet.
- With PAIR
- The items with their code, their unit and the contracted quantity if the contract sets one. And a list of objections stated on pasting and not a month later: the repeated code and the line without a code stay out; the line without a unit of measure comes in anyway and is flagged, so the work charged to it does not vanish from the backup.
- 02
The quantity is declared where the work was done
- Today
- The crew writes the quantity on paper, and the item is written however each person remembers it.
- With PAIR
- Every quantity tied to its contract item and its record, with the fill date. Three sections written on the same form count as three and not as one.
- 03
The month comes out with contracted, previous, period and cumulative
- Today
- The contract administrator retypes the month’s figures, item by item.
- With PAIR
- The Excel with the figures as numbers —so the column can be summed—, the same content as PDF and CSV, and the lines that were left out written inside the file itself.
- 04
What cannot be billed does not slip into the total
- Today
- Nobody checks it: what was rejected and what is illegible get added to the spreadsheet anyway.
- With PAIR
- What was rejected at approval, out and declared. An «approx 3» counted as illegible and not as zero. And the warning, on screen and in the file, if the month falls outside the contract term.
- 05
The sheet the client returns, crossed against yours
- Today
- The contract administrator compares the two spreadsheets by hand, row by row.
- With PAIR
- Where they cut and by how much, ordered by the largest cut, with the records that added up to each cut quantity inside the file you take to the meeting.
What you start with
- Contract bill of quantities, pasted from your Excel
- Daily progress report, with item and quantity
- Period quantities backup, as Excel, PDF or CSV
And many more, built around your operation. Ask us.
Demo
Bring us your bill of quantities and a daily report
The bill of quantities of one of your contracts and the form the crew uses to note progress: in thirty minutes you see the month’s backup coming out as Excel, with what was left out written inside.
- Would you rather look at the plans first? See pricing.