TradeFlo
Valuations and payment applications
Claim what was done, with the record behind every line.
The site measures progress. The office builds the application from a sheet that has not caught up with site. We set it up from the site record, checked before it goes.
Who sends what, and where it waits
The site records progress as measures, photos and a site diary or daily log.
The quantity surveyor or estimator builds the valuation in a sheet. Approved variations (change orders) are added by hand.
The application goes out. A line that does not match the site record gets queried, and payment waits.
From site measure to the application
We trace how progress and approved variations reach the valuation sheet. Each line links back to the record it came from.
Site to Office
Measures and photos, sent when someone has time.
Contracts manager to Valuation sheet
Signed variations, added by hand.
Office to Commercial lead
A draft application, checked line by line against the site.
You receive: A draft application, each line linked to its site record
The application, line by line
The AI reads the measures, photos and signed variations from your shared Microsoft 365 folders, or from Procore if your firm uses it. It drafts each line of the application and links it to the record behind it. A line with no matching record is flagged for your quantity surveyor before the draft goes further.
Payment application: draft for checking
- Groundworks
- Complete
- Site diary or daily log and photos
- Blockwork, level 2
- Part complete
- Measure sheet, revision C
- Variation V-014
- Signed
- Signed notice
- Variation V-016
- Held back: not signed yet
- Notice awaiting signature
Not claimed until the notice is signed
Status: awaiting commercial lead approval
What is agreed before we build
A recent valuation and the site records behind it
The sheet or software your quantity surveyor uses now
Where the signed variations are kept
Who approves each application before it goes
Who is told when a line has no matching record
Your commercial lead approves it.
Your commercial lead checks each line against the site record. The application goes to the client by your normal route, only after approval.
Before you start
Does this change our payment terms or contract?
No. Your contract and payment terms stay as they are. The workflow prepares the draft; your team decides what is claimed.
What if a line has no site record?
It stays in the draft, flagged. Your quantity surveyor decides whether to claim it.
Is this quantity surveyor software?
No. Your quantity surveyor keeps the sheet or software they use now, and the workflow drafts each line from the site record. If that software has no connection, the workflow reads its exports instead.
Who sends the application to the client?
Your commercial lead, by your normal route, after approval. The workflow never sends it.
Bring your latest application.
Send a recent valuation and its site records. We will show you which lines trace back to site.
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