Import the priced bill
Multi-tab Excel tenders read properly, with collection sheets and rollups left out so nothing double-counts.
For UK contractor-side quantity surveyors
Your monthly commercial cycle, in one place
Valuations, variations and applications for payment on a single workflow, with the contract Bill of Quantities as the spine — instead of eleven spreadsheets that disagree with each other.
{ Built on JCT and NEC4 payment terms · hosted in the UK · audit trail retained 7 years }
CCertusQS
CTCroydon Town HallCRY-2025-014
- Dashboard
- Projects
- Commercial
- Valuations
- Variations12
- AfPs3
- Subcontractors
- Insight
- Reports
- Evidence
- Audit trail
Dashboard
Croydon Town Hall Refurbishment
Good morning, Sarah
You have 2 critical and 4 high-priority items requiring attention.
Active projects
8
10 in total
Pending approvals
17
Variations & valuations
Outstanding AfPs
£543k
Across 4 projects
Deadlines this week
2
Pay-less windows
My action items (6)
- CRITICAL
Pay Less Notice window closing — AFP-006
Applied £142,840 · no notice received
Wandsworth Mixed Use Scheme · Overdue by 7 days
- HIGH
Review 15 submitted variations awaiting assessment
Total submitted £231,154.50
Croydon Town Hall Refurbishment · This week
- HIGH
Draft Valuation 2 ready for internal review
Director approval required before AfP submission
Guildford Office HQ Cat A Fit-Out · 25 September
Recent activity
CVI-009 — Additional fire dampers, second floor
AGREEDAFP-001 — £22,913.77 applied for
SUBMITTEDCVI-007 — Drainage diversion, star rate
DRAFTEDVAL-006 — Certified at £198,400
CERTIFIEDCVI-006 — Curtain walling, elevations A–C
AGREED
Contract forms, payment terms and notice periods handled
- JCT DESIGN & BUILD 2024
- JCT STANDARD BUILDING
- NEC4 OPTION A
- NEC4 OPTION B
- JCT INTERMEDIATE
- NEC4 OPTION C
- JCT MINOR WORKS
- BESPOKE AMENDMENTS
- 0 days
- Month-end, down from four or five
- 0 min
- To capture a variation, on site
- 0%
- Of figures derived, not typed
- 0 yrs
- Audit retention, as required
The work, and the record of it
Built around what actually happens on a job
Instructions arrive on site. Money is agreed in a meeting. The application goes out on a date somebody has to hit.
Capture on site, in two minutes
Photograph attached at the moment of instruction, tags required so nothing gets lost before pricing.
Valuations that derive themselves
Retention, previously certified and contra-charges are calculated from the bill, never typed in.
Construction Act deadlines
Payment and pay-less windows computed from your contract terms, and counted down before they close.
An audit trail that holds up
Every entry hash-chained to the one before it, written in the same transaction as the change itself.
The reports a director asks for
Variation account, CVR, cumulative position and applied against certified, from the same underlying data.
Getting started
A real tender workbook, not a tidy CSV
Twelve sheets, merged headers, collection pages that restate section totals. Import those without thinking and your contract sum is wrong before anybody has priced a variation.
- Priced Bill sheets identified and counted
- Collections and summary rollups excluded, so nothing double-counts
- The bill locks on import — every change after that is a variation
Guildford-HQ-Tender-Pricing.xlsx
6 sheets found · 2.4 MB
- Summary…
- Preliminaries…
- Substructure…
- Superstructure…
- Collection…
- Finishes…
Ready to import
0 rollup sheets excluded, so nothing double-counts
0
Illustrative — sheet names and counts from a representative tender.
The monthly cycle
One cycle, four steps
The Bill of Quantities is the spine that holds them together. Nothing is re-keyed between one step and the next.
- STEP 01
Import the bill once
Upload the priced BoQ — CSV or a real multi-tab Excel tender. Collection rows and rollups are recognised and left out, so nothing double-counts. The bill then locks, and every change after that flows through a variation.
- STEP 02
Capture variations where they happen
On site, on a phone, in under two minutes — with the photo attached at the moment of instruction. Tags are required, so nothing gets lost.
- STEP 03
Build the valuation from real data
Enter progress against the bill. Variations, materials on site and prelims roll in automatically. Retention, previously certified and contra-charges are calculated, never typed.
- STEP 04
Send an application that looks the part
Submit, and the Application for Payment is generated: Construction Act compliant, with every notice deadline computed from your contract. Your brand on the document, not ours.
The dates that carry a penalty are the ones you should not be calculating
Under the Construction Act, a missed payment notice can make the sum applied for the sum due. CertusQS derives every notice window from your contract terms and counts them down, so the deadline arrives as a warning rather than a letter.
Payment notice due
4days remaining
Computed from the payment due date in your contract, not entered by hand. The pay-less window follows five days behind it.
Derived, not typed
Every figure traces back to something
A bill line, a variation, or a clause in the contract. Nothing in a valuation is a number somebody remembered.
Valuation 07
Guildford Office HQ · bill locked, figures derived
2.14Reinforced concrete to cores
£151,290
82%
3.02Structural steelwork, frame
£267,800
65%
5.11Curtain walling, elevations A–C
£107,500
40%
7.06Mechanical first fix
£87,724
91%
Gross valuation
Derived from 0 of 4 bill lines
£0
TraceableEvidence attached
The total is calculated from the lines above it, live on this page. Figures are illustrative.
09:41CVI
New variation
Client instructionAdditional worksLevel 2
Additional fire dampers to second floor risers, instructed on site by the CA.
CVI-024 captured
Price it later — the record exists now.
And the record that starts it, made on site
Photograph attached at the moment of instruction, tags required so nothing gets lost. Pricing waits for a desk; the record does not.
Security & trust
You are putting your commercial position into someone else’s software
Here is what that means in practice, stated plainly enough to check.
UK data residency
Your commercial data — the bill, the rates, the margin — is hosted in the UK. No production data leaves the UK, and no analytics profile your team.
An audit trail you can put in front of an adjudicator
Every action is attributed and timestamped, written in the same transaction as the change it describes. Entries are cryptographically chained, so altering history is detectable.
UK GDPR by design
Subject access and erasure are built in, not bolted on. Data minimisation throughout. A Data Processing Agreement is available before any production data is ingested.
Construction Act deadlines, computed
Payment notice and pay-less windows are derived from your contract terms and surfaced as countdowns. Missing one has consequences; the software should not let it happen quietly.
Nothing in this product is deleted. Evidence is superseded rather than removed, and a retracted variation stays in the register in its terminal state — because the record is the point.
Pricing
Being set with contractors, not at them
CertusQS is in early access with a small number of UK main contractors.
Early access
By arrangement
- Full monthly commercial cycle, unlimited projects
- Direct line to the team building it
- Your feedback shapes what ships next
- UK hosting and a signed DPA from day one
Early access
Request early access
Tell us who you are and we will be in touch. No newsletter, no drip sequence — a real conversation about whether this fits how your team works.