Frequently Asked Questions

Common questions about BuildQS, pricing, features, and support.

What is BuildQS?

BuildQS is payment application and retention tracking software built specifically for construction subcontractors operating in the UK. It replaces error-prone spreadsheets with automatic calculations, real-time validation, and structured retention tracking so you get paid accurately and on time. The platform handles the entire payment application workflow, from building your master valuation schedule through to generating professional payment applications that comply with the Housing Grants, Construction and Regeneration Act 1996 (the Construction Act). You can track work completion by phase and task, apply retention deductions automatically, forecast cash flow across multiple projects, and export data to Xero accounting software on Professional plans and above. BuildQS is developed by Construgantt Ltd, part of the Prevail Accountancy group, and founded by a chartered management accountant with over 20 years of experience working with construction subcontractors. Plans start from £49 per month plus VAT.

How do I start my free trial?

Click the Start Free 30-Day Trial button on our homepage and create an account using your email address. No credit card is required to begin your trial, and there is no obligation to continue after the 30 days. During the trial period you get full access to all BuildQS features, including project setup, payment application generation, retention tracking, team invitations, and PDF export. This lets you evaluate the software with your real project data before committing to a paid subscription. Once your trial ends you can choose from four pricing tiers — Starter at £49 per month, Professional at £89 per month, Business at £149 per month, or Firm at £249 per month — all prices exclusive of VAT. If you need more time to evaluate the platform or have questions during your trial, contact our support team at support@buildqs.com and we will be happy to help.

Can I import my existing project data?

Yes, you can enter your existing projects, phases, and tasks directly into BuildQS by creating a new project and adding your valuation schedule manually. The platform is designed so that setting up a project is straightforward — you enter your phases, tasks, quantities, and rates, and BuildQS handles all the calculations from that point forward. If you have an existing project partway through, you can enter your cumulative completion figures to date so the system picks up where your spreadsheets left off. For subcontractors migrating large datasets or multiple projects simultaneously, our support team can assist with the transition. Simply email support@buildqs.com with details of what you need to migrate and we will help you get everything set up. Most users find they can recreate their existing project structure in BuildQS within 15 to 30 minutes per project.

How long does it take to set up a project?

Most users can set up their first project in under 15 minutes. The process involves three steps: create a project with your contract details, build your master valuation schedule by adding phases and tasks with their quantities and rates, and then you are ready to start tracking work completion and generating payment applications. For a typical subcontract with 10 to 20 line items the setup takes around 10 minutes. Larger contracts with more detailed schedules may take a little longer, but the interface is designed to make data entry fast and intuitive. You do not need any training to get started, though our Help Centre contains video tutorials if you want a guided walkthrough. Once your project is set up, generating each subsequent payment application takes just a few minutes — you simply update your completion percentages and BuildQS calculates everything else automatically, including retention deductions and cumulative totals.

What are the subscription tiers?

BuildQS offers four subscription tiers designed to match different business sizes. Starter costs £49 per month and includes up to 2 active projects and 2 user seats, making it ideal for sole traders and individual subcontractors. Professional costs £89 per month and supports up to 5 active projects with unlimited users, plus Xero accounting integration for seamless invoicing. Business costs £149 per month and accommodates up to 15 active projects with bulk export capabilities for established subcontracting firms managing a larger portfolio of work. Firm costs £249 per month and provides unlimited projects and full platform access for larger organisations. All prices are exclusive of VAT at 20 percent. Every tier includes core features such as automatic payment application calculations, retention tracking, PDF export, and team collaboration. You can start with a free 30-day trial on any tier and upgrade or downgrade at any time from your Settings page.

Is VAT included in the prices?

No, all prices displayed on the BuildQS website and within the application are exclusive of VAT. VAT at the standard UK rate of 20 percent is added at checkout when you subscribe. This means the Starter plan at £49 per month becomes £58.80 including VAT, Professional at £89 per month becomes £106.80 including VAT, Business at £149 per month becomes £178.80 including VAT, and Firm at £249 per month becomes £298.80 including VAT. We display prices exclusive of VAT because this is standard practice for business-to-business software in the UK and matches how most construction subcontractors are accustomed to seeing pricing. Your Stripe receipt and invoice will show the VAT amount separately, which you can use for your own VAT reclaim. If you have questions about billing or need a VAT invoice for a specific period, contact us at support@buildqs.com.

Can I upgrade or downgrade my plan?

Yes, you can change your subscription tier at any time from your Settings page within BuildQS. Upgrades take effect immediately, giving you instant access to more projects, user seats, and features such as accounting app integrations on the Professional plan and above. When you upgrade mid-billing cycle, you are charged a prorated amount for the remainder of the current period. Downgrades take effect at the end of your current billing period, so you retain access to your current tier's features until your next renewal date. Before downgrading, check that your active project count and user seats fall within the limits of your target tier — for example, Starter supports up to 2 projects and 2 users, while Professional supports up to 5 projects with unlimited users. If you need help deciding which tier suits your business, contact our support team at support@buildqs.com for guidance.

What payment methods do you accept?

We accept all major credit and debit cards through our secure payment processor, Stripe. This includes Visa, Mastercard, and American Express. Stripe is a PCI-DSS Level 1 certified payment provider, which is the highest level of payment security certification available, so your card details are handled with industry-leading protection. BuildQS never stores your full card number on our servers — all payment information is managed securely by Stripe. When you subscribe, you enter your card details on a Stripe-hosted checkout page, and subsequent monthly charges are processed automatically. You will receive email receipts from Stripe for each payment, which include a full VAT breakdown suitable for your business records. If your card is declined or expires, Stripe will notify you and retry the payment according to their standard schedule. If you need to update your payment method or have billing queries, you can manage your subscription from the Settings page or contact us at support@buildqs.com.

What calculations does BuildQS automate?

BuildQS automates every calculation involved in producing a construction payment application. This includes work completion values based on your quantities and rates, retention deductions calculated at both the project and individual application level, cumulative totals and current-period values, the net amount due after retention, and retention release amounts based on your configured schedule. The platform supports multiple retention release schedules including 6+6 (where 50 percent of retention is released at 6 months and the remaining 50 percent at 12 months), straight 12-month release (100 percent at 12 months), and custom schedules to match your specific contract terms. All figures are calculated in GBP and updated in real time as you adjust completion percentages. This eliminates the formula errors that are common in spreadsheet-based payment applications, where a single broken cell reference can result in under-claiming thousands of pounds. Every calculation is auditable and traceable back to your master valuation schedule.

How does retention tracking work?

You set a retention percentage at the project level when creating your project, typically between 3 and 5 percent as is standard in UK construction contracts. BuildQS then automatically deducts the appropriate retention amount from each payment application you generate, tracking both the current deduction and the cumulative retention held to date. The platform monitors when retention is due for release based on the schedule you configure for each project. BuildQS supports several common retention release structures: 6+6 schedules where half the retention is released at 6 months after practical completion and the remainder at 12 months, straight 12-month schedules where the full amount is released at 12 months, and custom schedules to match specific contract terms. You can view your total retention held across all projects from your dashboard, giving you clear visibility of money owed to you. This is particularly valuable for subcontractors managing multiple contracts, where retention sums can represent significant working capital.

What accounting integrations does BuildQS support?

BuildQS connects to accounting apps including Xero, Sage, and QuickBooks Online, so payment applications can be exported as draft invoices without manual re-entry. This feature is available on Professional plans (£89 per month) and above. Once connected, you can push a completed payment application to your accounting provider with a single click, and BuildQS handles contact matching, amounts, and provider-specific tracking where configured. This eliminates double-handling of financial data between your payment application software and your accounting system, reducing errors and saving time.

Can multiple team members access the same projects?

Yes, you can invite team members to your BuildQS account and assign them to specific projects with different permission levels. There are three roles available: Admin, which grants full access to all projects, settings, billing, and user management; Project Manager, which provides operational access to create and edit projects, generate payment applications, and update completion figures; and Viewer, which offers read-only access for stakeholders who need to review payment applications without making changes. The Starter plan includes 2 user seats, while Professional, Business, and Firm plans support unlimited team members. Invitations are sent by email and each user creates their own login with individual credentials, so you maintain a clear audit trail of who made which changes. This structure is designed for how subcontracting businesses actually work — the quantity surveyor prepares the application, the contracts manager reviews it, and the finance team exports it to the connected accounting app. You can add or remove team members at any time from your Settings page.

Does BuildQS work on mobile devices?

Yes, BuildQS is a fully responsive web application that works on tablets, smartphones, and desktop computers. You can access the platform from any modern web browser including Chrome, Safari, Firefox, and Edge, with no app download required. This means you can review project progress, check retention figures, or update work completion percentages directly from site using your phone or tablet. The interface adapts automatically to your screen size, so tables, forms, and navigation remain usable on smaller displays. While the full project setup and payment application workflow is most comfortable on a desktop or laptop, the mobile experience is designed to support the on-site tasks that subcontractors perform regularly — checking what has been claimed to date, reviewing task quantities, and updating completion percentages as work progresses. Because BuildQS runs in the browser, your data syncs automatically across all your devices. There is nothing to install or update on your phone.

Is my data secure?

Yes, we take data security seriously and implement multiple layers of protection. All data transmitted between your browser and our servers is encrypted using TLS 1.3, the latest transport layer security protocol. Data stored on our servers is encrypted at rest using AES-256 encryption, which is the same standard used by banks and government agencies. We enforce secure authentication on all accounts and implement rate limiting to protect against brute-force attacks. BuildQS supports two-factor authentication via authenticator app (TOTP) or email verification, adding an extra layer of protection to your account. Our infrastructure is monitored continuously, and we maintain regular security reviews. We are a UK-registered company (Construgantt Ltd, Company No. 15297281), which means we are subject to UK data protection law and GDPR requirements. Your project data, financial information, and personal details are treated with the highest standard of care throughout the platform.

Where is my data stored?

Your data is stored in secure, professionally managed data centres with enterprise-grade physical and network security. We maintain regular automated backups to ensure your data can be recovered in the event of any infrastructure issue, and we have disaster recovery procedures in place that are tested periodically. As a UK-registered company operating under GDPR, we are committed to handling your data in compliance with UK and EU data protection regulations. Our hosting infrastructure uses encrypted storage volumes so your project data, payment application history, and retention records are protected at rest as well as in transit. We do not share your data with third parties except where strictly necessary to provide the service — for example, Stripe processes your payment card details, and Xero receives invoice data only when you explicitly initiate an export. You can export a complete copy of all your data at any time from the Settings page within BuildQS, giving you full control and portability.

Are you GDPR compliant?

Yes, BuildQS is fully GDPR compliant. As a product of Construgantt Ltd, a UK-registered company (Company No. 15297281), we are legally required to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. In practical terms, this means you can export all your data at any time from the Settings page in your BuildQS account, giving you full data portability. You have the right to request deletion of your personal data and account information by contacting us at support@buildqs.com. We only collect and process data that is necessary to provide the service, and we do not sell or share your personal information with third parties for marketing purposes. Our Privacy Policy, accessible from the footer of every page on buildqs.com, explains in detail what data we collect, how we use it, your rights as a data subject, and how to exercise those rights. We respond to all data subject requests promptly.

Can I enable two-factor authentication?

Yes, two-factor authentication (2FA) is available for all BuildQS accounts and can be enabled from your Settings page. You have two options: an authenticator app using the TOTP (Time-based One-Time Password) standard, which works with apps such as Google Authenticator, Microsoft Authenticator, or Authy; or email-based verification, where a one-time code is sent to your registered email address each time you log in. We recommend using an authenticator app for the strongest protection, as it does not depend on email delivery and generates codes locally on your device. Once 2FA is enabled, you will be prompted to enter a verification code after your password each time you sign in. This significantly reduces the risk of unauthorised access, even if your password is compromised. Enabling 2FA is particularly important for accounts with Admin-level access, where a breach could expose sensitive financial data across all your projects. All team members can enable 2FA independently on their own accounts.

Who can see my project data?

Only you and the team members you explicitly invite can see your project data within BuildQS. Each user must authenticate with their own credentials, and access is controlled by the permission level you assign — Admin, Project Manager, or Viewer. No other BuildQS customer can see your projects, financial figures, or retention records. Our support team does not have routine access to your project data. If you need technical assistance that requires our team to view your account, you must explicitly grant support access permission from your Settings page, and you can revoke it at any time. This permission-based approach means you remain in full control of who sees your commercial information. We understand that payment application data is commercially sensitive — it contains contract values, retention held, and cash flow details that subcontractors rightly want to keep confidential. BuildQS is designed with this sensitivity in mind, ensuring your data is isolated and protected at every level of the platform.

How do I get help?

You can get help in several ways depending on the urgency and nature of your question. The quickest option is the AI support chat built into BuildQS, which is available around the clock and can answer most common questions about features, setup, and troubleshooting instantly. For questions the AI cannot resolve, or if you prefer to speak to a person, you can email our support team directly at support@buildqs.com. Our human support team typically responds within a few hours during business days, not days or weeks. You can also access the Help Centre from the main navigation menu inside the app, where you will find video tutorials, step-by-step guides, and articles covering common workflows such as setting up projects, generating payment applications, configuring retention schedules, and connecting Xero. Because BuildQS is developed by accountants who work with construction subcontractors, our support team understands the context behind your questions and can provide practical, industry-relevant guidance.

What are your support hours?

Our AI support chat is available 24 hours a day, 7 days a week, providing instant answers to common questions about using BuildQS at any time, including evenings and weekends when you might be preparing payment applications. For human support, our team is available Monday to Friday, 9am to 5pm UK time. During these hours you can reach us by email at support@buildqs.com, and we aim to respond within a few hours. We prioritise quick responses because we understand that payment applications are time-sensitive — missing a submission deadline under the Construction Act can delay your payment by an entire valuation cycle. If you contact us outside of business hours, your message will be queued and addressed first thing on the next working day. Our support team is based within the Prevail Accountancy group, so the people helping you have direct knowledge of construction accounting, subcontractor finance, and the specific challenges you face with valuations, retention, and cash flow management.

Do you offer training?

Yes, although most users are up and running in under 15 minutes without any formal training. BuildQS is designed to be intuitive for anyone familiar with construction payment applications and valuation schedules. The Help Centre, accessible from the app menu, contains video tutorials and step-by-step guides covering all core workflows including project setup, building a master valuation schedule, generating payment applications, configuring retention schedules, inviting team members, and exporting to Xero. If you prefer a guided walkthrough, our support team can arrange a one-to-one session to help you set up your first project and understand the platform. This is particularly helpful for teams migrating from spreadsheets who want to ensure their existing project data is transferred correctly. Simply email support@buildqs.com to arrange a session. Because our team includes chartered accountants who specialise in construction subcontractor finance, the training goes beyond software mechanics — we can advise on best practices for structuring your valuation schedules and managing retention effectively.

Who is behind BuildQS?

BuildQS is developed by Construgantt Ltd, a UK-registered software company that is part of the Prevail Accountancy group. The company was founded by Katarzyna Machalinski FCMA, a Fellow of the Chartered Institute of Management Accountants with over 20 years of experience working directly with construction subcontractors on their financial operations. This background means BuildQS was designed by someone who has spent decades preparing, reviewing, and advising on payment applications, valuations, and retention — not by a generic software company guessing at what the construction industry needs. The Prevail Accountancy group provides specialist accounting and advisory services to the construction sector, giving the BuildQS team ongoing insight into the real challenges subcontractors face with cash flow, compliance, and getting paid on time. Construgantt Ltd is registered in England and Wales with Company No. 15297281. If you want to learn more about the team, visit our About page at buildqs.com/about.

What is Construgantt Ltd?

Construgantt Ltd (Company No. 15297281) is a UK-registered software company specialising in construction finance solutions. The company is registered in England and Wales and operates as part of the Prevail Accountancy group, which provides specialist accounting, tax, and advisory services to the construction industry. Construgantt Ltd was established specifically to develop BuildQS, bringing together deep construction accounting expertise with modern software development to solve the persistent problems subcontractors face with payment applications, retention tracking, and cash flow visibility. The company is led by Katarzyna Machalinski FCMA, whose professional background as a chartered management accountant working with construction subcontractors directly informed the design and functionality of the platform. Being part of an established accountancy practice means Construgantt Ltd has access to ongoing real-world feedback from subcontractors, ensuring that BuildQS continues to evolve based on actual industry needs rather than theoretical assumptions. You can verify our company registration on the Companies House website.

Can I request new features?

Yes, we actively welcome feature requests from our users. You can submit suggestions by emailing support@buildqs.com or by using the feedback option available within the BuildQS app. Every request is reviewed by our product team, and many of the features currently in BuildQS were built directly in response to user feedback. Because our team works closely with construction subcontractors through the Prevail Accountancy group, we have a strong understanding of which features will deliver genuine practical value and prioritise accordingly. When you submit a feature request, it helps to include context about your specific use case — for example, what you are trying to achieve, which part of the payment application process it relates to, and how many of your projects would benefit. This helps us assess the impact and priority accurately. We cannot guarantee every request will be implemented, but we are committed to continuously improving the platform based on what UK construction subcontractors actually need in their daily operations.

Still have questions? Contact us at support@buildqs.com.