From Project Setup to Getting Paid in 5 Steps

Set up your project once, then submit payment applications in minutes instead of hours. Here's how.

Step 1: Set Up Your Project

Create your master valuation schedule. Define phases, tasks, quantities, and rates. This becomes your single source of truth for every payment application on the project.

• Import from existing spreadsheets or start fresh
• Organize work into phases and tasks
• Set quantities, unit rates, and total values
• Define default retention percentages

Step 2: Track Work Completion

Update completion percentages as you finish work on site. BuildQS won't let you go below previous values or above 100%. Cumulative values update automatically.

• Enter completion percentages per task
• Built-in validation prevents mistakes
• See cumulative values in real-time
• Compare against previous applications

Step 3: Create Payment Application

Create a new application and BuildQS calculates everything. This period's value, cumulative amounts, retention deductions, and the amount due. No formulas to check.

• Automatic calculation of this period's value
• Retention automatically deducted
• Clear breakdown of amounts due
• Override retention for specific applications

Step 4: Submit & Get Approval

Submit your application and track it from Draft to Submitted to Approved. Add notes, record dates, and keep a clear audit trail.

• Status workflow: Draft, Submitted, Approved, Paid
• Track submission and approval dates
• Add notes and comments
• Role-based approvals for teams

Step 5: Get Paid & Track Retention

Export to Xero as a draft invoice. Track when payment lands and mark it as Paid. BuildQS tracks all retention held and reminds you when it's due for release.

• Export to accounting software (Xero integrated)
• Automatic invoice creation
• Track retention held and release dates
• Cash flow forecasting included

What Changes When You Switch from Spreadsheets

• Save Hours Every Month - What used to take half a day per application now takes 20 minutes.
• Eliminate Errors - Built-in validation and automatic calculations. No broken formulas, no under-claims, no costly mistakes.
• Prevent Disputes - Every change is logged. Every calculation is validated. Fewer queries from the client, fewer delays.
• Improve Cash Flow - Professional applications with accurate figures get approved faster.
• Retention Tracking - See all retention held across every project. Get reminded before release dates.
• Cash Flow Forecasting - See what's coming in from applications and retention releases.
• Accounting Integrations - One click to create a draft invoice in Xero. Retention invoices included.

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