For many years, spreadsheets have been the most commonly used method of inputting and recording application for payment data. However, this brings with it substantial risks, such as inconsistently named spreadsheets getting lost in email inboxes or files not including all required information.
In fact, not having fast access to applications for payment data can cause major challenges for contractors and subcontractors – ranging from project delays to non-compliance and financial limitations. This may then go some way to explaining why the UK construction industry saw just under another 4,000 construction firms going insolvent between October 2024 and September 2025.
Conversely, utilising advancements in technology, such as Payapps automated software, can offer a stress-free, more efficient, and simpler solution.
The challenge of missing files and accessibility issues
Spreadsheets can often be inconsistently named – increasing the likelihood of them getting lost in email inboxes and numerous filing systems. As a result, contractors and subcontractors spend hours of time hunting for them – time that could be better served on core business activities.
Similarly, applications for payment can often sit in a quantity surveyor’s inbox until they make the assessment, meaning nobody else knows what’s come in.
Even when found, spreadsheets can also be missing required information. Consequently, supporting documentation, proof of records, and email exchanges may then need to be sourced, increasing the likelihood of project delays.
Indeed, not accessing the needed information in a timely manner means a risk of not meeting payment notice deadlines – which could leave contractors or subcontractors non-compliant.
Helping to remain compliant and avoid missing deadlines
Offering real-time visibility as soon as a subcontractor submits an application for payment, Payapps automated software makes it quick and easy to track and monitor payments. This avoids them sitting in a quantity surveyor’s inbox and nobody else knowing they are there.
Furthermore, as Payapps is cloud-based, it enables secure access to data and information from any device, any location and at any time – meaning it’s convenient for any contractors and their subcontractors.
Able to support multiple projects in a single account and hosting all payment applications in one location, along with relevant documentation, Payapps software automates subcontractor payment processing and offers a centralised, single version of the truth that’s easy to source.
Remaining compliant with the UK Construction Act is absolutely crucial, and Payapps’ built-in reminders will ensure that contractors and subcontractors never miss a deadline.
The fast and efficient monitoring and tracking of payments, as well as the immediate access to supporting information, means a substantial reduction in the amount of administration time for contractors and subcontractors.
This is highlighted by a quantity surveyor’s survey, undertaken by Payapps in 2024, that revealed the average time spent carrying out administrative tasks per week – with software users identifying improved productivity and less wasted time. Indeed, 35% of Payapps users revealed they were only spending a maximum of five hours on manual administration per week, compared to just 24% of non-Payapps users.
With construction demand expected to increase in the coming years, contractors and subcontractors will be keen to reduce the chances of project delays and wasted administration time by eliminating the possibility of lost or inconsistently named application for payment data.
As a secure cloud-based system, Payapps automated software streamlines the application for payment process and minimises the risk of missed deadlines, while making it quick, simple, and painless to track and monitor payments without the need for spreadsheets.
