Grove Mechanical Services is a family-run mechanical engineering specialist based in Toomebridge, Northern Ireland. Since its founding in 2006, the company has grown into a leading contractor operating across Northern Ireland, the UK, Ireland, and Europe.
Their expertise spans design, installation, testing, and commissioning of mechanical systems – covering LPHW/MPHW heating, heat recovery, chilled and process water, and offsite prefabrication solutions.
Before Payapps, the commercial team juggled spreadsheets to manage and track applications for payment and insurance documents. Version control was fragile: one overwritten cell could throw off cashflow forecasts, and locating a supporting document meant trawling through email chains. Deadlines for interim and final accounts were buried in static trackers, so a missed notice or late submission was a risk to both compliance and client trust.
As the business grew, more projects meant a surge in monthly applications, each with its own key dates, amendments, and insurance requirements. Manual processes started to become more difficult – deadlines were harder to spot, and the team worried about breaching contract terms by forgetting to issue final account statements.
Having used Payapps to submit their own applications for payment to Designer Group, Vaughan Engineering, and Stothers (M&E), Grove Mechanical Services found instant time-savings in the intuitive interface, built-in reminders, and single repository for all project documentation. The team quickly determined that this smarter technology could be used to manage applications from their own subcontractors.
Grove Mechanical Services rolled Payapps out across every project – upstream (to main contractors, even in cases where these clients didn’t use Payapps themselves) and downstream (to subcontractors). Centralising all applications for payment in one workspace has delivered three big wins:
- Consistency and Compliance – Standard templates and automated prompts ensure application for payment submissions meet contractual requirements every time, dramatically reducing time spent trying to understand the data that’s been submitted, and minimising the risk of adjudication or withheld payments.
- Transparency and Accountability – Real-time dashboards show exactly what’s been applied for, certified, or paid. Managers can spot bottlenecks early and evidence their decisions with an audit trail.
- Efficiency and Time Savings – No more chasing spreadsheets or digging through email inboxes. Team members estimate they’ve cut the admin time per application by 50%, freeing QSs and finance staff to focus on higher-value tasks.
Mark Hesketh, Commercial Manager, says, “This move supports our commitment to work smarter and stay ahead as we grow. Deadlines no longer slip through the cracks, and all documentation lives in one accessible location where all stakeholders – internal and external – can appreciate clearer communication and faster approvals.”
With Payapps delivering both operational efficiency and peace of mind, Grove Mechanical Services is now positioned to scale confidently, knowing its payment processes are as robust as its project delivery.
If you would like to learn more about Payapps, request a free demo or a brochure today.
