<p>Finalists in the 2023 Growth Business of the Year Awards (Lloyds Bank British Business Excellence Awards), Sweet Projects design, construct and manage built environments around the specialist needs of the Data, Defence and Energy sectors.</p>
<p>The&nbsp;team&rsquo;s wealth of experience and expertise, alongside close working relationships with all project stakeholders, ensures each project is meticulously planned and executed with precision.</p>
<p>Innovation lies at the heart of Sweet Project&rsquo;s approach, as they constantly seek out the latest advancements in construction technology, materials and methodologies in order to push the boundaries of what is possible. This applies not only on site, but in the back office too, where Sweet Projects have introduced a more streamlined process for managing their supply chain&rsquo;s applications for payment. Michael Ash, Supply Chain Manager, explains:</p>
<p class="MsoNormal">&ldquo;We became interested in Payapps because we recognised the opportunity to streamline our approval of applications for payment. Managing valuations using spreadsheets has become outdated, so it made sense to remove our reliance on these and instead use a single platform in which we could more easily collaborate with our supply chain. The standardisation this has offered for our contract payment terms and application periods has considerably eased what was previously a tricky schedule to manage.&rdquo;&nbsp;</p>

Sweet Projects have introduced a more streamlined process for managing applications for payment

Sweet Projects Holdings Ltd introduces innovative technology for their approval of applications for payment

<p><iframe title="YouTube video player" src="https://www.youtube.com/embed/KhVBFZ64gx0?si=lcRj-Yz6UsuLm7Fr" width="560" height="315" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" allowfullscreen="allowfullscreen"></iframe></p>
<p>As a specialist interior fit-out and refurbishment contractor in the Commercial Offices, Hotels, Leisure, Retail, and Luxury Residential sectors, Corley + Woolley aspires to be the contractor and employer of choice, renowned for its people, passion, and performance.&nbsp;</p>
<p>Corley + Woolley strives for a collaborative approach with their customers throughout the process, from suppliers through to the design team and client. With the help of Payapps, their relationships with all parties support the management of their supply chain <a href="https://www.payapps.com/uk/main-contractors" target="_blank" rel="noopener">applications for payment</a>.&nbsp;</p>
<p>Watch the video to hear from Daniel Eist, Corley + Wooley's Finance Assistant, as he explains how Payapps has:</p>
<ul>
<li>Helped shift from a traditional spreadsheet and manual paper-based process for managing applications for payment, to a more thorough, automated process across all projects, eliminating the risk of something being missed.</li>
<li>Brought all information into one place, providing more control, transparency, and visibility of payments for their subcontractors.</li>
<li>Provided great response to queries through Payapps' in-app chat and support team.&nbsp;</li>
</ul>
<p>To learn more about how Payapps can help your fit-out business and subcontractors, <a href="https://www.payapps.com/uk/request-demo" target="_blank" rel="noopener">request an online demo today</a>.</p>

Payapps in discussion with Corley + Woolley

<p><video controls="controls" width="640" height="385"><source src="https://payapps-prod.directus.app/assets/730b0fe2-8b23-4972-9e79-ac81781332be" type="video/mp4"></video></p>
<p class="MsoNormal" style="margin-bottom: 18.75pt; line-height: normal; background: white;"><span style="font-family: 'Arial',sans-serif; color: black; mso-color-alt: windowtext; letter-spacing: .2pt; background: white;">Undertaking the full range of M&amp;E building services engineering specialisms, </span><span style="font-family: 'Arial',sans-serif; mso-fareast-font-family: 'Times New Roman'; color: #273461; letter-spacing: .2pt; mso-fareast-language: EN-GB;">Michael J Lonsdale (MJL) is the M&amp;E contracting division of the Michael Lonsdale Group. With project values ranging from &pound;4 million to upwards of &pound;40 million across a wide range of sectors, MJL are a dynamic and delivery-focused business with the majority of their work from recommendation and repeat business.</span></p>
<p class="MsoNormal" style="margin-bottom: 18.75pt; line-height: normal; background: white;"><span style="font-family: 'Arial',sans-serif; color: #273461; letter-spacing: .2pt; background: white;">MJL offers a complete range of mechanical, electrical and public health services, always staying up to date with the latest industry thinking, and using the most innovative technologies. This extends beyond site work and into administration of projects where Payapps is used for the management of their supply chain <a href="https://www.payapps.com/uk/main-contractors" target="_blank" rel="noopener">applications for payment</a>.</span></p>
<p class="MsoNormal" style="margin-bottom: 18.75pt; line-height: normal; background: white;"><span style="font-family: 'Arial',sans-serif; color: #273461; letter-spacing: .2pt; background: white;">Watch the video to hear Eoin Ryan, MJL&rsquo;s Commercial Manager, explain how Payapps has</span></p>
<p class="MsoListParagraphCxSpFirst" style="margin-bottom: 18.75pt; mso-add-space: auto; text-indent: -18.0pt; line-height: normal; mso-list: l0 level1 lfo1; background: white;"><span style="font-family: Symbol; mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol; color: #273461; letter-spacing: .2pt;"><span style="mso-list: Ignore;">&middot;<span style="font: 7.0pt 'Times New Roman';">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span></span><span style="font-family: 'Arial',sans-serif; color: #273461; letter-spacing: .2pt; background: white;">Helped shift MJL from a traditional spreadsheet and paper-based process for managing applications for payment, to a more consistent, automated approach across all projects where control and visibility of payments is improved. </span></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom: 18.75pt; mso-add-space: auto; text-indent: -18.0pt; line-height: normal; mso-list: l0 level1 lfo1; background: white;"><span style="font-family: Symbol; mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol; color: #273461; letter-spacing: .2pt;"><span style="mso-list: Ignore;">&middot;<span style="font: 7.0pt 'Times New Roman';">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span></span><span style="font-family: 'Arial',sans-serif; color: #273461; letter-spacing: .2pt; background: white;">Allowed MJL&rsquo;s subcontractors to feel more certain of the accuracy and completeness of their submitted applications.</span></p>
<p class="MsoListParagraphCxSpLast" style="margin-bottom: 18.75pt; mso-add-space: auto; text-indent: -18.0pt; line-height: normal; mso-list: l0 level1 lfo1; background: white;"><span style="font-family: Symbol; mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol; color: #273461; letter-spacing: .2pt;"><span style="mso-list: Ignore;">&middot;<span style="font: 7.0pt 'Times New Roman';">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </span></span></span><span style="font-family: 'Arial',sans-serif; color: #273461; letter-spacing: .2pt; background: white;">Provided quick response to any day-to-day queries through Payapps&rsquo; in-app chat or responsive support team.</span></p>
<p class="MsoNormal" style="margin-bottom: 18.75pt; line-height: normal; background: white;"><span style="font-family: 'Arial',sans-serif; color: #273461; letter-spacing: .2pt; background: white;"><span style="color: rgb(39, 52, 97); font-family: Arial, sans-serif; letter-spacing: 0.2pt;">To learn more about how Payapps can help your M&amp;E business and subcontractors, </span><a href="https://www.payapps.com/uk/request-demo" target="_blank" rel="noopener">request an online demo</a><span style="color: rgb(39, 52, 97); font-family: Arial, sans-serif; letter-spacing: 0.2pt;">.</span></span><span style="font-family: Symbol; mso-fareast-font-family: Symbol; mso-bidi-font-family: Symbol; color: #273461; letter-spacing: .2pt;"><span style="mso-list: Ignore;"><span style="font: 7.0pt 'Times New Roman';">&nbsp; &nbsp;</span></span></span></p>

Payapps in discussion with Michael J Lonsdale

<p>The company is now over thirty years old and has consistently delivered profit for its partners and the business, while also winning many industry awards over the years for example RESI Developer of the Year, British Safety Council&rsquo;s number one company for Health and Safety, and Building Awards Housebuilder of the Year.&nbsp;</p>
<p>Built on repeat partnerships, Mount Anvil is clear on the need for strong supply chain relationships and for centralised, accurate and timely cost information in relation to the assessment and valuation of applications for payment and variations.</p>
<p>James Begley, Mount Anvil&rsquo;s Technology &amp; Business Operations Director, says, &ldquo;As a business, we're deliberate about learning and measuring what's most important - and then using these powerful metrics to support decisions and to help us pursue better. Payapps will not only help further streamline some of our business processes and improve end user experiences, it will act as a vital mechanism to capture and centralise our valuable cost data, offering vital insights to those who need them.&rdquo;</p>
<p>A big welcome to the team at Mount Anvil and their supply chain!</p>

Mount Anvil chooses Payapps for process improvements and accessible cost insights

<p>Now in its third generation, upholding a reputation for honesty and integrity is as important as it ever has been to GRIGGS. Success and growth have led to an increasing volume of tasks requiring a new, innovative way to maintain close commercial communication with the supply chain. Griggs took the forward-thinking decision to turn to Payapps for managing the rising volume of subcontractor applications for payment, and related administration.</p>
<p>Ross Griggs, Director, says &ldquo;Good supply chain relationships are important to GRIGGS and we were impressed by the transparency Payapps can provide our subcontractors when it comes to application for payment status. This will not only further strengthen our relationships, but will save us time answering payment related enquiries. By centralising the receipt of applications, therefore removing the reliance on people&rsquo;s inboxes, our quantity surveyors won&rsquo;t risk missing any paperwork or deadlines. The time it takes a QS to process an application will be significantly reduced while at the same time, our directors will have clear visibility of payments and a more accurate ability to forecast.&rdquo;</p>
<p>The team at Payapps is delighted to be working with GRIGGS and look forward to supporting the evolution of their supply chain payment processing.</p>

GRIGGS turn to Payapps to manage rising volume of subcontractor applications for payment

<p>T4 was established in 2007 and offers quality mechanical and electrical services covering London and the South of England. Working directly for clients and main contractors - HG Construction, Bellway Homes, Keady Construction, O&rsquo;Shea, Higgins and Blenheim House Construction for example - on pre-designed as well as design and build projects, T4 is now a &pound;20m business with an enviable reputation for delivering a very high standard of workmanship and excellent project management.</p>
<p>​Michael Gibbens, Commercial Manager says,</p>
<p>The growth that T4 has experienced over the last 18-24 months means our supply chain has grown and we&rsquo;ve onboarded new partners. With this, we quickly realised that everyone does things differently which has led to an increased workload for T4&rsquo;s commercial and financial departments, and has made it very difficult to track accounts over longer, larger projects.</p>
<p>Michael continues,</p>
<blockquote>
<p>So introducing Payapps was driven by a desire to significantly streamline the entire application for payment process, making it easier not only for our teams, but for our supply chain too, strengthening existing relationships and helping to build new ones. What&rsquo;s more, the compliance benefits derived through Payapps&rsquo; automations mitigate risk and improve communication.</p>
</blockquote>
<p>Payapps is delighted to welcome T4 and their supply chain onboard as new customers, and look forward to seeing them working together within the Payapps solution.</p>
<p><img src="https://payapps-prod.directus.app/assets/9ef2997a-d2f9-45dc-af79-7150040b9821?width=1500&amp;height=436" alt="Bd3362 879dce435b7a418abdd12c3d8ab0c8f3 Mv2"></p>

T4 Mechanical & Electrical choose Payapps to improve application for payment standardisation and process compliance

<p>&zwj;As one of the region's longest established family-owned construction companies, William Birch have a reputation for quality construction and heritage skills. The business was founded in York in 1874, building and restoring many of the city's high profile properties, such as the York Mansion House, York Theatre Royal and the York Explore Library.</p>
<p><img src="https://payapps-prod.directus.app/assets/686e263f-f189-45be-bfb8-e62c57bf425c?width=500&amp;height=375" alt="William Birch Gemma Chris Simon 02 Rev" /></p>
<p>The Birch family remain an active part of the business today, now supported and directed by a team of highly skilled craftsmen and business leaders to offer a full construction and refurbishment service to all parts of the Yorkshire region and beyond. In fact we&rsquo;d like to congratulate the team on recently securing a place on the national Fusion21 Decarbonisation framework to decarbonise public buildings in the region, in addition to places on Yorbuild3 and Pagabo Medium Works 23; well done William Birch, we&rsquo;re really pleased to be working with you.</p>
<p>Regarding the business&rsquo; decision to modernise their supply chain payment process, Ben Thomson, Commercial Director at William Birch, says, &ldquo;Introducing Payapps will immediately reduce duplication and time associated with the administration of applications for payment, as well as minimise any risk of us missing applications or missing payment deadlines. We&rsquo;ve been looking to improve visibility for our senior managers while making the approval process simpler, and I was attracted by how straightforward the set-up of Payapps is. I&rsquo;ve also been impressed with how pro-active and amenable the team have already been, which is great given my time constraints.&rdquo;</p>

William Birch & Sons Ltd choose Payapps to streamline construction applications for payment

<p id="">Specialising in the residential and education sectors and operating in the UK for over 20 years, <a id="" href="https://www.bouygues-uk.com/" target="_blank" rel="noopener">Bouygues UK</a> run a large number of simultaneous construction projects, with values reaching up to &pound;200m.</p>
<p id="">Bouygues UK have a culture of knowledge-sharing, adopting best practices and embracing new ideas, the latest example of which has been their adoption of the digital processing of applications for payment and the issuing of payment notices.</p>
<p id="">Not only has efficiency, visibility and risk-management been improved, the solution has supported the collaborative relationships between project participants. Working with a large number of subcontractors across multiple projects, and with labour shortages affecting the UK construction industry, Bouygues UK opted to use this new solution to further strengthen the relationships with their supply chain.</p>
<p id="">"Making sure people get paid on time is always a concern," said Fabrice Davis whose team uses Payapps in the Hallsville Quarter Phase 3 works, part of Canning Town&sbquo; &pound;3.7bn regeneration program. "Hallsville Quarter is one of the biggest jobs that Bouygues UK has ever done in the UK, and Payapps has made our lives considerably easier."</p>
<p id="">He went on to say, "The system keeps track of all the applications directly received from the subcontractors and knowing that they just have to submit them to one place definitely makes it easier for the subcontractors."</p>
<p id="">&nbsp;</p>
<figure id="" class="w-richtext-figure-type-image w-richtext-align-floatright" data-rt-type="image" data-rt-align="floatright">
<div id=""><img id="" src="https://uploads-ssl.webflow.com/606919c189bbb9778f36879d/627a62d54aaade12b820e346_GTEK_Logo-1-200px.jpg" width="auto" height="auto" loading="lazy"></div>
</figure>
<p id="">One such supplier working alongside Bouygues UK is <a id="" href="https://gtekltd.co.uk/" target="_blank" rel="noopener">Gtek</a>, one of the UK's premier groundwork and civil engineering subcontractors. With Gtek's previous manual, paper-based process for submitting payment applications, Gtek employees taking time off or human error in submission of an application could mean payment delays. So when Bouygues UK suggested Gtek use Payapps to improve the speed and accuracy of payment, Gtek's Head of Business Development, Jim Howe, immediately saw the opportunity.</p>
<p id="">"Once payments were submitted, we would have no method of tracking progress either, so we were then at the mercy of the main contractor to provide an update status. All these factors can create frustrated relationships and payment disputes... When another opportunity to improve a back-office function came along, we of course recognised the benefits."</p>
<p id="">Jim echoed Fabrice's views by saying, "Payapps has standardised the way we are making payment applications, keeping all payment applications in one place. It has minimised the human error impact in the process."</p>
<p id="">Martin Brown, Senior Quantity Surveyor at <a id="" href="http://www.swiftline.co.uk/home.html" target="_blank" rel="noopener">Swiftline Engineering</a>, another of Bouygues UK's subcontractors, commented, "Before Payapps, we would traditionally prepare and submit an application on an Excel spreadsheet, then wait the usual few weeks before we received a payment notice back. But we can now log-in at any time of the day and see exactly where we are, what's being claimed for, and what's been certified or due to be paid. Any differences are clear to see along with an explanation. We find it a great system to work with, offering real transparency."</p>
<figure id="" class="w-richtext-figure-type-image w-richtext-align-floatleft" data-rt-type="image" data-rt-align="floatleft">
<div id=""><img id="" src="https://uploads-ssl.webflow.com/606919c189bbb9778f36879d/62bb08b86541a084ed689384_Swifline%20Engineering%203.JPG" width="auto" height="auto" loading="lazy"></div>
</figure>
<p id="">&nbsp;</p>
<p id="">This enthusiasm from subcontractors is widespread according to Greg Morgan, Quantity Surveyor for Bouygues UK at Hallsville Quarter Phase 3:</p>
<blockquote>
<p>"The initial reservation I had with Payapps was to do with subcontractor adoption; how readily they would accept paying monthly for applications. But we've had no real issues with that. Subcontractor adoption has been fairly flawless... they're quite excited to have a central system where they can see where each application is and they know that it's not going to get missed or lost, so it gives them confidence."</p>
</blockquote>
<p id="">Having subcontractor buy-in wasn't accidental. Anne told us that this was a really important element of the Payapps launch: "We put together an information document with Payapps, to share with our subcontractors and consultants to make sure that they had an understanding of the system and the benefits not just to us, but to them, because it has to be a two-way process."</p>
<p id="">Indeed Mobarak Ali, a Graduate Quantity Surveyor at Bouygues UK, was keen to point out that "Sometimes, within 10 minutes of a subcontractor first receiving the link to the Payapps system, I see payment applications being submitted which shows how quick and easy the system is to use. Any cautiousness or reservations are overcome very quickly."</p>
<p id=""><strong id="">Read our Q&amp;A&nbsp;with Mobarak Ali, Graduate QS at Bouygues UK, who explains how Payapps </strong><a id="" href="https://uk.payapps.com/case-studies/payapps-making-the-lives-of-quantity-surveyors-easier" target="_blank" rel="noopener"><strong id="">makes the lives of quantity surveyors easier.</strong></a></p>
<p id="">&nbsp;</p>
<h4 id=""><strong id="">Bouygues UK experience 'second-to-none' support and account management from Payapps</strong></h4>
<figure id="" class="w-richtext-figure-type-image w-richtext-align-floatright" style="max-width: 25%;" data-rt-type="image" data-rt-align="floatright" data-rt-max-width="25%">
<div id=""><img id="" src="https://uploads-ssl.webflow.com/606919c189bbb9778f36879d/62bac94af07c32841a05901f_download.png" width="auto" height="auto" loading="lazy"></div>
</figure>
<p id="">One of the reasons Bouygues UK cite for the uptake being so good, across both subcontractor and Bouygues UK users, is to do with the support provided by the Payapps team. &nbsp;As Fabrice explained, "I think Payapps have been exemplary in terms of the support they offer. Every time we need anything, I just pick up the phone and normally get through to somebody first time. We've got quite a big team here on site - commercially, operationally, financially - and Payapps are more than happy to do introductions to all those people showing them how to use the system. And just as much as I can pick up the phone and call them, so can any of the team."</p>
<p id="">Greg is one of those team members and has used Payapps' in-app chat function a couple of times to contact the support team -</p>
<blockquote>
<p>"They've all responded immediately and, very satisfyingly, we had the answer and the solution incredibly quickly each time. I've been really impressed with their speed and accuracy when dealing with any query."</p>
</blockquote>
<p id="">The support team at Payapps however are not just on-hand to deal with any immediate enquiries. "The account management from Payapps has been second-to-none and our account manager is very accessible," said Anne. "We have regular monthly catch-ups where we talk about live projects, day-to-day issues, as well as future development and upcoming projects that we may have coming on board... In this technologically savvy world, we need to move with the times and Payapps are realistic about not standing still and working with us to continuously evolve and enhance the system."</p>
<p id="">&nbsp;</p>
<h4 id=""><strong id="">Ease of use across the board</strong></h4>
<p id="">Payapps' ease of use has also been recognised by Bouygues UK, as Laura explained, "It's very user friendly... once you've done it a couple of times, that's it, you're set."</p>
<p id="">Mobarak added to this, saying "You can easily pick it up within a couple of hours, but there is always the option of the tutorial if needed."</p>
<p id="">And ease of use doesn't just apply to Bouygues UK; their supply chain find it simple too - "Once they start to use it they find it really easy to use, and then they never have any problem that I've seen so far," commented Fabrice.</p>
<p id="">&nbsp;</p>
<h4 id=""><strong id="">Recommending Payapps for streamlining applications for payment</strong></h4>
<p id="">From a management perspective, Fabrice said "Yes, I would definitely recommend Payapps to other contractors. We've found it really useful and I'm not seeing anything else at the moment that does the same job, or that offers a team that's so helpful. It's been a godsend and I think it will continue to be useful into the future."</p>
<p id="">Regarding the successful relationship with Payapps, Anne adds, "I can only see that going from strength to strength on future projects and with potential future developments. I'm sure our great working relationship will improve, and we'll continue to see the benefits."</p>
<h4 id=""><strong id="">How can you get started?</strong></h4>
<p id="">Forward-thinking businesses like Bouygues UK use Payapps to improve operational efficiency. See how it can work for you by <a id="" href="https://uk.payapps.com/book-demo" target="_blank" rel="noopener">booking a demo today.</a>&nbsp;</p>
<p id="">&nbsp;</p>
<p id=""><strong id="">Download the full PDF case study by completing the form below.&nbsp;</strong></p>
<div id="">&nbsp;</div>
<p>
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</p>

Bouygues UK part 2 - subcontractor adoption of Payapps for easy creation and tracking of payment applications

<p id=""><a id="" href="https://www.bouygues-uk.com/casestudies/canterbury-riverside/" target="_blank" rel="noopener">The Riverside</a> is a new &pound;115 million mixed-use development in the city of Canterbury, and is one of <a id="" href="https://www.bouygues-uk.com/" target="_blank" rel="noopener">Bouygues UK's</a> larger projects. The scheme will provide 189 new homes, 491 student bedrooms as well as a new leisure complex including restaurants, bars, and multiplex cinema.&nbsp;</p>
<figure id="" class="w-richtext-figure-type-image w-richtext-align-center" data-rt-type="image" data-rt-align="center">
<div id=""><img id="" src="https://uploads-ssl.webflow.com/606919c189bbb9778f36879d/62b59099836be36fb6389312_150222_the-riverside-c-red90-46-scaled.jpeg" width="auto" height="auto" loading="lazy"></div>
<figcaption id="">The Riverside, Canterbury, England</figcaption>
</figure>
<p id="">We chatted with Mobarak Ali, a Graduate Quantity Surveyor working on the new development to get an insight into how digital payment processes are seen by someone who has recently joined the industry.&nbsp;</p>
<p id="">&nbsp;</p>
<h4 id=""><strong id="">How long have you been working in your current role with Bouygues UK?</strong></h4>
<p id="">About a year and 3 months; I joined the team straight after finishing my university degree.&nbsp;</p>
<p id="">&nbsp;</p>
<h4 id=""><strong id="">What are your usual responsibilities day-to-day as a Graduate Quantity Surveyor?</strong></h4>
<p id="">I manage subcontractors on site, keep track of progress, value works on site, and manage and review applications for payment from the subcontractors.&nbsp;</p>
<p id="">&nbsp;</p>
<h4 id=""><strong id="">Have you previously used any payment processes other than Payapps?</strong></h4>
<p id="">The Riverside project has been using Payapps since before I joined. Prior to that however, I know subcontractors would submit applications in the traditional way and I have had experience of that in the past - subcontractors would submit an invoice and a manual payment notice would need to be raised against that invoice and sent to both the subcontractor and the Accounts department, with everything being tracked manually on an Excel sheet.&nbsp;</p>
<p id="">&nbsp;</p>
<h4 id=""><strong id="">Having used both systems, can you see the flaws in the manual process?</strong></h4>
<p id="">Absolutely. Payapps is a very time-efficient solution when compared to the traditional process of manually opening documents, recording dates, etc. It enables you to be much more productive in your role as it is quick to action.&nbsp;</p>
<p id="">The manual system also allowed the opportunity for payment notices or applications to be missed, if the application was sent directly to my email address for example, and I wasn't in work. A missed notice deadline could have huge financial implications for the company with payments then having to be made by law, regardless of whether the work had been completed to the required standard or not.&nbsp;</p>
<p id="">With Payapps however, notifications get sent to the whole team, so in my absence another member of the team would be able to complete any actions on my behalf.&nbsp;</p>
<p id="">&nbsp;</p>
<h4 id=""><strong id="">How easy was the Payapps system to pick up and start working with?</strong></h4>
<p id="">Personally, and on behalf of my team, I would say it is a very user-friendly system. It is very engaging as soon as you access it, prompting you to use various different functions. I would say you can easily pick it up within a couple of hours without needing a tutorial, but there is always the option of the tutorial if needed. You are given a direct point of contact to help with any issues, and any enquiries I have had have always been answered&nbsp;immediately.</p>
<p id="">&nbsp;</p>
<h4 id=""><strong id="">When it comes to contract variations, how does the Payapps method compare to the traditional process?</strong></h4>
<p id="">Previously, the main contractor might issue a subcontractor with a site instruction to carry out additional work which was not included within the initial contract, so this would be classed as a variation. The subcontractor would then include this additional work within the one invoice, and there would be no clear separation between what was and wasn't contractual. For the QS team, to then break that invoice down and work out if it was a variation or not, particularly if the subcontractor had not been clear, was a very time-consuming process.&nbsp;</p>
<p id="">Payapps provides a solution to the problem, where variations are listed separately and any involved parties can add information and notes to the record, which makes it easier for the team to do their necessary checks.&nbsp;</p>
<p id="">Payapps also allows subcontractors to list the materials they bring to site which gives them assurance that the main contractor will pay for what they have bought, even if there are delays to carrying out the work. This also enables the main contractor to be confident they are not paying twice for the same materials.&nbsp;</p>
<p id="">&nbsp;</p>
<h4 id=""><strong id="">How have your subcontractors reacted to your new system for payment applications?&nbsp;</strong></h4>
<p id="">Prior to using Payapps for the Riverside project, I don't think any of our subcontractors had used it before and like with anything, there were some reservations at the prospect of using a new system. However, sometimes within 10 minutes of a subcontractor first receiving the link to the Payapps system, I see payment applications being submitted which shows how quick and easy the system is to use. Any cautiousness or reservations are overcome very quickly.&nbsp;</p>
<p id="">&nbsp;</p>
<h4 id=""><strong id="">What would you say are the main benefits of using Payapps for managing the application for payment process?</strong></h4>
<p id="">It allows you to be more effective in your role. Using Payapps means I can process a payment application really quickly, sometimes within a couple of minutes, which then frees my time up for other aspects of the role, whether that be progressing meetings, site visits or just replying to emails. It also eliminates the worry of missing applications or making mistakes, and at a glance you can check you have completed any actions pending which then allows you to get on with the rest of your tasks. It's the same for the subcontractor - with everything set up for them, they can create and upload everything within minutes, freeing up more of their time too.&nbsp;</p>
<p id="">&nbsp;</p>
<h4 id=""><strong id="">And finally, as you progress through your career, would you recommend the Payapps system to other Quantity Surveyors and other construction companies?</strong></h4>
<p id="">Yes, I definitely would. It is a system that works in my favour in terms of my role as a Quantity Surveyor and allows me to do my job in the most effective and efficient way.&nbsp;</p>
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<h4 id=""><strong id="">How can you get started?</strong></h4>
<p id="">Forward-thinking businesses like Bouygues UK use Payapps to improve operational efficiency. See how it can work for you by <a id="" href="https://uk.payapps.com/book-demo" target="_blank" rel="noopener">booking a demo today.</a>&nbsp;</p>
<p id="">&nbsp;</p>
<p id=""><strong id="">Download the full PDF case study by completing the form below. </strong></p>
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Payapps - making the lives of quantity surveyors easier

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<p id="">Process change is never easy, especially in the construction industry. Unlike other industries, where repeatable processes are established to deliver a consistent result, each construction project has its own nuances, making the automation of otherwise repeatable processes particularly challenging.&nbsp;</p>
<p id="">One such process is the payment process.&nbsp;</p>
<p id="">It is no secret that when it comes to dealing with payments, the construction industry, on the whole, faces several challenges; far too often, many organisations find themselves continuing to rely on manual and outdated payment processes - all of which can hinder projects, cause disputes and create a bottleneck for operations on the whole.</p>
<p id="">But, any form of change needs a catalyst, and for <a id="" href="https://gtekltd.co.uk/" target="_blank" rel="noopener">Gtek</a> - one of the UK's premier groundwork and civil engineering subcontractors - that catalyst was working on a project with Bouygues UK.</p>
<p id="">As part of a diversified services group operating in over 80 countries and with 129,000 employees. <a id="" href="https://www.bouygues-uk.com/" target="_blank" rel="noopener">Bouygues UK</a> is one of the largest contractors in the UK, designing and building sustainable developments that enhance and transform communities.&nbsp;</p>
<p id="">Bouygues UK runs a large number of construction projects simultaneously and works with a high volume of subcontractors, using Payapps to manage their supply chain applications for payment. As one such supplier, Gtek were asked to use Payapps themselves, to help streamline Bouygues UK's processing of payment applications.</p>
<h4>&nbsp;</h4>
<h4 id="">Moving away from the traditional methods</h4>
<p id="">With Gtek's previous manual, paper-based process for submitting payment applications, Gtek employees taking time off or human error in submission of an application could mean payment delays. So when Bouygues UK suggested Gtek use Payapps to improve the speed and accuracy of payment, Gtek's Head of Business Development, Jim Howe, immediately saw the opportunity.&nbsp;</p>
<p id="">"It is not uncommon for a contractor like us to be juggling different pay application requirements and methods. The process was based on the submission of a record and the value of works undertaken over a specific period. Typically, this is documented in Excel format and then emailed to the designated Quantity Surveyor for approval."</p>
<blockquote id=""><strong id="">"Once payments were submitted, we would have no method of tracking progress either, so we were then at the mercy of the main contractor to provide an update status. All these factors can create frustrated relationships and payment disputes."</strong></blockquote>
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<h4>&nbsp;</h4>
<h4 id=""><strong id="">A culture of innovation</strong></h4>
<p id="">Gtek sees Payapps as an opportunity to reduce any risk of payment disputes or delays, and to further improve their relationships with clients. "Gtek has always embraced technology, so our initial thoughts on using Payapps was actually a welcome change", said Jim.</p>
<p id="">We have adopted new and innovative methods for several years now, for example, innovative plant and equipment, signing in and out of site systems, and health and safety innovations. The benefits of innovative technology have reduced onsite incidents, improved efficiency, improved organisational techniques, and helped us to remain competitive.</p>
<p id="">"When another opportunity to improve a back-office function came along, we of course recognised the benefits."</p>
<h4>&nbsp;</h4>
<h4 id=""><strong id="">Fostering collaborative relationships</strong></h4>
<p id="">Payapps offers a single, centralised solution for contractors to submit and receive applications in a consistent format and the solution supports a collaborative relationship between contractors their suppliers, in this case between Bouygues UK and Gtek.&nbsp;</p>
<p id="">Bouygues UK's Deputy Commercial Director, Fabrice Davis, saw significant improvements in the visibility of the payment process - "I can go into Payapps and see every contract set up in the system and where it's currently sitting in terms of the workflow. Sorted by each particular site, we have set up workflows for different subcontractors with individual supply chains and approval routes."</p>
<p id="">Jim echoed this saying, "Payapps has standardised the way we are making payment applications, keeping all payment applications in one place and being a web-based product, - as is vital these days in the construction industry. It has minimised the human error impact in the process."</p>
<h4>&nbsp;</h4>
<h4 id=""><strong id="">Ease of use for all project participants</strong></h4>
<p id="">One of the challenges of process change is the learning of new systems. But for the team at Gtek, Payapps was easy to get to grips with - it was simple to get started with Payapps. The onboarding specialists were helpful, and available should we need one-to-one web sessions. Once acclimatised to the system, it was clear that it was actually a simpler, smarter way of submitting payment applications," said Jim.&nbsp;</p>
<blockquote id=""><strong id="">"In an ideal world, all contractors, cost consultants, and project management companies would use Payapps. This truly would provide a consistent and standardised approach across the industry</strong>.<strong id="">"</strong> Jim Howe, Head of Business Development, Gtek.<strong id=""> </strong></blockquote>
<h4>&nbsp;</h4>
<h4 id=""><strong id="">Can Payapps transform your business?</strong></h4>
<p id="">An innovative way of managing the payment process, Payapps allows for a streamlined payment application process for both contractors and subcontractors, removing the manual processing of spreadsheets and helping build collaborative relationships that are so vital to the industry.&nbsp;</p>
<p id="">Get one step ahead of your competitors by <a id="" href="https://uk.payapps.com/book-demo" target="_blank" rel="noopener">booking a demo today</a>.&nbsp;</p>
<p id=""><strong id="">Download the full PDF case study by completing the form below.&nbsp;</strong></p>
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Gtek - submitting applications for payment through Payapps for a competitive edge

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<p id=""><a id="" href="https://www.bouygues-uk.com/" target="_blank" rel="noopener">Bouygues UK </a>is part of a diversified services group operating in over 80 countries with 129,000 employees. Operating in the UK for over 20 years, Bouygues UK designs and builds sustainable developments that enhance and transform communities, and is one of the largest contractors in the UK. Specialising in the residential and education sectors, Bouygues UK run a large number of simultaneous construction projects, with values reaching up to &pound;200m.</p>
<p id="">We talked to their Deputy Commercial Directors to understand how the Bouygues UK team have recently transformed their subcontractor payment processes.</p>
<h4 id=""><strong id="">Bouygues UK's processing of payment applications before Payapps</strong></h4>
<p id="">Payment-related challenges are not uncommon in the construction industry, the majority of which are rooted in a lack of transparency, a fact that was not lost on the team at Bouygues UK.&nbsp;</p>
<p id="">Prior to digitising the supply chain application for payment process, ensuring compliance with Construction Act timescales was managed in what is the traditional way for UK contracting:&nbsp;</p>
<p id="">Anne Smales, Deputy Commercial Director at Bouygues UK, told us "We were operating a fairly manual process, relying on emails and Excel spreadsheets."</p>
<p id="">Moving with the times and to make certain that they were receiving payment applications at the right time to avoid any project delays, Bouygues UK felt that adopting a web-based solution could streamline the traditional process.&nbsp;</p>
<p id="">They implemented Payapps across a number of their projects to transform their management of payment applications and have access to what Anne refers to as 'a single source of truth' so that information is more accessible to all relevant stakeholders.</p>
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<h4 id=""><strong id="">How Payapps is benefiting Bouygues UK</strong></h4>
<p id="">Fabrice Davis, another of Bouygues UK's Deputy Commercial Directors, offered an insight into how Payapps is being used in the <a id="" href="https://www.bouygues-uk.com/casestudies/hallsville-quarter-phases-1-2-and-3/" target="_blank" rel="noopener">Hallsville Quarter</a> Phase 3 works, part of Canning Town's &pound;3.7bn regeneration program.</p>
<p id="">"Hallsville Quarter is one of the biggest jobs that Bouygues UK has ever done in the UK, and Payapps has made our lives considerably easier. Making sure people get paid on time is always a concern, but the system keeps track of all the applications from the subcontractors. We haven't got to worry about anything as the system lets us know that applications have been received. It then prompts the team, the commercial staff and engineers to make sure they do their payment notices on time."&nbsp;</p>
<blockquote id=""><strong id=""><em id="">"It makes payments easier. It simplifies everything and makes processes slicker for us as a business." </em></strong>[Fabrice Davis, Deputy Commercial Director, Bouygues UK]</blockquote>
<h4 id=""><strong id="">Can Payapps de-risk your organisation?</strong></h4>
<p id="">In a previous blog, we highlighted findings that showed <a id="" href="https://uk.payapps.com/blog/the-big-six-managing-risk-in-construction-projects" target="_blank" rel="noopener">40% of construction companies are still predominantly paper-based</a>. Keeping information offline and paper-based increases the unnecessary risks taken, opening the door to project delays.&nbsp;</p>
<p id="">Anne Smales, who previously joined us on a <a id="" href="https://uk.payapps.com/latest-news/mitigating-construction-industry-risk-london-build-online" target="_blank" rel="noopener">webinar at London Build Expo</a> in early 2021&nbsp;discussing the de-risking of the construction industry, explained more about how Payapps helps to minimise risk associated with processing supply chain applications for payment.</p>
<p id="">"Payapps keeps all the vital information in a third-party location that is easily accessible for our team and subcontractors too."</p>
<h4 id=""><strong id="">How can you get started?</strong></h4>
<p id="">In a recent blog post, we made <a id="" href="https://uk.payapps.com/blog/the-business-case-for-a-digital-approach-to-applications-for-payment" target="_blank" rel="noopener">the case for taking a digital approach to your payment processes</a>&nbsp;- something that is not as complicated as you may at first think.&nbsp;</p>
<p id="">Forward-thinking businesses, such as Bouygues UK, use Payapps to manage over &pound;6 billion certified applications for payment over the last year, shifting focus away from the related administrative efforts and freeing up time to focus on more strategic tasks.</p>
<p id="">&nbsp;</p>
<p id=""><a id="" href="https://uk.payapps.com/book-demo" target="_blank" rel="noopener">Book a free demo today</a> to see how we can help you step into the future.</p>
<p id="">&nbsp;</p>
<p id=""><strong id="">Download the full PDF case study by completing the form below.&nbsp;</strong></p>
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<h4 id=""><a id="" href="https://uk.payapps.com/case-studies/bouygues-uk-subcontractor-adoption-of-payapps-easy-creation-tracking-applications">Click here to read about Bouygues UK's perspective on the support and ease of use of using Payapps.</a></h4>

Bouygues UK part 1 - how slick applications for payment processing has improved efficiency, visibility and risk management

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<p id=""><strong>To download this case study as a PDF, complete the form below.</strong></p>
<p id="">Cilantro Engineering are a leading London Building Services Contractor delivering large scale residential projects.</p>
<p id="">Over the last 18 years, Cilantro have grown to over 500 staff and a turnover of &pound;80m, delivering the design and installation of mechanical and electrical systems across some of London's most iconic residential developments.</p>
<h4 id="">Before Payapps - manual approach to payment applications</h4>
<p id="">Sean Hickey is the Commercial Director for Cilantro, and having spent his career in the construction industry, he inherently understood the challenges that came with the way that they were managing payment claims.</p>
<p id="">Subcontractors would regularly submit applications through a multitude of formats, like Word, PDF and Email. This required time and effort from the team at Cilantro to organise into the correct format and often supporting information like 'previously paid' was incorrect.</p>
<p id="">This manual approach to both submitting and reviewing payment claims not only created an administrative headache, but the double-handling of data often resulted in incorrect information being submitted, which, in turn created an area of risk for Cilantro.</p>
<p id="">The risk was compounded when it came to subcontractor compliance. Cilantro were manually tracking and updating subcontractor compliance status on an Excel sheet and, as a result would often discover inconsistent or incorrect information. Sean and the team at Cilantro knew this had to change.</p>
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<h4>&nbsp;</h4>
<h4 id="">Automating the construction payment process</h4>
<p id="">Cilantro implemented the Payapps platform to automate their subcontractor payment process. Now, all payment claims are received in a consistent format with all required supporting information. Data like &sbquo;'payment date' and 'previously paid' are self-calculating and remove risk of human error. This new-found consistency in application and payment notice format has not only reduced risk, but has saved them significant time, as Sean Hickey explains, "We no longer spend time scanning in payment notices, sending to subcontractors, sending to accounts etc.</p>
<blockquote id=""><strong id=""><em id="">"Once a payment notice is approved by the final approver it is automatically sent to all relevant parties. In terms of paperwork, this saves us around 2 hours per month per job."</em></strong></blockquote>
<p id="">Payapps also helps Cilantro reduce risk associated with subcontractor compliance. Payapps makes it easy to track critical subcontractor information, like up-to-date insurance, helping all parties understand and be notified if anything is soon to expire or missing. This is a relatively small part of the process yet still saves Cilantro a couple of hours a month according to Sean Hickey.</p>
<p id="">Saving time and reducing risk go hand-in-hand, as Sean explains: "I now find myself spending more time reviewing the payment certificates. The layout is much better in Payapps and it is much easier to be thorough with the applications for payment as opposed to receiving Word documents, PDF, Excel etc. Payment applications through Payapps are reviewed in more detail due to the user-friendly layout."</p>
<h4 id="">Complete the form to download your copy of the Cilantro case study.</h4>
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How Cilantro are reducing payment-related risk with Payapps

<p id="">In this interview David Crombie, Stepnell's Group Chief Accountant, tells us:</p>
<ul id="">
<li id="">What processing supply chain payment applications was like before Payapps</li>
<li id="">The reasons Stepnell opted for Payapps&nbsp;</li>
<li id="">The benefits Stepnell enjoy with Payapps, including how it has improved visibility of payments and cashflow.</li>
</ul>
<p id=""><a id="" href="https://uk.payapps.com/case-studies/stepnell-collaboration-and-compliance-for-peace-of-mind">Read more about Stepnell's use of Payapps and download a written case study.</a></p>
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Why Payapps? An interview with Stepnell's Chief Accountant

<p id=""><strong>Complete the form below to download this case study as a PDF.</strong></p>
<p id="">&nbsp;</p>
<p id="">Established in 1867, Stepnell are part of the very fabric of the UK construction industry.</p>
<p id="">Serving a broad spectrum of private and public sector clients, Stepnell ensure their clients realise their vision by providing a more holistic approach to project design, build, management and delivery with the resources and infrastructure to deliver larger, more challenging projects.</p>
<p id="">David Crombie is Stepnell's Group Chief Accountant. With an 18-year long tenure in executive finance roles at some of the UK's largest contractors, David knows the payment notice process extremely well. He and the team at Stepnell chose to roll out Payapps across their projects to help with the <a id="" href="https://uk.payapps.com/software/certifying-applications" target="_blank" rel="noopener">management and certification of applications for payment</a>. We asked David to shed some light on Stepnell's processing of applications before and after the introduction of Payapps.</p>
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<h4 id="">Life before Payapps</h4>
<p id="">Before adopting a new process, Stepnell's method for managing applications for payment and payment notices was, as it still is in many construction firms, rather laborious. David explains, "Upon receiving the subcontractor's application, the quantity surveyor would make their assessment and provide the payment notice to the contracts manager for approval. The approved application was then returned to our commercial team for final approval. Only when fully signed off could it be passed to our finance department to raise the payment within the ERP system."</p>
<p id="">"This sounds like a relatively neat workflow," says David, "Until you realise that it was largely paper-based, involving much manual effort to pass the paperwork between departments.</p>
<p id="">"Add to that the errors inherent in manual data entry, the need to chase teams to review and approve documents, and the risk of mislaid information, it became clear to us here at Stepnell that there was room for both accuracy and efficiency improvements - we wanted to make the status of each application more visible to all concerned."</p>
<p id="">Siloed information, missed deadlines and payment delays were inevitable given the number of manual steps involved. Stepnell, a forward-thinking contractor, have been quick to realise, however, that there must be a better way; a way that improves communication within their business across the entire process while also enhancing collaboration with their supply chain.</p>
<p id="">&nbsp;</p>
<p id="">Hear more about life before Payapps for Stepnell in <a id="" href="https://uk.payapps.com/case-studies/why-payapps-an-interview-with-stepnells-chief-accountant"><strong id="">an interview with David&nbsp;Crombie.</strong></a></p>
<p id="">&nbsp;</p>
<h4 id="">Automated workflow for improved efficiencies</h4>
<p id="">Stepnell were keen to modernise their process and unite information within a centralised platform to provide a single version of the truth across their own departments and to their subcontractors. Having explored the online Payapps platform, they knew they had found a solution that would benefit all parties concerned.</p>
<p id="">David tells us, "Now, those involved in the application for payment process are immediately notified following approval at prior stage, and automation of payment notices ensure we no longer miss deadlines - it is a big relief."</p>
<p id="">Streamlining the workflow has significantly improved the speed and accuracy in the way applications for payment are processed at Stepnell, much to the delight of those involved, including David: "The visibility of our cash position on all of our projects and contracts has been a revelation. There have been substantial time savings because of the elimination of &nbsp;manual administration, allowing the team to become increasingly efficient on a day-to-day basis. Payapps has completely resolved the key challenges we faced trying to manually process applications for payment."</p>
<p id="">David goes on to say, "The commercial and account teams can more easily collaborate. We can quickly and easily identify any bottlenecks that might slow the processing of applications, helping us to reduce the number of stalled payments and pay less notices. Ultimately, using Payapps to reduce blind spots across all departments reassures us that we are operating in accordance with the Construction Act and that we are proactively reducing risk of adjudication. At the same time we can use Payapps to verify insurance documents and CIS tax rates."</p>
<blockquote id=""><span id=""><span id="">"</span><em style="font-weight: bold;">Now, those involved in the application for payment process are immediately notified following approval at prior stage, and automation of payment notices ensure we no longer miss deadlines - it is a big relief."</em></span></blockquote>
<blockquote id=""><strong id="">David Crombie &nbsp;| &nbsp;Group Chief Accountant, Stepnell</strong></blockquote>
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<h4 id="">Why Stepnell wouldn't be without Payapps</h4>
<p id="">David seems thrilled to have introduced Payapps, quickly and easily improving the experience of <a id="" href="https://uk.payapps.com/software/certifying-applications"><strong id="">managing applications for payment</strong> </a>not only across Stepnell's teams but for their supply chain members too.</p>
<p id="">We knew there were major improvements that could be made across the entire process and so we were overjoyed to discover a solution that effectively removes our worry about getting it right... and that means our subcontractors are also reassured that payments will be made as contractually agreed.</p>
<blockquote id=""><strong id=""><em id="">Payapps does the hard work by making certain we're on track at every stage, ensuring we're legislatively compliant and reducing financial risk by providing visibility of payment status across all projects. We couldn't do without it now.</em></strong></blockquote>
<blockquote id=""><strong id="">David Crombie &nbsp;| &nbsp;Group Chief Accountant, Stepnell</strong></blockquote>
<p id="">&nbsp;</p>
<h4 id="">Download your copy of the Stepnell Case Study</h4>
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Stepnell - collaboration and compliance for peace of mind

<p>Modular Connexions are professionals in offsite manufacturing and construction, and support companies with modular fabrication, pre-construction services, install and finishing.</p>
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<p>The business uses the cloud-based Payapps platform to prepare consistent, contractually compliant applications for payment, submitting these along with any necessary evidence. By using a single platform and removing the need to email anything, Modular Connexions saves on administration time and their applications are instantly accessible to the contractor.</p>
<p>Vera Kiessling, their Technical and Founding Director, explains, "<em>With Payapps, applications for payment along with any supporting evidence are uploaded into a single system in a scheduled way, so we know we are contractually compliant when it comes to following the appropriate application process. We can upload any supporting evidence with our applications which gives us a 20-25% time-saving on separate submissions by email... and because everything is in one place there is no risk of our applications or related documentation being mislaid."</em></p>
<p>Further administration time is saved through visibility of application status in Payapps, eliminating the need for Modular Connexions to make time-consuming enquiries relating to payments. Automatic tracking of variations and retentions, along with payment notices that are supplied within Payapps, make cash flow and project forecasting much simpler.</p>
<p><em>"The colour coding in the payment notices we receive within the Payapps solution allows us to see, at a glance, where payment will differ to what we applied for." says Vera Kiessling. </em></p>
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<p><em>"We can also easily see by how much and why. We no longer have to worry about missing a payment notice that's mixed in with the rest of our emails, or having to arrange a discussion with the contractor to clarify such details. As a result, our visibility of costs has improved as well as project forecasting."</em></p>
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<p>We asked Vera Kiessling whether she would recommend Payapps to other subcontractors and supply chain members:</p>
<p>"I'd recommend using Payapps for submitting applications for payment - as well as the improved transparency of payments and costs, and the time-savings, it's easy to use and requires very little training, even for those who are not particularly computer literate."</p>
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Modular Connexions saves significant time submitting payment applications 

<p>One of the largest contractors in the East Midlands, with an annual turnover exceeding &pound;150m, G F Tomlinson receives hundreds of applications for payment from subcontractors each month.<br /><br /></p>
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<h4>Challenge: inefficient methods of managing payment applications<br /><br /></h4>
<p>Recognising the time and cost in wages that it takes to manage this process manually, the business took steps to increase efficiency and mitigate the associated contract risks. <br /><br />Associate Director (Commercial) Andrew Foster, highlighted the problem of receiving incorrect and late applications: "You put your trust in the subcontractor, but things can fall into a trap when information is incorrect or missing. Some subcontractors have even failed to submit an application in the hope of receiving money for work they haven't yet completed."</p>
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<h4><strong>Solution: submitting and certifying applications within a single platform</strong></h4>
<p>Payapps is a cloud collaboration platform managing the entire construction project application for payment, assessment and approval process. Both main contractor and subcontractor easily and efficiently submit their applications for payment and payment notices, saving time, reducing risk and streamlining manual processes. <br /><br />Payapps provides transparency and visibility to both parties, mitigating contract risk and providing key critical cash flow information. <br /><br />Automatic emails remind the relevant party when to submit their application or when it's time to issue a payment notice. The system automatically generates professional PDF applications and payment notices, helping to save further time and preventing data duplication.</p>
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<h4>Results: streamlined, compliant payment and approval process</h4>
<p>By implementing Payapps across all projects, G F Tomlinson have successfully automated and streamlined the application for payment and approval process. <br /><br />Managing Surveyor, Carl Wiltshire, says: "Since the integration of Payapps into our business the process of assessing payments, and issuing payment notices, has been cut by around 50%."<br /><br />Andrew Foster cites the benefit of complying with the UK Construction Act as a major reason for adopting Payapps: "One of the main benefits of using the software is that it provides standardisation across all documentation and helps us comply with the UK Construction Act."</p>
<p><a href="https://uk.payapps.com/book-demo" target="_blank" rel="noopener">Book a demo today</a> to find out more about how Payapps can significantly reduce the administration time associated with processing your applications for payment.</p>

Payapps and G F Tomlinson streamlining the payment applications process

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<p>Boasting a diverse range of projects for the likes of Microsoft, Brookfield and Universal Music Group, BW: Workplace Experts continually strive for innovation and collaboration within the interior fit-out industry. With turnover growing fast over the past 4 years to &pound;200m in 2019, it is their ambition not to be the biggest but to be the best in the sector.</p>
<p>Excellent communication between commercial and finance functions is vital to ensure profitability within each project and the overall business. This is why BW: Workplace Experts introduced Payapps into the business; an innovative online platform for receiving, managing and certifying payment claims<br /><br />We asked Financial Controller Theo Riakiotakis and Commercial Director Kevin P'ing to explain the impact that Payapps has had on bridging the gap between commercial and finance processes.</p>
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<h4>Enhancing visibility and accessing data</h4>
<p>KEVIN<br /><br />Payapps has really helped BW: Workplace Experts to improve our governance and visibility of data relating to applications for payment - it's clear, it's transparent and the notifications are really useful. Information regarding the applications and their progress gets lost on email so tracking and organising this detail is a major weakness across the industry. Someone could hypothetically get hit by a bus and then we wouldn't have access to any of the detail or information.<br /><br />THEO<br /><br />Yes, we had a commercial manager who had been taken ill and hospitalised at a key point in a project and at that point we realised we didn't have full visibility of our colleague's work or records; whilst we encourage people to save things centrally, there is always information lost in email s and on desktops. Being able to continue processing applications for payment effectively in that scenario, plus recording payment practices and payment time, is incredibly important.</p>
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<h4>&nbsp;</h4>
<h4><strong>Modernising the industry for one version of the truth</strong></h4>
<p><strong><br /></strong>KEVIN<br /><br />We can't just rely on methods and processes that have been ingrained over the past decade or so - we need to embrace technology to speed things up and access up-to-the minute accurate information. Using Payapps, the data is easy to understand and archive, and accessible if we need to refer to it later.<br /><br />I often mention Payapps to clients and consultants. I can say "All our processing is done in real-time." We can track our changes in real-time. Previously, it was all done retrospectively, but now the tools and reporting are available to allow real-time information and a forecasted view, so there is no need for retrospective action. A subcontractor can raise changes on Payapps and we can review them instantly. It's so clear that I can sit in front of cost consultants and show them what we've already paid out. It's very transparent; it's real and live.<br /><br />Sometimes you don't realise something is problematic until you find a solution for it. Looking back, I can't believe we tried to manage applications for payment using spreadsheets and paperwork - in terms of administrative efficiencies, we're saving around &pound;100k a year now. The methods of working need to be less ingrained in this industry. With the introduction of solutions like Payapps, the pace of change and innovation can rapidly snowball.<br /><br />THEO<br /><br />Being able to access and log everything digitally from any location and at any time of day is the way forward, giving us one version of the truth. When auditing someone else's project we no longer have 15 different versions of the same spreadsheet which would be extremely time-consuming and inefficient. We now have one digital version of the truth showing exactly what has happened. That's a massive advantage for us.</p>
<h4>&nbsp;</h4>
<h4><strong>Supporting the new employees in their introduction to Payapps </strong></h4>
<p>KEVIN<br /><br />The training and support provided by Payapps is second to none, making it quicker and easier in fact for someone joining the business to learn Payapps than to understand how to do the same thing using paper or Excel forms. We no longer have to talk through internal processes, which are different for every business.<br /><br />THEO<br /><br />Payapps standardises processes across the business - all departments access a single system which means use and training is consistent. The Payapps support team are great and really do set the benchmark across the software industry. Payapps actively engage and provide good business partnering, which is what we're all about.</p>
<h4><strong>Payapps vs spreadsheets - how does it compare?</strong></h4>
<p><strong><br /></strong>KEVIN<br /><br />Prior to Payapps, the typical application and assessment process necessitated butchering of spreadsheets by adding additional columns, and needing to ensure everything summed correctly. There was a lot of admin in converting to PDFs, or printing and scanning annotations etc. Whilst it doesn't sound too arduous, we now realise that this process took probably double the time in comparison to Payapps which is very quick. With Payapps, we can focus on the core task at hand, and all the information we need is there. If I look back at all the steps we had to take for each application for payment, I can see so much time is now being saved.<br /><br />THEO<br /><br />Previously, the subcontractors would not have necessarily used the updated version when sending their next application. You needed to structurally check it every time to be sure it all added up and would often require revisions. All the new time savings relating to sign-off of payments add up, for me and the commercial directors.<br /><br />From a financial standpoint, I have clear visibility of our cashflow position and there is no double-handling of data being sent to our finance system. The commercial department no longer spend an inordinate amount of time on admin; instead they have been freed up to generate value and as much revenue for the business as possible.<br /><br /></p>
<h4>&nbsp;</h4>
<h4><strong>Using Payapps remotely during the Covid-19 pandemic</strong></h4>
<p>THEO<br /><br />Luckily, having introduced Payapps, we have been able to request that applications for payment are not provided via post during this time but are all submitted via Payapps. This prevents any risks associated with the handling of paperwork and eliminates any delays in the receipt of applications. The fact that Payapps can be accessed from anywhere on any device for both submission of applications and certification of payments means everything can run smoothly despite working from home.<br /><br />Without Payapps, with a higher number of people off work than usual, we might have had to piece together information that hadn't been filed properly, spending a ridiculous amount of time sifting through emails looking for one bit of crucial information. More detailed information is being requested in the current climate in a bid to forecast future possibilities so it's good that we can interrogate Payapps to easily provide reports and analysis around subcontractor payments.<br /><br />KEVIN<br /><br />There was a short scramble for payments in the early days of COVID-19 especially with some projects being paused/delayed and furlough across the supply chain so we were glad of the Payapps technology which helped us to assess the applications quickly and efficiently with up-to-date-information.<br /><br /></p>
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<h4>&nbsp;</h4>
<h4><strong>An ever-improving, easy-to-use platform</strong></h4>
<p>KEVIN<br /><br />In our selection of a suitable solution we came across some platforms that are dated, clunky to use and haven't evolved to suit the needs of the industry. Payapps is always improving, yet the team continues to focus on the core features - applications and payments. This means it's simple and intuitive to use while modern in its look and feel. When you've got a workforce and industry used to working a certain way and resistant to change but easily use Payapps, it's a testament to the product itself.<br /><br />THEO<br /><br />We're looking forward to a continued partnership with Payapps and being able to collaborate more effectively with our supply chain by sharing this innovative platform.<br /><br /></p>
<p><a href="https://uk.payapps.com/book-demo/" target="_blank" rel="noopener"><strong>Book a demo today</strong></a> to see how your business can improve communication between finance and commercial functions while enhancing collaboration with your supply chain members.</p>
<p>&nbsp;</p>
<h4><strong>The importance of Construction Act compliance</strong></h4>
<p><br />Previously, the nearest thing we had to a system for managing applications for payment was a manual check. We had some very diligent commercial managers who would always do their payment notices, and then there were others who didn't know how to write a notice. Payapps now streamlines the entire assessment; we rely on it to tick that box and keep us in check with deadlines. To do it manually or any other way, just means double-handling which takes time and is prone to error.<br /><br />KEVIN</p>
<p><br />Payapps is integral to ensuring we access applications and pay on time, providing real-time transparency and compliance with the Construction Act. For these reasons investing in Payapps was always going to be a sensible business decision.<br /><br /></p>
<h4><strong>Using technology to adapt and improve working practices</strong><br /><br /></h4>
<p>KEVIN<br /><br />Administration has always been an industry weakness and I think even I was uneasy about evaluating and introducing a new system. But the simplicity of Payapps meant that everyone, including our supply chain, quickly got used to it and appreciates the value and benefits it brings.<br /><br />It's now a lot easier to audit and to check dates to see where payment is due, is late or is early in the cycle meaning our suppliers can be provided with a clear date and fixed amount for payment. We didn't have that visibility previously; we had to rely on tracking everything in spreadsheets and there was a heavy emphasis on looking backwards in the process to question people, which is time-consuming. Payapps has streamlined this process and the data is instantly available. No longer having to manually hunt for applications saves our commercial team around 5% of their time.<br /><br />THEO<br /><br />The data is now available in one location; we don't have to go hunting through inboxes or spreadsheets. So when a subcontractor calls and says, "They've not paid me for this" or the commercial manager's actions are questioned, it's very easy to look straight into Payapps and see the dates, comments and the full valuation. It provides all of the key detail around the payment and the more information you have, the better - it's based on fact rather than emotion. Full visibility of the incoming applications and any upcoming or overdue actions takes away the risk of missed applications in individual mailboxes.</p>
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BW: Workplace Experts - the evolution of assessment and payment practices

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