The manual nature of the process and the frequent back-and-forth on approvals took up to 25-30 hours per person monthly. With the new legislation taking effect, Spaceframe aimed to resolve these inefficiencies, improve compliance, and refocus team efforts on higher-value tasks, without expanding the team.
To address these challenges, Spaceframe evaluated solutions that could streamline their subcontractor claims process while supporting compliance with Queensland’s PTA requirements.
With experience using Payapps as a subcontractor in one of Spaceframe’s sister entities, Lanfranchi was already familiar with the platform’s benefits, including its integration with their ERP, Jobpac.
This compatibility made Payapps the clear choice, as it eliminated duplicate data entry and streamlined the entire claims process.
Spaceframe’s approach to rolling out Payapps was also carefully planned to ensure smooth adoption. They opted for a phased rollout, allowing subcontractors and internal teams time to adapt without mandating immediate use on existing projects. “We wanted to do it right the first time, so we took a bit more time to communicate with our subbies, answer questions, and let them know what to expect,” Mark shared. This approach paid off, as approximately 60% of regular subcontractors were already familiar with Payapps and eager to use it. By the end of the first month, over 80% of subcontractors had transitioned smoothly to the new process.
The adoption of Payapps also brought improvements in document management. While Spaceframe continued to use their existing document management system for general project communication, Payapps allowed them to request specific claim-related compliance documents, such as statutory declarations and subcontractor certificates, directly through the platform. This feature centralised compliance tracking, reducing the need for separate requests and helping streamline approvals.
With Payapps in place, Spaceframe’s finance team could now handle claims efficiently and accurately, keeping up with legislative demands and internal standards without expanding their team.
Since implementing Payapps nearly two years ago, Spaceframe has seen substantial improvements across their finance operations.
The automation of claims processing has reduced the finance team’s workload by 25-30 hours per person per month, allowing them to reallocate time toward higher-priority tasks like compliance and financial oversight.
The integration with Jobpac has been particularly valuable, ensuring that claims data is accurately entered and reconciled without the need for double handling. This efficiency means that claims are processed faster, enabling Spaceframe to meet PTA requirements with confidence. “We now have more time to focus on timely payments to our subcontractors, ensuring accuracy and compliance with PTA legislation,” Mark explained.
Payapps has also improved subcontractor relationships by providing real-time visibility into claim status. Previously, the finance team received frequent calls from subcontractors checking on claims, retention amounts, and documentation.
With Payapps, subcontractors now have direct access to the status of their claims, which has significantly reduced inquiries and allowed the finance team to work more efficiently. “It’s the visibility that our subbies have now,” Mark shared. “They can see exactly where their claim is in the process and when they can expect retention, which has cut down on phone calls and streamlined communication.”
Overall, Payapps has provided Spaceframe’s finance team with a sustainable solution that enhances productivity, compliance, and transparency, without the need for additional staff.
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