Chapter 03
Implementation process: The first build, followed by the audited roadmap.
The system prepares a sourced draft take-off and cost build-up. The estimator checks the scope and the measurement, then sets risk, prelims and margin. Nothing leaves the office without approval.
Illustrative
An example firm built from firms like yours, for demonstration only. Not a client. We model the inputs and the queue examples, then derive every total from the assumptions shown. A real audit measures each workflow in your operation.
- Profile
- Contractor
- Revenue
- €18M
- People
- 70
- Live sites
- 6
The first build and what comes after it
P1 · first build
Estimating and take-off
The system checks tender drawings, specification and any supplied pricing schedule. It measures missing or changed quantities into a draft. It applies approved rates and supplier quotes that still stand. Each one carries its source, its date and what it leaves out.
- Hours a year
- 1,320
- Modelled share the system could carry
- 55%
P2 · audited roadmap
Supplier price chasing
Requests and reminders automated; replies compared on scope, delivery, validity, exclusions and substitutions as well as price. Non-responses stay visible.
- Hours a year
- 680
- Modelled share the system could carry
- 70%
P3 · audited roadmap
Site reports and daily logs
A guided update becomes a draft daily record, with the original audio and photographs linked. The system flags missing labour, plant, delivery, weather, safety or delay details for the site manager.
- Hours a year
- 1,040
- Modelled share the system could carry
- 65%
P4 · audited roadmap
Changes, variations and valuations
What changed, when you notified it and what it costs. The system assembles the instruction, the site record and the photographs for commercial review.
- Hours a year
- 430
- Modelled share the system could carry
- 60%
P5 · audited roadmap
Subcontractor document collection and expiry tracking
Documents collected, dates extracted and missing or expiring items flagged. An authorised person confirms validity, scope and site-access status.
- Hours a year
- 310
- Modelled share the system could carry
- 75%
Modelled opportunity across all five
- 2,369
- Hours a year the system could carry
- €108,974
- Equivalent internal capacity at the loaded cost above
- 1,411
- Hours a year that stay with your team
All five processes, not the one traced below. This is a capacity equivalent, not cash saved or revenue forecast. It excludes implementation cost, operating cost, review time and adoption. The audit is where these become your numbers instead of ours.
One process, end to end
Estimating and take-off
The first one, step by step, including the place a person stays in the loop and what happens to their correction afterwards.
-
01
System prepares
Checks the drawings and pricing schedule
It identifies the tender pack, specification and current revisions before measurement starts.
-
02
System prepares
Prepares the draft quantities
Measured against the supplied schedule where one exists. It marks changed, missing or unclear scope instead of assuming it.
-
03
System prepares
Prices it from the library and live quotes
Approved rates first, supplier quotes only inside their validity period, and each line showing source, date and exclusions.
-
04
Your team approves
The estimator validates and prices it
Scope, measurement, programme risk, ground conditions, preliminaries, margin and whether this client is worth winning stay with a person.
-
05
System prepares
Returns the priced tender
Held for estimator approval, then returned in the required format. It writes out the assumptions and exclusions, so nobody argues them later.
We log every edit. A named process owner approves a repeatable rule before we version it and reuse it. One-off exceptions stay one-off. We test every change before release.
Of that, this one process accounts for 726 hours a year