Subcontractor administration and billing cycle for a construction contractor

The problem

A contractor running concurrent sites across several provinces administers dozens of subcontractors, each with its own inter-company coordination paperwork, its own tax and social security clearance certificates and its own monthly valuations. The work is repetitive, carries legal consequences when it fails, and usually lands on site managers who ought to be on site. When a subcontractor's documentation lapses, site access is blocked and the programme suffers. The collection cycle stretches because a valuation with weak documentary support gets disputed, and while it is disputed it is not paid.

What we did

• Centralise inter-company coordination document control, with expiry dates watched before they lapse rather than after
• Return administrative time to the site manager, keeping technical decisions on site and file administration off it
• Prepare the monthly valuation with complete documentary support from the outset, because a well-supported valuation is disputed less often
• Track the collection cycle by invoice age and by cause of delay, separating a genuine dispute from simple lateness
• Work inside the contractor's own ERP, without building a parallel record that later has to be reconciled

What would be measured

The indicators the service would be run against, with their definitions. No values are attached: a numeric target set before anyone has seen the client's data is a promise, and the definition is the part that is true before the work starts.

• Share of subcontractors with valid documentation at all times, measured continuously rather than at audit
• Number of site access blocks caused by lapsed documentation
• Administrative hours returned to the site manager
• Median age of issued invoices, broken down by cause of delay
• Share of valuations accepted without documentary dispute on first submission