Work · Construction
Monthly valuations worked out from every hour and every bill.
Valuation and cost-coding software for West Country Renovations that replaced a monthly Excel workbook for each job. It went live 53 days after we started building.
A workbook per job, rebuilt every month
Before
Each monthly valuation was built in an Excel workbook for that job, from Timely timesheet exports and Xero bills. Client reports were put together by hand, and changes to job coding were not tracked.
What we built
Software that tags every timesheet hour and supplier bill line to a job code, then works out each monthly valuation through to retention, VAT and amount due. Clients receive each valuation as a private link they can view, print or download as Excel.
“We run open-book, cost-price valuations for our clients, so we used to have to prepare monthly valuations compiling all the timesheets and suppliers. The process took three to six weeks. We now get all the valuations sent to clients within 5 working days from the end of the month.”
How a valuation gets made now
Timesheet and bill import
Timely timesheets and Xero supplier bills are uploaded as spreadsheet exports.
Job coding
Every labour and supplier line is tagged to a job code, grouped by area of the house.
Valuation calculator
Labour, materials, prelims, overhead and profit, retention, VAT and amount due, worked out for each month.
VAT routing
Each coded line goes to the right VAT valuation, at 20%, 5% or 0%, automatically.
Rate changes
A change to a worker's rate updates draft valuations. Issued valuations stay frozen.
Client links
Each valuation is shared as a private link that clients can print or download as a PDF or Excel file.
From workbook to software
| Area | Before | After |
|---|---|---|
| Valuations | An Excel workbook for each job | Calculated from coded labour and supplier lines |
| Client reports | Assembled by hand | A private link with print, PDF and Excel export |
| Coding changes | Not tracked | Every change logged, with who made it and when |
| Supplier costs | Re-keyed from Xero exports | Every supplier bill coded to a job |
Who uses it
- Roles
- Admin, project manager, project member and read-only. Clients view issued valuations through a private link, with no login.
- Timely and Xero
- Data imported by upload. There is no live connection.
- Projects
- All live projects, with earlier valuations loaded in
More work
Talk to us about a system like this.
Tell us what your team does by hand today. The first call takes 30 minutes, and we'll say whether we can help.
Book a call