Construction · UK

Win More Tenders, Get Paid Faster — Built for UK Contractors

Workmaster automates BOQ estimation, payment applications, retention recovery, site reports, RTW checks, PAYE RTI, supplier invoices and expenses for UK contractors.

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Why contracting companies (general/civil) run on Workmaster

What the AI automates

Tender and BOQ Estimation

Cuts estimation turnaround from weeks to days and prevents missed tender deadlines and margin-eroding pricing errors. For a contractor, a single mispriced BOQ line or a late submission can wipe out a quarter's profit or forfeit a bid bond, so disciplined bid governance is make-or-break. In the country market, where tenders arrive by email, WhatsApp, and client e-tendering portals with hard cut-off times and bid-bond commitments issued through bank trade-service desks, an AI-run bid office keeps every deadline, addendum, and supplier quote under control.

AI parses BOQ files and drawings into structured line items, cutting quantity take-off effort dramatically; the Estimator only validates flagged/ambiguous lines rather than re-keying everything. AI summarizes tender conditions and flags onerous clauses (LDs, retention %, DLP duration, bonds) so the bid/no-bid gate is informed in minutes, not days. AI Procurement Agent runs the entire RFQ cycle — sending, chasing, and normalizing quotes into a comparison matrix — humans only select rates. Deadline and addendum monitoring is automated with countdown alerts; addenda automatically re-open only the affected BOQ items for re-pricing. Human judgment stays on bid/no-bid, rate selection, margin setting, and final MD price approval — the AI never sets or submits a price on its own. Win/loss analytics accumulate across tenders to improve future margin guidance and vendor shortlists.

Payment Application and Retention Tracking

Accelerates cash collection by ensuring monthly payment applications go out on time with full substantiation, and recovers retention money (typically 5-10 percent of contract value) that contractors routinely forget to claim at Practical Completion and DLP end. For an SME contractor, unclaimed retention and slow certification are the top causes of cash-flow crises. In the country, applications go to the consultant via Aconex or email, certified amounts are invoiced as tax authority-compliant tax invoices (with the 2026-27 e-invoicing mandate approaching), and receipts are reconciled on the company's bank portal.

AI assembles the monthly application automatically from daily site reports, the variation register, and prior certificates — the QS starts from a pre-built draft, not a blank sheet. Evidence attachment and completeness checking are automated; the AI flags any claimed line without substantiation before the consultant can reject it. The certification chase loop is fully automated with escalating reminders and contract-deadline awareness, so overdue certificates never sit silently. Retention is tracked as a ledger with hard-date triggers (PC, DLP end) so release claims are raised automatically — the money contractors most often forget to collect. Humans keep all commercial judgment: progress confirmation, application approval, variance dispute strategy, and retention claim sign-off. Certified-vs-applied variance analytics across projects reveal which consultants systematically under-certify and which claim lines need better evidence.

Site Daily Reporting and Snag Management

Turns informal WhatsApp site chatter into structured daily records that serve as contemporaneous EOT (extension of time) evidence, and drives snag lists to closure so handover — and the payments gated on it (IND-CO-02 retention) — is not delayed. Contractors without daily records routinely lose delay claims worth far more than the project margin. In the country, the site channel IS WhatsApp: foremen send voice notes and photos, and the AI converts them into the daily report and the snag register without any forms.

AI turns foreman voice notes and photos into a structured, timestamped daily report — no forms, no laptop needed on site; missing submissions are chased automatically. Delay events are auto-classified and accumulated into an EOT evidence log with contractual notice-window countdowns, preserving claims that are otherwise lost to missed notice deadlines. The snag register runs itself: AI notifies assignees with photo/location, chases overdue items, pairs before/after photos for inspection, and tracks re-open counts. Dashboard rollups (manpower trend, delay days, snag burn-down per zone) are generated without any manual reporting effort. Humans keep judgment calls: PM validates delay classifications and approves notices, the client representative decides pass/fail on inspections, and disputed/out-of-scope snags go to commercial review. Zone sign-off certificates and the closed snag register feed IND-CO-02 directly as evidence for retention release claims.

Employee Right to Work and Visa Compliance

Overstay and expired-labor-card fines accrue per employee per day, and labour authority/labour authority blocks on one lapsed file can freeze all new work permits for the company. For 50–500-headcount labor-intensive firms, automated T-90/T-60/T-30 renewal casework removes the compliance risk that most often triggers five-figure fine events.

The daily register scan with T-90/T-60/T-30 laddering per document type removes all human memory-dependence across hundreds of employees and multiple sponsor entities. AI validates application data against extracted source documents before submission, catching the name-spelling and passport-number mismatches that cause most portal rejections. Medical test booking, employee reminders, status polling, and cost logging run unattended; the PRO only performs the portal/typing/counter work. Unfit-medical and rejection paths always route through a human HR decision — renewal-versus-exit is never automated. Cost data per case accumulates into a per-entity, per-document renewal cost report, giving owners true visa-overhead visibility for manpower pricing.

Payroll Run and PAYE RTI Submission

Compresses the monthly payroll cycle from days to hours and guarantees on-time salary-transfer system compliance — late or missing salary-transfer system submissions block new work permits and trigger labour authority fines, which for labor-heavy firms (contracting, cleaning, security) can freeze the entire hiring pipeline.

AI eliminates manual re-keying: attendance import, OT/commission/deduction math, and the exception report are fully computed, so the officer reviews flags instead of building spreadsheets. salary-transfer file generation with pre-submission validation (IBAN format, 14-digit labor card, routing codes) catches most salary-transfer system rejections before the bank sees the file. The salary-transfer system Monitor closes the loop that firms most often drop: polling confirmations, isolating rejected records, and regenerating partial SIFs on a deadline clock. Payslip delivery and first-line employee salary queries are handled in chat by the AI, with only genuine disputes reaching the Payroll Officer. Money never moves on AI authority: Finance Manager approval gates the run, funding shortfalls, repeat rejections, and every off-cycle correction.

Supplier Invoice Capture & Approval

Catches supplier overbilling (price creep, quantity padding, duplicate invoices) through automatic 3-way matching, and replaces the shoebox of paper invoices with a same-day captured, VAT-clean payables ledger — protecting both margin and input-VAT recovery.

AI extraction removes all data entry: a WhatsApp photo of a delivery invoice becomes a structured, VAT-validated payables record in seconds. Duplicate detection and Tax ID/VAT-arithmetic checks run on every invoice — the two most common leakage points in manual AP. The 3-way match against SHR-16 PO/GRN data flags price creep and quantity padding automatically; clean invoices under the threshold flow through with zero human touches. Proactive supplier communication (missing-copy requests, remittance advices, delay notices) is AI-drafted and sent, protecting supplier relationships without AP effort. Humans decide everything commercial: variance acceptance, approval above thresholds, and any payment-date changes.

Expense Claims & Petty Cash

Replaces the envelope of crumpled receipts with same-day, policy-checked expense capture — recovering input VAT that is otherwise lost, stopping out-of-policy spend, and keeping site/project petty cash floats reconciled instead of leaking.

A WhatsApp photo becomes a categorized, VAT-checked, policy-tested claim in seconds — no forms, no spreadsheets, no month-end batch of faded receipts. The policy engine auto-approves the compliant majority and detects duplicates across the whole company, so managers see only genuine exceptions. Tax-invoice validation (merchant Tax ID present, VAT stated) protects input-VAT recovery that manual processes routinely lose. Petty cash reconciliation is AI-prepared: the custodian counts, the AI matches claims to the float and computes variance, and only out-of-tolerance gaps consume human time. Humans keep approval of violations, rejection decisions, and variance accountability; the AI never approves anything outside written policy.

construction estimating software uk · BOQ tender software · payment application tracking · retention recovery contractor · PAYE RTI payroll construction · right to work compliance software · supplier invoice 3-way matching · site daily reporting app