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Case study:

Helping GF Tomlinson to reduce risk and increase profit margins by automating the application for payment, valuation and certification process.

Founded in 1892, GF Tomlinson has become one of the largest and most respected contractors in the East Midlands. With an annual turnover exceeding 拢150m, in an industry where accounting for every single profit and loss is crucial to the success of a project, GF Tomlinson recognises it is a priority to ensure that processes are as smooth as possible to give greater visibility on project costs.

Challenge

Group Finance Director Tim Davies acknowledged a disconnect between his accounts and commercial teams for managing the processing of applications for payment and issuing of payment notices. 鈥淲e needed to simplify the reporting of the process from the commercial team to the accounts department.鈥�

Associate Director (Commercial), Richard Robins highlighted the problem of receiving incorrect, late or no applications for payment at all from subcontractors. 鈥淵ou put your trust in the subcontractor, but things can fall into a trap when information is incorrect or missing. Some subcontractors have even failed to submit an application in the hope of receiving money for work that they haven鈥檛 yet completed.鈥�

Solution

A healthy supply chain is a happy supply chain, one that avoids risk and ensures quality future work. After learning of the improved communication, enhanced visibility and added benefits of Payapps.com, GF Tomlinson signed up. They were impressed with how the software can benefit everyone in the construction supply chain. 鈥淪aving time on both sides is a benefit to everyone,鈥� says Peter Sherratt, Senior Quantity Surveyor.

鈥淲e were receiving such a variety in quality of applications for payment from different subcontractors. The software manages the discipline of the application for payment process and ensures that nobody [main contractor and subcontractor] should fall foul of the Construction Act.鈥�

Managing Surveyor Carl Wiltshire added: 鈥淚t鈥檚 a breeze for the subcontractor; there鈥檚 no mixture of variations and contract works, and it鈥檚 so easy to submit an application for payment. Everyone has welcomed it.鈥�

Results

• Fully automated and streamlined subcontractor application for payment processes, delivering bottom-line benefits.
• As an early adopter, GF Tomlinson had specific functionality developed for them. 鈥淲e have found this [relationship] very useful. Functionality for managing Main Contractor Discount and CIS deductions was turned around in less than a month,鈥� says Carl.
• As Payapps.com is cloud based with no software to download or install, GF Tomlinson were quickly and easily able to roll out the software on two projects both valuing 拢4m, receiving applications from over 25 different subcontractors in a pre-agreed format.
• The success of Payapps.com on these projects resulted in GF Tomlinson rolling Payapps.com out across all future projects. Richard Robins points to the importance of legislative compliance and streamlining of processes as the main reasons for company-wide adoption ofPayapps.com: 鈥淥ne of the main benefits of using the software is that it provides standardisation across all documentation and ensures compliance with the UK Construction Act. It completely streamlines the process between commercial, finance, and our subcontractors and ensures our supply chain get paid when they should.鈥�