Smarter Valuations, Stronger Evidence: How Digital Records Empower QS Teams
Quantity Surveyors are the financial backbone of projects. Replace paper dockets with verifiable, time/GPS‑stamped digital records so QS teams spend less time chasing data and more time leading valuations, change control, and reporting.
Start with live records; cut cycles from days to hours.
Defensible, time/GPS‑stamped entries reduce back‑and‑forth.
Photos/signatures + audit trail = confident decisions.
QS/admin reclaim 4–6 hours per week per project.
Executive Summary
QS teams manage cost planning, valuations, change control, and reporting under constant time pressure. Paper dockets create missing data, slow checks, and fragile audit trails. Digital capture flips the model: records are logged at source with timestamps, GPS, photos, and signatures, so QS teams work from verified facts—not estimates. The result is faster valuations, fewer queries, and confident, evidence‑backed decisions.
The QS Role (Pre‑Contract & Post‑Contract)
Pre‑Contract
- Cost planning and feasibility estimates
- BoQ and tender documentation
- Risk/contingency and value engineering
- Procurement strategy and tender evaluation
Post‑Contract
- Monthly valuations and interim payments
- Change control / variations (VOs)
- Subcontractor account management
- Cost reporting and forecasting
- Claims, disputes, and final account
Assurance & Liaison
- Evidence for audits and client queries
- Coordination with site, finance, and PMO
- Defensible recommendations to developers
The Paper Problem for QS
- Missing/Late dockets: delays valuations and creates guesswork.
- Illegible entries: triggers client queries and rework.
- Manual cross‑checks: burns hours that should go to analysis.
- Storage/retrieval: slows audits and dispute resolution.
RICS and industry studies suggest up to 20–30% of QS time can be lost to information management inefficiencies when paper is involved.
What Digital Transparency Delivers
1) Clean, Verifiable Evidence
- Time‑stamped and geo‑tagged entries at pickup/drop‑off
- Optional photos, digital signatures, and driver/vehicle IDs
- Auto‑receipts to QS and subcontractors for instant confirmation
2) Faster Valuations
- Valuations start from live data—no waiting for paper to arrive
- Structured entries map to valuation line items
- Typical cycles shrink from days to hours
3) Fewer Queries
- GPS/time context resolves “who/where/when” at a glance
- Clear evidence reduces client QS challenges and debit notes
- Back‑and‑forth drops significantly
4) Stronger Decision‑Making
- QS recommendations grounded in defensible data
- Auditable trail supports negotiations and claims
- Developers gain trust in commercial integrity
Benefits for Developers
Speed
Valuations progress earlier; fewer hold‑ups due to missing evidence.
Trust
Evidence‑backed decisions strengthen confidence with clients and lenders.
Efficiency
QS/admin time reclaimed for analysis, forecasting, and risk control.
Lower Risk
Disputes resolved with data, not recollection—less commercial leakage.
Evidence & Stats
- Disputes: GS1 UK reported ePOD reduced invoice disputes by ~70% in relevant case studies.
- Time savings: QS/admin commonly reclaim 4–6 hours/week per project by removing docket chasing.
- Bad data cost: Autodesk/FMI estimate poor data quality costs construction ~$1.85T globally—structured capture mitigates this.
- Processing delays: Irish SMEs in construction wait ~75 days to be paid (ISME Q1 2024); unclear paper trails contribute to delays.
Implementation Path for QS Teams
- Digitise Valuation Inputs — capture loads/deliveries at source with timestamps/GPS/photos/signatures.
- Standardise Fields — sites, load types, subcontractors, cost codes; enforce mandatory fields and validation.
- Onboard Subcontractors — toolbox talk + one‑pager; auto‑receipts prove capture.
- Integrate with Finance — export to valuation templates and accounting systems; map to journals.
- Review & Scale — measure hours saved and query reduction; roll out across projects.
Give your QS team clean evidence and their time back
See a live flow of time/GPS‑stamped records mapped to valuation lines.
FAQs
Do subcontractors need training? Minimal—simple mobile flow; most are productive the same day.
Does it work with poor connectivity? Yes—offline capture with auto‑sync when back online.
Can we attach photos/signatures? Yes—optional photos and e‑signatures per record.
How does this fit valuations? Records export to valuation templates and map to cost codes/journals.
Is there an audit trail? Yes—immutable timestamps/GPS and edit logs provide defensible evidence.
References
- RICS & industry commentary — information management inefficiencies can consume 20–30% of QS time.
- GS1 UK — electronic proof of delivery (ePOD) case example: disputes reduced ~70%.
- ISME Prompt Payments (Q1 2024) — construction SMEs wait ~75 days to be paid.
- Autodesk/FMI — global cost of bad data in construction (~$1.85T).