Where the proof goes missing
The proof usually exists. It just isn't with the application.
The client's side assesses each line against its ITP sign-offs, test certificates and measurements. On site, those are posted in a dozen groups, filed in someone's phone or never filled in at all, and they're gathered in the last days before the valuation.
Held for proof
The quantity is in. The ITP sign-off isn't.
One unsigned hold point or a missing ITP sign-off, and the line can be held back from this month's assessment.
The document existed on site. Nobody chased it in time, so the work waits for next month.
Posted, then lost
The cube results came in. Nobody filed them.
The test certificate was posted in the QC group on the 21st, between a delivery photo and a labour count.
At valuation time, someone scrolls three weeks back to find it, or asks the lab to send it again.
Chased at month-end
Forty checklists, chased in the last three days.
Checklists pile up until the cut-off, then the QS calls every site engineer for them.
Some arrive unsigned. Some were never filled for work done three weeks ago, and can't honestly be filled now.
Never on the register
Work finished that nobody tracked.
A drain completed in a corner of the site never made it onto the checklist register, so nobody asked for its checklist.
It surfaces when someone asks why it isn't in the valuation, or it never does.
How Velora does it
Proof gathered as the work happens, not at the cut-off.
Your site and QC teams keep posting where they post today. Velora does the sorting, filing and chasing.
- Read
Work done and quality records
Progress and completions, signed checklists, cube, compaction and other test results, and inspections, read from text, voice notes and photos of the documents, in any language.
- File
Against the work they cover
Each record is matched to its work, location and scope line. On planned work, a checklist Velora matched lands as reported, for your quality lead or QS to confirm; anything that fits more than one item is left for you to choose. Work started or finished where nothing is planned is proposed as a new entry.
- Check
What each line still needs
Every piece of work in the month's bill, with the inspection records and tests found for it and what's still missing. On the plan, last month's open items carry forward until they're in.
- Flag
What's due, to the groups you choose
You mark what's due, with Velora's recommendation and its reason beside each item. Each morning the groups you set up get the due documents by activity, until they're in. Documents posted back are matched and filed.
When the application goes in, export the pack: the inspection records, test certificates and work photos behind each line, with an index of evidence and quantities.
Worked example
The month's evidence register.
One plan per month: every planned item, the inspection record it needs and its status, with every piece of work done shown on the month's bill. Statuses move as documents are posted; your team confirms what Velora matched and marks what's due.
Read from the chats
A pre-pour checklist posted in the QC group is recognised, matched to its pour and marked reported, for a person to confirm.
Chased once marked due
Anything your team marks due goes into the next morning's reminder to the groups that take it.
Carried forward, not forgotten
Last month's open items stay on the register until they're in, instead of dropping off with last month's application.
Work nobody tracked
Work started or finished where nothing is on the plan is proposed as a new entry, with a recommendation to mark its checklist due.
Illustrative figures
Where it fits
The proof behind Billing Intelligence.
Evidence assembly is one part of Billing Intelligence, run on the same site record as everything else in Velora.
- ProductBilling IntelligenceWork done matched to scope, each line with its proof and work outside the scope kept on record.
- Use caseDaily site recordsThe same site record, drafted into daily, weekly and monthly reports.
- IndustryResidentialSlab and finishing quantities by block and floor, each with its checklist or ITP sign-off.
- IndustryRoad constructionQuantities by chainage, with the level surveys and lab results behind each span.
- IndustryRoad maintenanceMonthly patch totals by chainage, with the measurement sheet behind them.
See your next application go in with its proof.
Talk to us about one live project and we'll set up a pilot against its WhatsApp groups and your bill of quantities.
Frequently Asked Questions
Common questions from commercial managers, quality managers and QSs.
It's the contractor's application for payment, usually monthly, for the value of work done to date. Under NEC4 the Project Manager assesses the amount due at each assessment date and certifies it; under JCT the work is valued at each Interim Valuation Date. Under both, the Construction Act payment notice and pay less notice regime applies (through Option Y(UK)2 under NEC4). The QS supports each line with its measurements and the records the contract asks for: ITP sign-offs, test certificates such as cube tests, and measurement records. Velora gathers that proof from your site groups as the work happens.
For measured work, yes. Under NEC4 Option B each line is measured against the bill of quantities, and under JCT the work properly executed is valued; Velora assembles the work done and its quality records behind each line. Under Option A, Velora still files the records for each activity; paying by completed activity is something the team is still working on. Target and cost-reimbursable work (NEC4 Options C and E) is paid on Defined Cost, which needs cost records rather than quality records, so there the evidence register supports the record, not the payment.
Signed QC checklists, pre-pour checklists and ITP sign-offs, test certificates such as cube, compaction, plate load and pile tests, and signed inspection records, whether posted as photos, documents or text. Each is filed against the work it covers, with the original message kept.
Evidence Reminders asks only for documents your team has marked due: inspection records such as checklists, ITP sign-offs and level sheets, test certificates, the measurement record, and any extra document the project needs. Velora recommends what to mark when work starts or finishes, or an inspection is posted. Work photos are never chased; they're filed as they arrive.
Anyone can post a photo of it in the group, and it's read and filed like any other. Once it's in, the reminder stops asking for it.
No. Velora assembles the proof and tracks the quantities behind each line. Your QS applies rates, retention and deductions and finalises the application in your own format.
Yes. Velora reads text, voice notes and photos in the languages your teams use, including photos of checklists, test reports and letters, and keeps each original message with the record it created.
We run a discounted pilot for the first three months on one project: the full product, with no long-term commitment.