The construction industry has long been plagued by inefficiencies in administrative and financial workflows. For BW: Workplace Experts, a leading player in the interior fit-out industry with an impressive portfolio of clients, the need for streamlined payment processes has become a priority as the business has grown
Several years ago, recognising the challenges posed by traditional methods, BW: Workplace Experts turned to Payapps, an online platform for managing applications for payment, to bridge the gap between commercial and financial operations.
The challenge: fragmented communication and manual processes
Before adopting Payapps, BW: Workplace Experts relied on manual processes, including spreadsheets and email chains, to handle applications for payment. The industry is littered with construction firms who still take a similar approach, yet it presents numerous challenges:
- Data silos: Critical information is often scattered across individuals’ email inboxes and desktops, creating risks of data loss when key personnel are unavailable.
- Compliance concerns: Adhering to the UK Construction Act’s strict payment notice requirements can prove difficult without a centralised system.
- Time-consuming workflows: Manual checks and double-handling of data consumes valuable time, reducing the ability to focus on more strategic activities.
According to Kevin P’ng, recently promoted from chief commercial officer (COO) to BW: Workplace Experts’ managing director, these inefficiencies can lead to delays and frustration for both staff and subcontractors. For many businesses, the absence of a cohesive system means that valuable time is spent tracking down details or resolving discrepancies.
“We had to rely on tracking everything in spreadsheets and there was a heavy emphasis on looking backwards in the process to question people, which is time-consuming… the typical application and assessment process necessitated butchering of spreadsheets [and] there was a lot of admin,” he said.
Introducing Payapps for one version of the truth
BW: Workplace Experts sought a solution that could centralise and simplify its payment processes while maintaining transparency and compliance.
Payapps emerged as the ideal platform, providing a user-friendly interface that streamlined applications for payment, enhanced visibility and ensured compliance with industry regulations.
“Payapps is vital for helping us pay on time, providing transparency and helping with Construction Act compliance,” said P’ng.
Key benefits of Payapps for BW: Workplace Experts – Enhanced visibility and data access
One of the most significant benefits of Payapps is its ability to centralise data, offering “one version of the truth”. This eliminates the need to sift through emails and spreadsheets to locate critical information. “Being able to access and log everything digitally from any location is the way forward,” said Theo Riakiotakis, BW: Workplace Experts’ finance director.
“We now have one digital version of the truth showing exactly what has happened.”
This transparency not only improved internal communication but also fostered trust with subcontractors and clients. Subcontractors can submit and track applications in real time, reducing misunderstandings and delays.
Time savings and streamlined payment processes in construction
Payapps replaced time-consuming, manual workflows with a streamlined digital process. Tasks that previously required multiple steps – such as updating spreadsheets, generating PDFs and tracking payment deadlines – were consolidated into a single platform.
According to P’ng, the platform saved BW:Workplace Experts approximately 5% of their commercial team’s time and around £100,000 annually in administrative efficiencies.
“The data is now available in one location,” noted Riakiotakis. “We don’t have to go hunting through inboxes or spreadsheets. It’s very easy to look straight into Payapps and see the dates, comments and the full valuation.”
Improved compliance with the UK Construction Act
Compliance with the UK Construction Act is a critical aspect of managing payments in the construction industry. Payapps automates the generation of payment notices, ensuring that deadlines are consistently met and errors minimised.
Riakiotakis explained: “Payapps now streamlines the entire assessment; we rely on it to tick that box and keep us in check with deadlines.
“Full visibility of the incoming applications and any upcoming or overdue actions takes away the risk of missed applications in individual mailboxes. To do it manually or any other way, just means double-handling, which takes time and is prone to error.”
Transforming payment processes in construction
BW: Workplace Experts’ adoption of Payapps exemplifies how technology can modernise traditional industries. The platform’s real-time data capabilities enhance operational efficiency but also set the standard for transparency and collaboration in the construction sector.
“Payapps emerged as the ideal platform, providing a user-friendly interface that streamlined applications for payment, enhanced visibility and ensured compliance with industry regulations.”
“I often mention Payapps to clients and consultants… I can show them what we’ve already paid out. It’s very transparent.” said P’ng.
“The tools and reporting are available to allow real-time information and a forecasted view, so there is no need for retrospective action. A subcontractor can raise changes on Payapps and we can review them instantly. It’s so clear.”
The platform’s simplicity and intuitive design also addresses industry resistance to change; both new and existing employees find it straightforward to use, thanks to easy-to-follow training and support provided by Payapps.
As P’ng commented: “It’s simple and intuitive to use while modern in its look and feel. When you’ve got a workforce and industry used to working a certain way and resistant to change but easily use Payapps, it’s a testament to the product itself.”
Riakiotakis added: “The Payapps support team are great and really do set the benchmark across the software industry. Payapps actively engages and provides excellent business partnering.”
Modernise your fit-out business
BW: Workplace Experts’ success with Payapps software underscores the potential of technology to revolutionise construction workflows.
“Looking back, I can’t believe we tried to manage applications for payment using spreadsheets and paperwork,” reflected Riakiotakis.
“We’re now able to able to collaborate more effectively with our supply chain by sharing this innovative platform.”
And it’s not just BW: Workplace Experts – there are plenty of other fit-out businesses now using Payapps to modernise their processes and enhance subcontractor collaboration. For more information, visit payapps.com
For the full story, visit BW: Workplace Experts case study.
*Please note that this is a commercial profile.
