Payment Process Setup & Support
Risk mitigationFixed FeeFor Subcontractors, Main Contractors & Clients10 working days
I set your payment process up, prove it on a full live cycle alongside your team, then hand it over for your own people to run.
The problem
An unmanaged payment cycle fails quietly: a notice goes out a day late, a deadline lands while the one person who tracks it is on site, and the sum you owe or are owed is suddenly fixed against you. I've spent a decade as a quantity surveyor watching exactly that happen. This service exists so it doesn't happen to you: the setup that puts the right document out on the right day, proven on one full live cycle alongside your team before it is handed over as finished.
The solution
The implementation gives you the machinery: applications, notices and responses built as one integrated set for your contracts, every Due Date and deadline on every project diarised into one live picture, and a short written routine per contract so your team knows who issues what, when and to whom. Then the setup is proven before it is handed over: one full payment cycle runs on the new documents with your team, every notice served in time, and what the cycle shows gets corrected before the pack is yours. The product is a process your own people run; where you want the deadlines watched for you cycle after cycle, that is a separate retained service, Notice & Deadline Tracking on the Quantity Surveying side.
What you receive
Your payment cycle stops depending on memory and one busy person. The right document goes out on the right day on every contract, the setup has already survived a live cycle before you rely on it, and the sums that get fixed are the ones you put in the documents, not the ones a missed notice decided for you.
The Handover Pack accompanies the work with its dates and sources, likely outcomes and responses, scope boundaries and ready-to-send correspondence where needed.
Turnaround: ten working days.
The working days start when the agreed scope and required inputs are available. Optional items do not hold the start unless the agreed scope says otherwise.
How it works
You get in touch and describe where things stand
The first conversation is free and commits you to nothing; it establishes whether I can help and what the setup would involve.
You send me your contracts' payment terms
You send everything in the list below for each contract, so the setup is built on what your cycle actually requires rather than a generic form.
- A
Every contract in use, with amendments
EssentialWithout it: The process gets designed without knowing what every contract actually requires, so it may not satisfy the one nobody sent.
Where to find it: Whoever manages each contract, or the job's commercial folder. Send every contract you are paid under and every one you pay under.
Why I need it: The process has to fit the contracts, not the other way round
- B
An honest description of the current process
ImportantWithout it: The map of what happens now rests on what people say in interview, with nothing written down to check it against.
Where to find it: Written by whoever actually runs the cycle, not the person who wrote the procedure. A page or two is enough.
Why I need it: What is happening now, as opposed to what is written down
- C
The templates in use
ImportantWithout it: None of your existing paperwork is kept; the whole suite gets replaced rather than adapted from what people already know.
Where to find it: Whatever spreadsheet or document people actually use day to day, including anything kept on someone's own machine rather than the official version.
Why I need it: What the team already knows how to operate
- D
Who does what, by role
ImportantWithout it: A step nobody claims ownership of is mapped as having no owner at all, rather than being assigned to someone.
Where to find it: A short list from whoever manages the team: who is involved by role, and who covers each role when that person is away.
Why I need it: A process with no owner per step is not a process
Copies are fine. Send what you have and I'll tell you what's missing. Download the client request PDF or editable Word version to pass to whoever holds the files.
Every contract extracted first.
Each contract's dates, forms and service rules are taken from the signed terms before any template is designed, so nothing runs on standard form assumptions.
- A
I set up your document suite
I set applications, notices and responses up as one integrated set: same line structure, figures rolling forward cycle to cycle, configured to your contract's dates, forms and parties.
I map and diarise every key date
I map every contract's Due Dates and deadlines once, with one live picture across all your projects: what is due this week, what is overdue, and any cycle with no notice served.
I write the routine your team can run
I write down who issues what, when and to whom as a short playbook per contract, so the cycle survives holidays, handovers and busy months.
You run the first cycle with me alongside
Your team runs one full live payment cycle on the new documents, calendar and routine, with me beside them. The old routine keeps running in parallel until the new one has survived the cycle.
Live cycle proven first.
One full payment cycle must run on the new documents with every notice served in time before the setup is handed over as finished.
I correct the setup and hand it over
What the live cycle showed gets corrected in the documents and the routine, then the pack is handed over: process document, templates, calendar and a short watch list for the first three cycles. From there the process is your team's to run.
I hand over a process your team runs
Free Service Pack
A step-by-step Handbook, with the templates and working documents you need to carry out the work it covers yourself. You supply your own project information and records.
Follow the Handbook's scope and stopping points, and obtain independent advice where required. The pack is not project-specific advice or independent sign-off.
My products used
Tips that raise your odds of success
The templates themselves are free to download on the products page; this service is me setting them up for your contracts and proving the process on a live cycle before handover. The same discipline for your claim evidence, the site diaries, registers and notices that decide disputes, has its own service: Records & Monthly Check.