Every subcontractor applies in a different format
Twelve spreadsheets a month, each one translated by hand before anything can be assessed.
What's happening?
Twelve subcontractors, twelve layouts: one prices against its own quotation, one against a measure nobody recognises, one sends a total with a promise. Before any assessment can start, each has to be translated into your shape - and the translation eats the assessment window, so judgements get made at speed, late, or from last month's memory.
Two fixes stack. Upstream, applications required in a stated format - a schedule issued with the subcontract, so the data arrives in one shape and arrives identifiable, which matters for the notice machinery downstream. And in the meantime, the assessment run done properly: each application normalised, measured against records, certified with reasons, notices out inside the window. It is a service precisely because it is a monthly grind - and the grind is where the notified-sum accidents happen.
The solution
One shape in, assessed judgements out.