The fast-paced nature of the mechanical and electrical (M&E) sector and the pressure to shorten project deadlines means contractors can’t afford to spend unnecessary time on administrative tasks or on back-and-forth deliberation with subcontractors over valuations and supply chain payments
This article explores how technology has modernised the management of payment applications and variations for forwardthinking M&E contractor Grove Mechanical Services. This allows a more streamlined and standardised process that shifts away from the inefficient, unreliable – and, let’s be honest, stressful – use of emails and spreadsheets.
The challenge: Short contract timescales
Many contractors have to deal with short contract timescales where a need for speed can be a challenge. Hasty estimates make scope creep and variations more likely, which in turn increase the likelihood of disputed valuations, project delays and escalating costs.
Streamlining subcontractor applications for payment is a key consideration for those working in this space, opening the door to improved collaboration and transparency through the supply chain.
From spreadsheet stress to streamlined success
Grove Mechanical Services is a family-run mechanical engineering specialist based in Toomebridge, Northern Ireland. Since its founding in 2006, the company has grown into a leading contractor operating across Northern Ireland, the UK, Ireland and Europe.
Their expertise spans design, installation, testing and commissioning of mechanical systems – covering LPHW/MPHW heating, heat recovery, chilled and process water, and offsite prefabrication solutions.
Before adopting technology for managing and tracking their applications for payment and insurance documents, the commercial team juggled spreadsheets to manage these.
Version control was fragile: one overwritten cell could throw off cashflow forecasts and locating a supporting document meant trawling through email chains. Deadlines for interim and final accounts were buried in static trackers, so a missed notice or late submission was a risk to both compliance and client trust.
As the business grew, more projects meant a surge in monthly applications, each with its own key dates, amendments and insurance requirements. Manual processes started to become more difficult – deadlines were harder to spot and the team worried about breaching contract terms by forgetting to issue final account statements.
Having used Payapps software to submit their own applications for payment to Designer Group, Vaughan Engineering and Stothers (M&E), Grove Mechanical Services found instant time-savings in the intuitive interface, built-in reminders and single repository for all project documentation. The team quickly determined that this smarter technology could be used to manage applications from their own subcontractors.
As such, Grove Mechanical Services rolled Payapps out across every project – upstream (to main contractors, even in cases where these clients didn’t use Payapps themselves) and downstream (to subcontractors).
Discussing the problems many MEP contractors face, Neal Hooks, UK&I Head of Payapps, said: “The sheer volume of applications and the pace of the industry means that there is a very real process challenge. Often, a surveyor is responsible for valuing subcontractor applications and could also be managing multiple projects with various different subcontractors – meaning manual processes can very quickly become unwieldy, leading to a loss of visibility.
“However, many seem open to innovation. Forty percent of the Top 30 M&E contractors have now adopted Payapps technology to help efficiently manage supply chain payments and to free up valuable time across their commercial and finance teams.”
Indeed, centralising all applications for payment in one workspace using Payapps software has delivered three big wins for Grove Mechanical Services:
1. Consistency and compliance
Standard templates and automated prompts ensure application for payment submissions meet contractual requirements every time, dramatically reducing time spent trying to understand the data that’s been submitted and minimising the risk of adjudication or withheld payments.
2. Transparency and accountability
Real-time dashboards show exactly what’s been applied for, certified or paid. Managers can spot bottlenecks early and evidence their decisions with an audit trail.
3. Efficiency and time savings
No more chasing spreadsheets or digging through email inboxes. Team members estimate they’ve cut the admin time per application by 50%, freeing QSs and finance staff to focus on higher-value tasks.
Mark Hesketh, Commercial Manager at Grove Mechanical Services, says: “This move supports our commitment to work smarter and stay ahead as we grow. Deadlines no longer slip through the cracks and all documentation lives in one accessible location where all stakeholders – internal and external – can appreciate clearer communication and faster approvals.”
With Payapps delivering both operational efficiency and peace of mind, Grove Mechanical Services is now positioned to scale confidently, knowing its payment processes are as robust as its project delivery.
Join 40% of the Top 30 M&E contractors who are Payapps customers
Payapps, an ECA partner, is used by a large number of M&E contractors. This includes 30% of the Top 30, for example TClarke, Phoenix M&E, Gratte Brothers, Dornan and Essex Services Group. It’s a fast-paced sector and these contractors can’t afford their projects to be slowed by arduous administration or payment disputes.
For more information about Payapps and how it can help your M&E business, request a brochure or an online demo today!
“This move supports our commitment to work smarter and stay ahead as we grow.” -Mark Hesketh, Commercial Manager, Grove Mechanical Services
*Please note that this is a commercial profile.
The post Shifting from spreadsheet stress: Grove Mechanical Services embraces technology to streamline supply chain payments appeared first on Planning, Building & Construction Today.
