Change the way you manage construction site settlements
BauApp automates the handling of partial acceptance protocols, eliminates manual errors, and provides insight into work progress and settlements in real time.
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Stop creating protocols in MS Excel! Find out why...
Using Excel to handle partial acceptance protocols on construction projects is a popular but risky solution — it leads to errors, slows down work, and makes it harder to fully control the process. The BAUAPP platform with its new settlement module automates these processes, minimizes errors and reduces risk, providing transparent settlements, version control, and automatic calculations.
Errors in time-consuming, manual data entry
Re-typing data on the scope of works from the contract into company templates created in MS Excel is tedious and error-prone, and has to be edited throughout the whole project every time another progress report is prepared. With a larger number of subcontractors and contracts this process becomes very labour-intensive and generates mistakes.
Risk of errors when copying values between progress reports
Partial certificates require transferring cumulative values from previous periods. Manually copying formulas, percentage completion values or amounts due leads to errors in settlements – especially when the structure of the certificate is complex, with multi-level work groups.
Problems assessing whether the works have been carried out in line with the contract
Checking whether the subcontractor has actually completed the reported scope of work for the declared value requires on-site verification, quality assessment and comparison with the documentation.
Lack of control over versions and change history
Without a central management system, protocols are sent by e-mail between the subcontractor, site manager, supervising inspector and the accounting department. Each participant can introduce their own changes, which leads to many different versions of the document and uncertainty about which one is current. There is no way to track who changed what and when, which makes dispute resolution difficult.
Difficult preparation of summary statements and reports
With many contracts and subcontractors, preparing summaries of the value of works performed in a given period, or reports on the progress of the entire project, requires manually aggregating data from many Excel files. This is a time-consuming, error-prone process, and the resulting reports quickly become outdated when corrections are made in individual protocols.
Risk of disputes and payment delays
Errors in protocols, inconsistencies between documents and lack of clear documentation lead to disputes over the amount of remuneration due. Subcontractors may challenge the settlements, which delays the issuing of invoices and payments.
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Benefits of Partial Acceptance Protocols in BauApp
See how the BauApp settlement module simplifies working with protocols, reduces risk and saves time.
1
Automation of calculations and elimination of manual errors
The BauApp settlement module automatically transfers cumulative values between billing periods and calculates the remaining amounts to be settled, retention sums and deductions at each stage. This completely eliminates errors resulting from manually retyping and copying data between billing periods.
2
Centralized protocol management system
All protocols, contracts and settlements are stored in one place on the BauApp platform. This eliminates document chaos and the risk of losing recorded data. The designated project management team – site managers, supervising inspectors and subcontractors – have access only to the information they are authorized to see.
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3
Monitoring progress and value in real time
An automatically generated dashboard shows current cumulative values, pending amounts and amounts remaining to be settled for each contract. This enables quick decision-making, analysis of the physical and financial schedule, and management of the project’s cash flow.
4
Clear approval path and workflow
A defined approval hierarchy with automatic notifications for responsible persons. Every stage of the process is clear and traceable, which eliminates delays and uncertainty about responsibility. Direct access to project documentation and the reporting module allows inspectors to quickly verify work progress. The system sends notifications to approvers whenever new protocols appear for acceptance, which speeds up the workflow.
5
Full change history and PDF protocol generation
The system records all changes, approved values, comments and timestamps. This allows quick clarification of discrepancies, preparation for audits and secure settlement in case of disputes. Each approved protocol is automatically generated as a PDF containing information about all approvals, which serves as the official document for issuing an invoice for the works completed in a given billing period.
6
Importing data from Excel – easy migration and integration
The ability to upload the work breakdown and its values directly from an Excel file streamlines the initial creation of the contract scope, without the need to manually retype the entire cost estimate into the protocol. In addition, the BauApp environment enables integration with ERP and accounting systems.
1
Automation of calculations and elimination of manual errors
The BauApp settlement module automatically transfers cumulative values between billing periods and calculates the remaining amounts to be settled, retention sums and deductions at each stage. This completely eliminates errors resulting from manually retyping and copying data between billing periods.
2
Centralized protocol management system
All protocols, contracts and settlements are stored in one place on the BauApp platform. This eliminates document chaos and the risk of losing recorded data. The designated project management team – site managers, supervising inspectors and subcontractors – have access only to the information they are authorized to see.
.png)
3
Monitoring progress and value in real time
An automatically generated dashboard shows current cumulative values, pending amounts and amounts remaining to be settled for each contract. This enables quick decision-making, analysis of the physical and financial schedule, and management of the project’s cash flow.
4
Clear approval path and workflow
A defined approval hierarchy with automatic notifications for responsible persons. Every stage of the process is clear and traceable, which eliminates delays and uncertainty about responsibility. Direct access to project documentation and the reporting module allows inspectors to quickly verify work progress. The system sends notifications to approvers whenever new protocols appear for acceptance, which speeds up the workflow.
5
Full change history and PDF protocol generation
The system records all changes, approved values, comments and timestamps. This allows quick clarification of discrepancies, preparation for audits and secure settlement in case of disputes. Each approved protocol is automatically generated as a PDF containing information about all approvals, which serves as the official document for issuing an invoice for the works completed in a given billing period.
6
Importing data from Excel – easy migration and integration
The ability to upload the work breakdown and its values directly from an Excel file streamlines the initial creation of the contract scope, without the need to manually retype the entire cost estimate into the protocol. In addition, the BauApp environment enables integration with ERP and accounting systems.
1
Automatyzacja obliczeń i eliminacja błędów ręcznych
Moduł rozliczeniowy BauApp automatycznie przenosi pomiędzy okresami rozliczeniowymi wartości skumulowane i kalkuluje wartości pozostałe do rozliczenia, kaucje gwarancyjne oraz potrącenia na każdym etapie. Całkowicie eliminuje to błędy wynikające z ręcznego przepisywania i kopiowania danych między okresami rozliczeniowymi.
2
Scentralizowany system zarządzania protokołami
Wszystkie protokoły, umowy i rozliczenia przechowywane są w jednym miejscu na platformie BauApp. Eliminuje to chaos dokumentacyjny i ryzyko utraty zapisanych danych. Wyznaczona kadra zarządzająca inwestycją – kierownicy robót, inspektorzy nadzoru czy podwykonawcy – mają dostęp tylko do informacji, do których zostali uprawnieni.
3
Monitorowanie postępu i wartości w czasie rzeczywistym
Automatycznie tworzony dashboard prezentuje aktualne wartości skumulowane, oczekujące i pozostałe do rozliczenia dla każdego kontraktu. Pozwala to na szybkie podejmowanie decyzji, analizę harmonogramu rzeczowo-finansowego i zarządzanie cash flow projektu.
4
Przejrzysta ścieżka zatwierdzenia i workflow
Zdefiniowana hierarchia zatwierdzania z automatycznymi powiadomieniami dla osób odpowiedzialnych. Każdy etap procesu jest jasny i śledzony, co eliminuje opóźnienia i wątpliwości dotyczące odpowiedzialności. Bezpośredni dostęp do dokumentacji projektowej oraz modułu raportowego umożliwia inspektorom szybką weryfikację postępu prac. System wysyła powiadomienia do osób zatwierdzających, gdy pojawią się nowe protokoły do akceptacji, co przyspiesza pracę.
5
Pełna historia zmian i generowanie PDF protokołu
Dane listów przewozowych oraz powiązane dokumenty są udostępniane poprzez REST API, z domyślnym modelem komunikacji PULL oraz opcjonalnym trybem PUSH. Dokumenty przesyłane są w formacie PDF, natomiast metadane w formacie JSON. Operacje na danych, takie jak tworzenie, aktualizacja i usuwanie, realizowane są zgodnie z tym samym protokołem i standardem API, zapewniając spójność i elastyczność integracji.
6
Import danych z Excel – łatwa migracja i integracja
Możliwość wgrania struktury robót i ich wartości bezpośrednio z pliku Excel usprawnia początkowe utworzenie zakresu umowy, bez konieczności ręcznego przepisywania całego kosztorysu do protokołu. Dodatkowo środowisko BauApp umożliwia integrację z systemami ERP i księgowymi.
Introducing the BauApp settlement module will save over 50% of the time spent verifying individual acceptance protocols. It makes the settlement management process simple, transparent and secure. The construction management team can focus on technical supervision instead of construction “paperwork”, which has a positive impact on the quality of every project.
85%
Time saved when creating protocols
95%
Fewer manual errors
100% – Full control over document versions
80%
Faster approval process
Key BauApp features
Everything you need to efficiently manage settlements and documentation on the construction site.
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Project management
A centralized platform for handling contracts, protocols, settlements and all documentation related to the project.
Mobile access
Access to full project documentation and information on the progress of all subcontractors’ work, along with direct contact.
Security and compliance
Enterprise-class solution with full change history, auditability, and control over user permissions.
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PDF Delivery Notes
Invoice | Company | Price |
|---|---|---|
101236 | Polar | $2365 |
101237 | Sovix | $546 |
101238 | Itaka | $123 |
101239 | Hexa | $10590 |
101240 | Targo | $11800 |
101241 | Hera | $5698 |
101242 | Axes | $7801 |
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