The verdict in three sentences
With 12 simultaneous sites and monthly progress billings built in Excel, a contractor suffers 5% errors that trigger rejections by the consultant and delay payment. Custom software at about USD 20,000 to 36,000 before tax (EUR 18,300 to 33,500, or 12 to 22 million FCFA for our West African clients), delivered in 14 weeks, links the schedule of values, progress per work package, holdbacks and advance payments. The main gain is financial: collections 15 days faster, which directly reduces working capital needs.
Why Excel progress billings are expensive
Every month, the site superintendent records progress, the quantity surveyor recalculates quantities, the office applies schedule of values prices, deducts holdback and advance repayment and produces the payment application. Across 12 sites, that means 12 workbooks with fragile formulas, often copied from project to project.
| Monthly indicator (12 sites) | In Excel | With custom software |
|---|---|---|
| Preparation time per billing | 6 to 8 h | 1.5 to 2 h |
| Error rate (quantities, prices, totals to date) | 5% | Under 0.5% |
| Billings rejected by the consultant | 2 to 3 per month | 0 to 1 per month |
| Time from month end to submission | 10 to 12 days | 3 to 4 days |
| Average collection time | 75 days | 60 days |
| Tracking holdback to release | Separate sheet | Automatic schedule |
| Margin visibility per site | Quarterly | Monthly, per package |
A rejected billing means a month of payment lost on that site. On contracts worth several million dollars, the cash impact quickly reaches six figures.
Scope and price of the software
The software starts from the signed contract (bill of quantities and schedule of values) and tracks each package through to final account.
| Module | 2026 range before tax | Timeline | Content |
|---|---|---|---|
| Contracts, schedule of values, BOQ | USD 3,300 to 5,800 | 2 weeks | Excel import, packages, change orders |
| Takeoff and progress per package | USD 4,100 to 7,400 | 3 weeks | Tablet site entry, photos, measurement records |
| Monthly billings and totals to date | USD 4,100 to 7,400 | 3 weeks | Automatic calculation, owner formats |
| Holdbacks, advances, price escalation | USD 2,500 to 4,900 | 2 weeks | 10% statutory holdback, mobilisation advance, escalation |
| Collections tracking and reminders | USD 2,000 to 4,100 | 2 weeks | Schedule, late alerts, cash dashboard |
| Margin dashboard per site | USD 2,100 to 4,100 | 1 week | Committed cost vs billed |
| Testing, migration, training | USD 1,600 to 2,500 | 1 week | Migration of the 12 live sites |
| Total | USD 20,000 to 36,000 | 14 weeks | Maintenance USD 330 to 740 per month |
The low end suits a contractor working mainly for private owners with a single billing format. The high end covers public contracts with their own formats, formula-based price escalation and an offline mobile app for sites with poor coverage. In Ontario, the Construction Act's prompt payment rules make fast, accurate submission even more valuable.
What changes on site
The superintendent records progress on a tablet, even offline, with geotagged photos. Measurement records are signed on site by the consultant's representative. The office no longer re-keys anything: the billing is generated in a few clicks, with previous totals and deductions up to date. Management sees margin per site every month and can react before a package drifts.
Mini case study
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David, operations director of a general contractor in Toronto, runs 12 sites billing about USD 1.4 million a month in total. He invests USD 29,000 before tax. Collecting 15 days faster frees half a month of billing, USD 700,000 of cash. At a credit line cost of around 8% a year, the saving on financing costs reaches USD 56,000 a year. On top of that, about 60 administrative hours are saved every month. Even counting only half of these gains to stay cautious, the project pays back in under 12 months, including USD 6,000 of annual maintenance.
FAQ
Can the software produce public owner billing formats?
Yes, billing and final account templates are configured per owner. Adding a new format usually takes 2 to 4 working days.
Can superintendents enter data without coverage?
Yes, the mobile app works offline and syncs as soon as a connection returns. It is an option priced at USD 2,500 to 4,900 depending on the level of detail.
How is holdback handled?
The rate, 10% under Ontario's Construction Act (often 5% on West African contracts), is set per contract. The software accumulates holdback and alerts you when it is due for release.
Can it connect to our accounting system?
Yes, through export of invoices and billings to your accounting software. Automatic sync adds USD 1,600 to 3,300.
How long to migrate live sites?
Allow one week to import the 12 contracts, their change orders and the totals of billings already issued.
Let's scope your project. Send us your number of sites, your owners and a sample billing and we will price a scope between USD 20,000 and 36,000 before tax with a 14-week plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
