The verdict in three sentences
With 14 live sites, a 5 to 10% budget overrun often exceeds a contractor's annual profit. Custom construction tracking software at GBP 25,000 to 55,000 links budget, physical progress, interim valuations and material consumption. The success condition is an offline app for site managers, because basements, new-build cores and remote sites still have patchy coverage.
Where budget overrun comes from on a site
Overrun is rarely one big overspend. It builds up through small leaks the finance director discovers too late, at valuation time or year end.
| Source of overrun (2026 order of magnitude) | Share of overrun | What the software changes |
|---|---|---|
| Materials used beyond the bill of quantities | 30 to 35% | daily entry and alert at 5% variance |
| Materials moved or lost between sites | 15 to 20% | tracked issues and transfers |
| Unallocated labour hours | 15% | mobile time recording per site |
| Variations not claimed | 15 to 20% | variations photographed and approved |
| Late interim applications | 10% | application generated from progress |
| Untracked plant hire | 5 to 10% | schedule and hour meter |
On a GBP 18M annual portfolio, a 7% overrun weighs GBP 1.26M. Halving it transforms the contractor's margin.
Detailed software budget
| Module | Scope | Indicative budget |
|---|---|---|
| Budgets and quantities | breakdown by package, unit rates, revisions | GBP 5,000 to 10,000 |
| Offline site manager app | progress, dated and geotagged photos, site diary | GBP 6,000 to 13,000 |
| Materials and stores | purchase orders, receipts, issues, transfers | GBP 4,000 to 9,000 |
| Interim valuations | progress calculation, retention, Payment Notices, PDF | GBP 4,000 to 9,000 |
| Labour and plant | timesheets, plant hours, subcontractors | GBP 3,000 to 7,000 |
| Management dashboard | planned against actual margin, overrun alerts | GBP 3,000 to 7,000 |
| Total project | 4 to 6 months | GBP 25,000 to 55,000 |
Maintenance and hosting run GBP 500 to 1,100 a month. Data syncs as soon as the site manager is back on 4G or office Wi-Fi.
Interim valuations: bill faster and more accurately
Under the Construction Act, payment notices and deadlines are strict. A monthly application built by hand often takes 2 to 3 days per site and goes out late. The software generates it from approved progress.
| Indicator | Manual process | With software |
|---|---|---|
| Time to prepare an application | 2 to 3 days | 2 to 3 hours |
| Average sending delay | 10 to 15 days | 1 to 2 days |
| Disputes over progress | frequent | reduced thanks to dated photos |
| Variations actually claimed | 60 to 70% | over 95% |
| Average days to cash | 60 to 75 days | 40 to 50 days |
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Patrick, finance director of a London general contractor, tracks 14 sites for GBP 18M of annual work and sees 7% overrun. He invests GBP 45,000 in software delivered in 5 months, plus GBP 900 of monthly maintenance. Bringing overrun down to 5.5% recovers GBP 270,000 a year. Claiming 95% of variations instead of 65% adds about GBP 60,000. With GBP 10,800 of maintenance, net gain exceeds GBP 315,000: the project pays back in under 2 months of operation.
FAQ
How much does construction tracking software cost in London?
Between GBP 25,000 and 55,000 depending on modules and users. Maintenance runs GBP 500 to 1,100 a month.
Does the app work without an internet connection?
Yes, the site manager records progress, photos and materials offline. Everything syncs automatically once the network returns, with a timestamped history.
Can it handle CIS deductions for subcontractors?
The software calculates amounts due from approved progress and applies the CIS deduction rate set for each subcontractor. An export to your payroll or accounting system costs GBP 2,000 to 4,000 extra.
Does it support Payment Notices and Pay Less Notices?
Yes, notices are generated with the contractual dates and stored with the valuation. This reduces the risk of losing an adjudication on a procedural point.
How long until a first lot?
Budgets, the site app and materials can ship in 10 weeks. The full project with valuations takes 4 to 6 months.
Let's scope your project. Tell us your number of sites, typical packages and current valuation method: we will scope a budget between GBP 25,000 and 55,000 with a pilot on 2 sites. 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.
