Project Management App for Energy Retrofit Contractors: Dublin 2026

The verdict in three sentences

With 700 grant files a year and 3 hours of data entry each, a 45-person retrofit contractor ties up more than one full-time role in paperwork. A custom project management app connects the quote, supporting documents, before and after photos and grant tracking, cutting data entry and, above all, rejected claims. The Kolonell budget sits in the medium to complex tiers of custom applications, 4,000,000 to 15,000,000+ FCFA (EUR 6,100 to 22,870+), with a 12 to 16 week timeline.

Why grant files cost more than the jobs

SEAI home energy upgrade grants follow a strict sequence. Under the individual grants scheme, the homeowner must have grant approval before work starts, otherwise the job is ineligible. Contractors must be SEAI-registered, the post-works BER assessment must be completed, the Declaration of Works must match the invoice line by line, and SEAI inspects a share of completed jobs. One missing document can hold up a grant of EUR 1,500 to 9,000 for months, and in the One Stop Shop model the contractor carries that cash gap.

Overall, data entry falls from about 3 hours to a little over half an hour per file, depending on the measure.

Scope of the application

The core product fits in five modules:

• Job record: homeowner, property, measures, target grants (individual grants, One Stop Shop, heat pump, insulation), status.
• Document vault: grant approval letter, signed quote, BER certificates, Declaration of Works, invoices, with completeness checks.
• Crew mobile app: timestamped photos, area measurements, signed handover sheet.
• Scheduling: allocation of 45 staff and subcontractors, equipment availability, weather for external wall insulation.
• Finance dashboard: grants expected, paid and overdue, working capital exposure.

The app does not submit claims on SEAI's own portal. It prepares complete files in the right format, which removes the back and forth. See our custom web applications.

Grant rules change several times a year, so maintenance must cover updates to document lists and checks. Hosting and accounting connectors are priced in the quote.

Mini case study

Ciarán Byrne, managing director of a 45-person retrofit contractor in Dublin, prepares 700 grant files a year: heat pumps, attic insulation, external wall insulation.

• Data entry: 700 files × 3 hours = 2,100 hours a year. With the app, about 1 hour per file, so 1,400 hours saved, at EUR 38 loaded cost per hour: EUR 53,200.
• Blocked or rejected claims: from 8% to 2%, so 42 files saved a year. With an average grant of EUR 3,500: EUR 147,000 of grants secured.
• Estimated annual gain: about EUR 200,000, much of it cash flow.

Taking the top of the medium tier, EUR 10,670, plus 12 months of Standard maintenance at EUR 114, so EUR 1,368, year one costs about EUR 12,038. The project pays back in under a month.

FAQ

Can the app keep up with SEAI rule changes?

Yes, document lists and checks are configurable without new development. A rule update usually takes 1 to 3 days under the maintenance plan.

Can crews use it without signal?

The mobile app works offline and syncs photos once back online. Across 700 jobs, about 15% involve attics or basements with poor coverage.

Does it handle both individual grants and One Stop Shop jobs?

Yes, each file carries its scheme and payment flow. In the One Stop Shop model, the dashboard shows the grant amount you are pre-financing, often EUR 20,000 or more per month.

How long does training take for 45 staff?

Allow half a day for the office team and 1 hour per crew lead. Most field staff only use 3 screens.

Let's scope your project. We will map your measures, target grant schemes and a 12 to 16 week delivery plan with you. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.