The verdict in three sentences
For a certified retrofit installer running 400 jobs a year, every grant claim rejected for a missing photo or an unsigned declaration ties up cash for months, and about 15% of claims are affected. A project tracking app that enforces a checklist per measure, geotagged, time-stamped photos before and after, and an export ready for the scheme administrator brings that rate below 5%. A Kolonell custom build sits between 2,500,000 and 15,000,000+ FCFA (3,810 to 22,870+ EUR) depending on complexity, delivered in 3 to 5 months, with the rest priced in the quote.
Why grant claims get rejected
The contractor insulates lofts and walls, replaces oil boilers with heat pumps, fits windows and ventilation. Most clients fund part of the work through public schemes: in the UK, ECO4, the Great British Insulation Scheme and the Boiler Upgrade Scheme (7,500 GBP per heat pump in 2026); in France, MaPrimeRénov' and energy savings certificates. Funding is often advanced on the invoice, so when a claim fails, the installer waits for the money.
Rejection reasons repeat: insulation photos with no visible depth measurement, heat pump data plate not photographed, declarations unsigned or dated before the quotation, floor area different from the invoice, installer certification (MCS, TrustMark, PAS 2030 in the UK, RGE in France) missing or expired. Each scheme administrator has its own evidence requirements, and audits, including site inspections, are routine.
| Frequent rejection reason | Origin | Check built into the app | Estimated share of rejections (2026 order of magnitude) |
|---|---|---|---|
| Missing or unreadable photo | Technician forgets | Mandatory photo per step, sharpness check | 35% |
| Insulation depth or performance not proven | Photo without ruler or label | Photo template with visible measurement | 15% |
| Unsigned or misdated declaration | Paper signed too early or forgotten | E-signature, chronology check quote, works, invoice | 20% |
| Area or output mismatch | Re-keying between quote and invoice | Data pulled from the quote, gaps flagged | 15% |
| Invalid certification | Certificate expired | Alert 90 days before expiry | 5% |
| Missing admin document | Proof of ownership, eligibility proof | Blocking document list before submission | 10% |
Features and cost
The core of the app fits in four screens. The job file pulls in the quote, the measure and the target scheme. The site checklist adapts to the measure: loft insulation, air-to-water heat pump, windows, mechanical ventilation with heat recovery. Photos are time-stamped, geotagged and tied to the step, which prevents reusing a picture from another job. The export builds the claim pack in the order and format the administrator expects.
| Feature | Project level | Indicative timing | Note |
|---|---|---|---|
| Job file and dashboard | Simple | 4 to 6 weeks | Status per job and per scheme |
| Site checklist per measure | Simple to medium | 3 to 4 weeks | Templates editable by the office |
| Offline geotagged photos | Medium | 3 to 4 weeks | Sync when signal returns |
| Client e-signature | Medium | 2 weeks | Declarations and handover certificate |
| Scheme administrator export | Medium to complex | 3 to 5 weeks | One template per administrator |
| Quoting and invoicing software link | Complex | 3 to 6 weeks | Depends on available API, quoted |
On the Kolonell grid, a simple app (job files, checklists, photos) sits between 2,500,000 and 4,000,000 FCFA (3,810 to 6,100 EUR). A medium one, with offline mode, e-signature and one administrator export, between 4,000,000 and 7,000,000 FCFA (6,100 to 10,670 EUR). With several administrators, a link to quoting software and a client portal to follow progress, the project becomes complex: 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR). Maintenance runs at 35,000, 75,000 or 120,000 FCFA a month (53, 114 or 183 EUR), hosting is set out in the quote.
Scheme rules change almost every year. Checklists must therefore be editable by the office without a developer, a point to require in the specification from day one.
Mini case study
Sarah runs the contractor in Leeds and handles an average of 5,500 EUR of grant funding per job. Across 400 jobs, a 15% rejection rate means 60 claims; a quarter is never recovered, 15 claims and 82,500 EUR lost a year. The other 45 each cost 4 hours of rework and 3 months of blocked cash.
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Bringing rejections down to 4%, 16 claims, cuts permanent losses to 4 claims, 22,000 EUR. The gain exceeds 60,000 EUR a year, plus 176 hours of rework avoided. With a medium-level app at 10,670 EUR and maintenance at 114 EUR a month, year one costs 12,038 EUR: payback in under 3 months.
FAQ
Can the app submit claims directly to the scheme?
It prepares every document, named and ordered, but submission stays with the installer, the obligated supplier or the client. That saves 30 to 45 minutes of document hunting per claim.
How do we handle several administrators or obligated suppliers?
Each has its own export template and evidence list. The first is included at medium level, additional ones take 1 to 2 weeks each, quoted.
Will the photos hold up in an audit?
They carry date, time and GPS coordinates and cannot be imported from the phone gallery. That is exactly what auditors check first.
What happens when scheme rules change?
The office edits checklists and mandatory documents from the admin area, without development. A rule update usually takes under 15 minutes.
How long to equip the teams?
Allow 3 to 5 months of build then a week of onboarding. A well-designed checklist adds under 10 minutes per job for the technician.
Let's scope your project. Send us three rejected claims and your list of measures, and we will scope a tracking app deliverable in 3 to 5 months. 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.
