Quantity measurement and valuation with traceable evidence and decisions
The Contract Regulation module brings the Bill of Quantities, measurement submissions, supporting evidence, reviews and financial follow up together in one traceable workflow. Every valuation can be followed from registered submission to decision and payment documentation.
What happens when valuation is handled in files and email?
Outstanding items grow quietly
Submissions that are not reviewed in time pile up, and the settlement is pushed towards the end of the project when it is hardest.
Evidence cannot be verified
When calculation methods and evidence live in separate files, it is hard to show what an approved quantity is actually based on.
Financials are compiled by hand
Approved, remaining and deviating value is compiled manually, resulting in late and uncertain governance signals.
How you work in the module
Submission registered
The measurement submission is registered against the right code or item in the Bill of Quantities.
Quantity and method documented
Quantity, description and calculation method are documented on the item.
Evidence attached
Supporting evidence, drawings and calculation records are linked to the submission.
Review and follow up
Review, comments and follow ups happen in the same context, with a traceable history.
Decision
The decision is registered with a timestamp, an accountable person and the underlying evidence.
Payment documentation
Approved items can form the basis for payment documentation and financial follow up.
The Bill of Quantities is the hub
A searchable Bill of Quantities with configurable views, support for several Bills of Quantities in the same project and a financial overview per Bill of Quantities and project.
How the workflow works: from Bill of Quantities to financials
Click through the steps to see what happens, what input is used and which responses each party can give.
Step 1 of 5
The Bill of Quantities is loaded
The contract's Bill of Quantities is loaded and becomes the project's shared workspace, with codes, headings and unit prices. Contract type and standard agreement are set on the BoQ.
Input in this step
- Bill of Quantities in Excel using the CASAI template
- Codes, headings and contracted quantities
- Unit prices and contract sum
- Contract type and standard agreement
Actions and responses
- Load and version the BoQ
- Complete codes and price lists
- Activate settlement rules, such as the 25 per cent rule
The flow shows the main steps of quantity settlement. Roles, permissions and rules are configured per project.
Financials and forecast
Follow how contract quantities, changes, submissions and forecasts affect the project financials over time. Settled, remaining and variances appear in the same view as the evidence.
Cost allocation across client organisations
Withdrawals and costs can be allocated across several client organisations. That gives clearer cost allocation, better transparency between organisations and less risk of manual allocation errors.
Make variations visible before they become outstanding items
Variations and change orders easily lose their link to the contract, quantities and financials — especially when they are handled outside the Bill of Quantities. In CASAI you work with variations in the same traceable workflow, in the way that fits the project: as variations in the workflow, or with changed codes accounted for separately in the Bill of Quantities. Changes are clearly visible, including as yellow rows, and linked to financials and forecast so decisions and consequences can be followed and explained.
Team Boards close to the Bill of Quantities
Follow tasks and accountability linked to the Bill of Quantities. Team Boards gather what needs to be done close to the work where the quantity, evidence and decision live.
Key features
Bill of Quantities and views
A searchable Bill of Quantities with filters, saved views and support for several BoQs in the same project — so each role sees what is needed.
Calculation description on codes
Document how the quantity was calculated directly on the code, so the evidence follows review and decision.
Traceability and activity log
Changes, quantity variances and reviews are preserved with history. See who did what and when, in the same context.
Financials, forecast and price lists
Follow forecast, outcome and accounts (retention, advances, interim payments), with support for price lists.
Communication at item level
Internal and external communication is gathered where the quantity, evidence and decision live.
Subcontractor handling
Set separate unit prices for subcontractors, control permissions so they only see their codes, and keep a separate valuation workflow towards the subcontractor.
Standards and export
Built-in support for AB 04 and AMA, MER and MOTIV. Export to PDF and Excel during the project and at completion.
Value for the parties in the project
Clients
Verified quantities, an auditable history and a more confident commercial settlement.
Contractors
Clear submissions, faster reviews and stronger payment documentation with better cash flow as a result.
Quantity surveyors and project management
Less manual compilation, clear status and one consolidated view of what remains.
Signals that become visible earlier
Growing outstanding items
Submissions waiting for review or follow up are visible immediately, instead of being discovered at the final account.
Missing evidence
Items without a calculation method or supporting evidence can be caught before they are approved.
Variances against forecast
Quantity changes and financial variances are visible continuously, while they can still be managed.
Frequently asked questions
Does the module replace professional measurement or legal advice?
No. CASAI structures the workflow and makes evidence, reviews and decisions traceable. Professional measurement, contract assessment and legal advice are still needed, but they get a much better basis to work from.
Can we have several Bills of Quantities in the same project?
Yes. A project can contain several Bills of Quantities, with search, configurable views and a financial overview per Bill of Quantities and for the project as a whole.
How does the valuation connect to invoicing?
Approved items can form the basis for payment application documentation. This creates a clearer link between completed work, approval and invoice, and better conditions for a steady cash flow in the project.
See the module with your own Bill of Quantities as the starting point
Book a walkthrough and we will show the workflow based on your contracts, codes and ways of working.