Construction ERP for contractors: BoQ, subcontractor certificates and project cost
GyediFlow is a cloud ERP for contractors in Saudi Arabia, Egypt and the Gulf. It keeps the bill of quantities, client valuations, subcontracts, payment certificates, retention, purchasing and site records in one system, linked to your accounts, in English and Arabic.
Payment certificate · Subcontract SC-012PC-04 · Blockwork, Tower B
Approved · posted
Work done to date412,600.00
Previous certificates−298,400.00
This period114,200.00
Advance recovery 10%−11,420.00
Retention 5%−5,710.00
Net due97,070.00
Journal JV-2291Purchase invoice createdPDF
BoQ · Version 3
Approved, baseline saved
Retention held
28,550.00
Sample data
Bill of quantities
Client valuations
Subcontracts
Payment certificates
Advances and retention
Variations
Gantt
Site logs
Purchasing
Warehouses
How it fits
One flow from the BoQ to the accounts
Most contractors run a project from several spreadsheets and an accounting program that hears about the numbers weeks later. GyediFlow links them.
1
Bill of quantities
Sections, items and rates. Approved versions, revisions and a saved baseline.
2
Valuations and subcontracts
Client valuations and subcontract items both come from BoQ items.
3
Payment certificates
Work to date, previous certificates, advance recovery, retention, net due.
4
Accounts and project cost
Approved certificates post a journal and a purchase invoice. Stock issued lands on the project.
Questions contractors ask
What GyediFlow does on a construction project
What does GyediFlow do for a contractor?
Most contractors run a project from several spreadsheets: one for the BoQ, one for each client valuation, one per subcontractor, and a separate accounting program that finds out about the numbers weeks later. GyediFlow puts these in one place. The BoQ feeds the client valuations and the subcontracts. An approved subcontractor certificate posts to the accounts. Materials issued from a warehouse land on the project's cost. Each project then shows its contract value, what was certified, what was paid and what it cost.
How does GyediFlow handle the bill of quantities?
You build the BoQ in sections and items with units, quantities and rates, or import it from an Excel template. Rates can come from your own rate library and can be built up from labour, material and plant resources. Each BoQ has versions: you approve one, and later changes go into a revision, so the approved version stays as it was. When you approve, you can save a baseline to compare the forecast against later. The BoQ exports to Excel or CSV.
Item
Unit
Qty
Rate
C-2.1 Blinding concrete
m³
86
310.00
C-2.4 Raft foundation
m³
420
1,150.00
M-4.2 Blockwork 20 cm
m²
2,640
78.50
Version 3 · approved
Sample
How do you prepare client valuations (interim payment certificates)?
A client valuation is created from the approved BoQ. You enter the work done to date per item, or import the measurements from an Excel sheet. GyediFlow works out the amount for this period from the cumulative quantities. The valuation goes through submit, approve and issue, and prints to PDF for the client. A wrong valuation can be reopened or voided with a reason, and the history is kept.
How are advances and retention tracked?
Advances to a subcontractor are recorded on the subcontract and recovered from later certificates. Retention is held on every certificate at the subcontract's rate. Releasing retention, for example at completion or at the end of the defects period, is a separate request that someone else approves. Advances and retention releases can also be approved from the GyediFlow Android app.
How do subcontracts and payment certificates work?
Each subcontract holds its scope as items, which you can copy straight from BoQ items, plus the retention rate, the advance and the payment terms. Each period you raise a payment certificate against the subcontract. It shows work done to date, previous certificates, advance recovery and retention, and the net amount due. After approval, the certificate posts its own journal entry and creates the matching purchase invoice, so the payable is in the accounts without retyping. Every certificate prints to PDF, and each subcontractor has a statement you can export.
What happens when the scope changes?
A change is raised as a variation on the subcontract with its own items and amounts. The person who raised a variation cannot approve it. Once approved, the variation joins the subcontract value and the next certificates. Subcontractor claims are recorded and then accepted or rejected. A price-fluctuation clause can be applied using index values you enter. At the end of the job, the final account closes the subcontract.
Can you control which subcontractors get work?
Yes. Subcontractors go through prequalification against criteria you set. Tenders let you invite several subcontractors to price BoQ items, open and compare the bids, and award the work. Insurance, licences, tax certificates and bonds are stored with their expiry dates. GyediFlow warns before they expire and can block payment to a subcontractor whose required documents have expired.
How do you plan and record the work on site?
Projects have a Gantt chart with dependencies and the critical path, plus milestones. The site team keeps a daily site log. Snags, requests for information (RFIs) and drawings are kept in project registers, and document transmittals record what was sent to whom.
How do purchasing and warehouses connect to the project?
Purchase requests, orders and receipts run through procurement. Materials are received into warehouses or site stores, moved between them, and counted. When stock is issued to a project, its cost shows on that project as "materials issued from stock".
What reports does the project team get?
A construction overview shows certified, paid and retained amounts, documents and bonds about to expire, and pending approvals. The BoQ report compares the baseline with the current forecast. Each subcontract and subcontractor has a statement. The project financials bring the contract value, certified income, subcontract cost and materials together. Reports export to CSV.
Is GyediFlow available in Arabic?
Yes. Every screen works in Arabic (right-to-left) and English, and each user picks their language. Valuations and certificates print in the user's language.
Plan and price
Which plan includes the construction modules?
The construction modules (BoQ and Subcontracting) are in the Enterprise plan: 79 USD per month, or 790 USD per year, with unlimited users. Every plan starts with a 60-day free trial and no credit card.