Contractor Payment Application Agent
The Contractor Payment Application Agent prepares your interim payment application or valuation each period, measuring work done against the bill of quantities or activity schedule and adding approved and pending variations, materials on and off site, contract price adjustment and retention. It assembles the supporting schedules, site photos and delivery records into one pack, so your application reaches the principal agent, engineer or project manager complete and before the contractual date.
Ideal forCommercial managers
The difference
From 1-2 days per payment application to 2-3 hours
Your QS spends valuation week agreeing quantities and chasing certification instead of rebuilding schedules and hunting for supporting documents.
Done by hand
1-2 days per payment application
With the Vanine agent
2-3 hours
Time returned to your team
80%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Cash flow that does not wait on paperwork
A late or incomplete application pushes your payment into the next cycle, which squeezes cash and the subcontractors who depend on you. The agent keeps the pack on schedule so money is claimed on time.
Fewer items cut at certification
Unsupported quantities and materials without proof of ownership or delivery are the first items reduced by the certifier. Every line in your application carries its measurement, photo or delivery note.
Nothing earned left off the claim
Variations, contract instructions, compensation events and CPAP adjustments are easy to miss in a busy month. The agent checks each one against the register so everything you are entitled to is included.
Capabilities
Complete, well-supported payment applications submitted on time, every month.
Built for contractors' quantity surveyors, commercial managers, contracts managers and site agents at South African main contractors and subcontractors working under JBCC, NEC, GCC 2015 and FIDIC contracts.
Measured work valuation
Values work completed against the priced BoQ, measured to the ASAQS standard system or SANS 1200, or against the NEC activity schedule, using progress measurements and site records.
Variations and instructions
Pulls contract instructions, variation orders and NEC compensation events from the register and includes agreed and provisional amounts with clear status labels.
Materials on and off site
Schedules materials on site and off site with delivery notes, invoices and photos, and flags off-site items that still need the evidence of ownership, insurance or security your contract requires.
Contract price adjustment
Calculates CPAP adjustments using the Haylett formula and the relevant Stats SA indices, with the base and current index values shown for the certifier to check.
Retention and deductions
Applies retention, previous certificate amounts, advance payment recovery and other contract deductions, and reconciles the running totals to the last certificate.
Supporting pack and cover letter
Compiles the valuation summary, detailed schedules, photos and a cover letter in the format the principal agent, engineer or project manager expects.
How it works
From your systems to a result you sign off
Your quantity surveyor or commercial manager reviews and approves the application before it is submitted. Certifying payment stays with the principal agent, engineer or project manager.
Connect the places your payment records already live.
The priced BoQ or activity schedule, progress measurements, variation and instruction registers, delivery notes, site photos and the last payment certificate from Candy, WinQS, Procore, Aconex or SharePoint. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Candy, WinQS and BuildSmart
- Procore and Aconex
- Sage, Syspro or SAP ERP
- Excel BoQs and site photo libraries
Runs ahead of each valuation date on a schedule, or on request in Teams or OpenAI Frontier, using the models your organisation approves.
A draft valuation in Excel with supporting schedules, a photo and evidence pack and a cover letter, filed in the project's SharePoint site.
Step by step
- 01
The valuation date approaches and the agent starts on schedule or on request.
- 02
It gathers progress measurements, registers, delivery records and photos for the period.
- 03
It values measured work, variations, materials, CPAP and retention against the contract.
- 04
It builds the valuation, supporting schedules and cover letter, flagging any gaps in evidence.
- 05
Your QS reviews, adjusts and approves the application.
- 06
Your team submits the application to the certifier and tracks it to certification.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Value the work done this period"
- valuation
- No. 9
- contract
- JBCC PBA
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your payment records never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your payment records stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your payment records. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR PAYMENT RECORDS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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