Cost Report and Cash Flow Agent
The Cost Report and Cash Flow Agent pulls your budget, orders and subcontracts, payment certificates, variations and forecasts into one monthly cost report. It shows committed, certified and forecast cost to complete against budget, tracks contingency drawdown and escalation under contract price adjustment, and projects the cash flow your client, developer or funder needs to plan drawdowns.
Ideal forQuantity surveyors
The difference
From 2-3 days per monthly report to 3-4 hours
Your QS spends the reporting week interrogating the forecast and advising the client, not assembling spreadsheets.
Done by hand
2-3 days per monthly report
With the Vanine agent
3-4 hours
Time returned to your team
85%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
One version of the numbers
Cost data sits in Candy, WinQS, the ERP and a dozen Excel trackers. The agent reconciles them into a single report, so the QS, the client and the funder all work from the same figures.
Early sight of overruns
Forecast cost to complete and contingency drawdown are tracked every month, so pressure from variations, escalation or delays shows up while there is still time to act.
Cash flow funders trust
Lenders and DFIs want to see how certified value and retention translate into drawdowns. A consistent, traceable forecast makes each drawdown request easier to support.
Capabilities
A funder-ready cost report and cash flow forecast every month, without the spreadsheet marathon.
Built for quantity surveyors, cost managers, project managers and development managers at South African contractors, developers, QS practices and infrastructure owners reporting to clients, boards and funders.
Budget to forecast reconciliation
Reconciles approved budget, committed orders and subcontracts, certified value and accruals into forecast final cost for each cost code and package.
Variation and claim tracking
Brings in approved and pending variations, NEC compensation events and extension of time claims so the report separates agreed cost from exposure.
Contract price adjustment
Includes escalation calculated under the contract's CPAP or Haylett formula provisions, so indexed cost movements are reported rather than absorbed.
Contingency drawdown
Tracks every contingency movement against its approved reason, showing what remains and where risk allowances are being consumed.
Cash flow forecasting
Projects monthly cash flow from the programme, certified value, retention and payment terms, ready for funder drawdown planning.
Commentary and exceptions
Drafts plain-language commentary on movements since last month and lists the cost codes that need the QS's attention before issue.
How it works
From your systems to a result you sign off
The quantity surveyor reviews the forecast and signs off the report before it goes to the client or funder.
Connect the places your cost reports already live.
Budgets and valuations from Candy or WinQS, commitments and payments from your ERP, variations from Procore or Aconex, and the programme from Primavera P6 or MS Project. 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
- SAP, Syspro and Sage ERP
- Procore and Aconex
- Primavera P6 and MS Project
Runs on a schedule at month end, or on request in Teams or OpenAI Frontier, using the models your organisation approves.
A monthly cost report and cash flow forecast in Excel and PDF, with commentary and supporting schedules filed in SharePoint.
Step by step
- 01
Month end arrives and the agent starts on schedule or on request.
- 02
It gathers budget, commitments, certificates, variations and programme data from your systems.
- 03
It reconciles the figures and calculates forecast cost to complete, contingency and escalation.
- 04
It builds the cost report, cash flow forecast and draft commentary with an exceptions list.
- 05
The quantity surveyor reviews, adjusts and approves the report.
- 06
The approved report is issued to the client or funder and filed in SharePoint.
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.
"Pull commitments and certificates"
- project
- Provincial offices
- period
- Month 10
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your cost reports 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 cost reports stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your cost reports. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR COST REPORTS 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.
Precision AI for Institutional Workflows
