Payment Certificate Verification Agent
The Payment Certificate Verification Agent checks interim payment certificates and contractor valuations against the bill of quantities, measurements, approved variations, materials on site, contract price adjustment, retention, penalties and VAT at 15%. It explains every difference between the valuation and the certificate so you pay the right amount and can show how you got there.
Ideal forQuantity surveyors
The difference
From 6-10 hours per certificate to 1-2 hours
Your quantity surveyor certifies on time with confidence, and payment disputes start from agreed facts.
Done by hand
6-10 hours per certificate
With the Vanine agent
1-2 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.
Stop overpayment and underpayment
Arithmetic errors, double-counted variations and wrong CPAP indices creep into monthly certificates. The agent recalculates each element and shows exactly where the numbers differ.
Faster monthly certification
Contractors need cash flow and certificates have contractual deadlines. Your quantity surveyor focuses on the judgement calls rather than rechecking every line.
A clear audit trail
Public clients face AGSA scrutiny and private funders want assurance on drawdowns. Every figure is traced to its source, from BoQ item to certificate.
Capabilities
Check every payment certificate line by line, and know why it differs.
Built for quantity surveyors, principal agents, employers' project teams, developers, contractors' commercial managers and funders' monitors checking interim payment certificates in South Africa.
Measured work check
Compares quantities claimed against the BoQ, remeasurements and progress records, and flags items claimed beyond 100% or out of sequence.
Variations and claims reconciliation
Confirms that only approved variations and agreed claims are included, at the agreed values, with none counted twice.
Materials on site
Checks materials on and off site against delivery records, ownership evidence and the contract's conditions for payment.
Contract price adjustment
Recalculates CPAP or Haylett formula adjustments using the published indices, base month and fixed and variable proportions in the contract data.
Retention, penalties and VAT
Applies retention percentages and limits, penalties or delay damages, and VAT at 15%, and checks release of retention at practical completion.
Difference report
Produces a line-by-line reconciliation of valuation to certificate with a plain-language explanation of every difference.
How it works
From your systems to a result you sign off
The quantity surveyor and principal agent review, certify and sign the payment certificate. Payment stays in your finance approval process.
Connect the places your payment certificates already live.
The contractor's valuation, the BoQ, remeasurements, variation register and CPAP indices from Candy, WinQS, Excel, Procore 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
- SAP, Syspro and Sage ERP
Runs when a valuation is received, on request in Teams or OpenAI Frontier, or on your own AI platform using the models your organisation approves.
A checked certificate schedule and difference report in Excel, with supporting evidence filed in SharePoint.
Step by step
- 01
The contractor submits a monthly valuation.
- 02
The agent reads the valuation, BoQ, variation register and contract data.
- 03
It recalculates measured work, variations, materials on site, CPAP, retention, penalties and VAT.
- 04
It produces a reconciliation and difference report.
- 05
The quantity surveyor reviews the differences and adjusts where judgement is needed.
- 06
The principal agent certifies and your finance team processes payment.
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.
"Check measured work against the BoQ"
- valuation
- No. 12
- VAT
- 15%
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your payment certificates 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 certificates stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your payment certificates. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR PAYMENT CERTIFICATES 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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