Variations and Claims Agent
The Variations and Claims Agent assembles variation orders, extension of time and loss and expense claims from site instructions, correspondence, site diaries and programmes. It checks each event against the notice periods and entitlement clauses of your JBCC, NEC, GCC 2015 or FIDIC contract, so claims are submitted on time and backed by a clear record.
Ideal forCommercial managers
The difference
From 20-30 hours per claim to 4-6 hours
Your commercial team submits well-supported claims on time instead of reconstructing events long after they happened.
Done by hand
20-30 hours per claim
With the Vanine agent
4-6 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.
No more claims lost to time bars
Many South African contracts bar late notices entirely. The agent tracks every instruction and event against its notice deadline, so you do not forfeit entitlement through a missed letter.
A record that stands up in adjudication
Claims succeed on contemporaneous evidence. The agent links each claim to the instructions, diaries, photos and programme updates that prove it.
Less time rebuilding the story
Commercial teams lose weeks reconstructing events from inboxes. The agent keeps the chronology current as the project runs.
Capabilities
Build claims that respect every time bar and prove every entitlement.
Built for contractors' commercial managers, quantity surveyors, contract managers, claims consultants and principal agents on South African building and civil projects.
Event capture
Reads site instructions, architect's and engineer's instructions, RFIs, minutes and correspondence and logs each potential variation or delay event.
Notice and time bar tracking
Maps each event to the notice clause in your contract and warns you before the deadline for notices, particulars and claim submissions.
Entitlement check
Tests each event against the contract's grounds for extension of time and additional payment, and notes where the risk sits with the contractor.
Variation valuation support
Drafts variation valuations using BoQ rates, pro-rata rates or daywork records, ready for the quantity surveyor to confirm.
Extension of time narratives
Uses programme updates to show the effect of each event on the critical path and drafts the extension of time narrative.
Loss and expense build-up
Compiles time-related preliminaries, standing time and other costs with supporting records into a structured claim schedule.
How it works
From your systems to a result you sign off
Your commercial manager or quantity surveyor reviews and signs every notice and claim before it is issued to the principal agent.
Connect the places your claims records already live.
Site instructions, diaries, correspondence and photos from Procore, Aconex, Outlook and SharePoint, plus programme updates 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
- Procore
- Aconex
- Primavera P6 and MS Project
- Candy and WinQS
Runs continuously on your project correspondence or on request in Teams or OpenAI Frontier, using the models your organisation approves.
A live claims and variations register in Excel, draft notices and claim documents in Word, and linked evidence packs in SharePoint.
Step by step
- 01
A new instruction, letter or diary entry arrives in the project system or inbox.
- 02
The agent logs the event and matches it to the relevant contract clause and notice period.
- 03
It alerts the commercial team to upcoming notice deadlines.
- 04
It drafts the notice, variation valuation or claim with linked evidence.
- 05
Your commercial manager reviews, edits and signs before submission.
- 06
The register updates as the principal agent responds.
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.
"Find diary entries and letters about the event"
- event
- Late level 3 drawings
- contract
- JBCC PBA
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your claims 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 claims records stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your claims records. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR CLAIMS 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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