Streamlining Internal Approvals with Buildlogic

A Guide to Efficient Approval Processes

In any business, managing approvals efficiently is key to maintaining smooth workflows and ensuring that everything runs according to plan. Buildlogic, a robust software solution for construction project management, offers a flexible and highly customisable internal approval process. By leveraging Buildlogic’s approval mechanisms, you can ensure that every claim, invoice, or variation request gets the right attention and approval at the right level. Here, we will explore the benefits of internal approvals and how you can utilise them within Buildlogic.

The Importance of Approval Processes

An internal approval system helps maintain control over financial transactions and ensures that project activities align with company policies. In construction projects, approvals are crucial when handling subcontractor (subbie) claims, supplier invoices, head contract variations, and provisional sums. The approval process safeguards against errors, ensures compliance with budgets, and provides accountability at each stage of the process.

Buildlogic’s Approval Workflow

Buildlogic provides a structured approach to approvals that can be customised to fit the needs of your business. The system includes three levels of approval for subbie claims and supplier invoices, and offers streamlined processes for head contract variations and provisional sums. Let’s dive into the details of these processes.

Approval Processes for Subbie Claims and Supplier Invoices

Buildlogic allows you to create a well-defined approval workflow for subcontractor claims and supplier invoices. You can set up three different levels of approval: Simple, Standard, and Complex.

Simple Approval: This basic process allows a user to create a progress claim or supplier invoice, approve it, and then send it to the accounting system for payment. This process is ideal for straightforward claims that don’t require additional oversight.
Standard Approval: This process adds an internal approver between the creator of the claim or invoice and the accounting system. After creating the claim or invoice, the user sends it for approval. The internal approver can review the claim, approve it, and send it to the accounting system.
Complex Approval: For larger or more intricate claims, the complex approval process introduces a second layer of oversight. The initial approver assigns the claim to a second approver, who must approve the claim before it can be sent to the accounting system. This multi-step process ensures thorough review and greater accountability.

Approval Processes for Head Contract Variations and Provisional Sums

For more specific functions, such as head contract variations and provisional sums, Buildlogic allows administrators to control who can approve these transactions. This level of control ensures that only authorised users can approve important changes to the project’s scope or budget.

Benefits of Using Internal Approvals in Buildlogic

Implementing an internal approval process in Buildlogic offers a number of advantages:

Enhanced Accountability: Multiple layers of approval ensure that claims and invoices are thoroughly reviewed, reducing the likelihood of errors or fraud.
Clear Oversight: With clearly defined roles for approvers, managers can ensure that only authorised users are reviewing and approving financial transactions.
Increased Efficiency: With the ability to customise approval levels and approval amounts, you can streamline workflows and ensure that approvals are handled by the right people at the right time.
Audit Trail: Buildlogic automatically tracks approvals, making it easy to follow the path of each claim or invoice from creation to final payment, which is helpful for audits or project reviews.
Seamless Integration: After approval, claims and invoices can be easily sent to the accounting system, reducing the need for manual entry and ensuring that financial records are updated accurately.

Implement Approval Processes

Using Buildlogic’s approval processes is an excellent way to ensure that your construction project’s financial transactions are handled with care and precision. By setting up the appropriate approval levels for subbie claims, supplier invoices, head contract variations, and provisional sums, you can achieve better control, improve efficiency, and reduce the risk of errors.

Whether you’re dealing with simple claims or complex transactions, Buildlogic’s flexible approval processes provide the tools needed to keep everything running smoothly.