Outproduce
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For commercial managers and operations directors in main contracting, fit out and specialist trades.

Why is the variation always disputed? Because the instruction was verbal and the record came later.

Site instructions, variations, RAMS, subcontractor paperwork and applications for payment are all documents moving between site, office and client. Outproduce installs the path from the site instruction into a priced change order, with RAMS and subcontractor documents tracked to approved, and the application for payment assembled from the valuation record. Anything that changes contract value or affects site safety waits for a named approver.

Book a callSee the workflows
  • Project management tool
  • Document store
  • Accounting software
  • Inbox
  • Site reporting app

By hand today

What your team does by hand, and what we build.

You do this by hand

A site instruction is given verbally, noted in a diary, and written up as a variation later.

We build this

An instruction capture path that records the instruction against the project and opens a change order for pricing.

What changes

The change exists as a record from the moment it is instructed.

You do this by hand

Variations are priced in a spreadsheet and chased for client sign off by email.

We build this

A change order path that assembles the pricing basis and routes it for commercial and client approval.

What changes

Changes carry their pricing basis and approval state together.

You do this by hand

RAMS and subcontractor documents are collected by email and checked against a list by hand.

We build this

A document register per package, with each required item tracked to received, reviewed and approved.

What changes

Nobody mobilises without a visible document state.

You do this by hand

The application for payment is rebuilt each cycle from measured work, variations and retention notes.

We build this

An application assembly path that draws the valuation, approved changes and retention from the project record.

What changes

Applications are assembled from the record and reviewed, not rebuilt.

You do this by hand

Subcontractor invoices are matched to orders and valuations by reading both.

We build this

A matching path that compares the invoice with the order and the valued work and raises the difference.

What changes

Differences surface before payment rather than at final account.

Margin on a project is decided by how quickly a change becomes a priced, approved record. When that depends on a commercial manager writing things up after the fact, value leaks quietly.

Safety and compliance documents are a mobilisation gate. Treating them as a register on the package, rather than an email habit, removes the scramble before work starts.

Lifecycle

Where the system runs and where a person decides.

Typical lifecycle in this sector
  1. 1Instruction given on site
  2. 2Instruction recorded against the projectAutomated
  3. 3Change order opened with the pricing basis assembledAutomated
  4. 4Commercial manager prices and approvesHuman approvalContract value changes wait here.
  5. 5Client approval requested and trackedHuman approval
  6. 6Package document register maintainedAutomated
  7. 7Valuation and application assembledAutomated
  8. 8Application reviewed and submittedHuman approval

Workflows

The workflows we install first.

Each one names the manual version, the installed version, and the approval point that stays with a person. Figures show sample records, never client data.

01

Site instruction to change order

The instruction is captured where it happens and opens a change order with the pricing basis gathered. The commercial manager prices and approves.

Expected impactExpected impact: fewer unrecorded changes and a stronger position at final account.
Illustrative trace of an instructed changeIllustrative
  1. 01
    Instruction captured

    Recorded against the project with who instructed it and when.

    Automated
  2. 02
    Change order opened

    Scope, affected package and pricing basis assembled.

    Automated
  3. 03
    Pricing gap

    Missing rates or quantities named rather than estimated.

    Escalated
  4. 04
    Commercial approval

    Named approval of the priced change before it goes to the client.

    Human approval
  5. 05
    Client decision tracked

    Approval or rejection recorded against the change order.

    Automated
02

RAMS and subcontractor document register

Each package carries a register of required documents, tracked to approved. Safety approval stays with the named reviewer.

Expected impactExpected impact: mobilisation gates are clear and document chasing drops.
Illustrative package document register · Illustrative
Required itemState trackedGate it controls
RAMS for the activityReceived, under review, approvedStart on site for that activity
Insurance evidenceCurrent or expiringOrder release
Competency recordsComplete or outstandingAccess to site
Signed subcontract orderIssued or executedValuation and payment
03

Valuation to application for payment

The application is assembled from measured work, approved changes and retention held on the project record, then reviewed before submission.

Expected impactExpected impact: applications leave on time with fewer omissions.
Illustrative ladder for application readinessIllustrative
  1. Valuation gatheredMeasured work and approved changes read from the project record.
    Automated
  2. Omission checkApproved changes not yet valued are listed.
    Automated
  3. Commercial reviewA named reviewer accepts the application content.
    Human approval
  4. Disputed itemHeld with the instruction and pricing evidence attached.
    Escalated
04

Subcontractor invoice matching

Invoices are matched to the order and to valued work, with variances raised for the commercial team before payment.

Expected impactExpected impact: overpayment risk is caught in the cycle it occurs.
Illustrative comparison of invoice handling
CaseBy hand todayInside the installed path
Invoice matches the orderChecked by reading bothMatched and queued for payment approval
Invoice exceeds valued workFound late or missedRaised with the valuation and the order shown
No order on fileChased informallyHeld as an exception against the package

Go live

How it reaches production in your firm.

  1. 01

    Fit Review on a live project

    We follow instructions, changes and applications with the commercial team that owns them.

    Free
  2. 02

    Operating Map

    The map names the project records, the change states, the document gates and every approval point.

    Paid, yours to keep
  3. 03

    Production Install on a scoped project

    A chosen project or package goes live first, with an agreed acceptance test on real changes.

    Human approves
  4. 04

    Managed operation or handover

    We hold the exception queue with your team, or hand over the documented system with an owner named.

    Monitored

What we measure

Baseline first, then the delta.

We record each of these before anything switches on, so the result is measured against your numbers, not a benchmark.

first builds: site instruction to priced change order · package document register · valuation to application assembly

Related

Questions from construction and contractors.

Does it price variations?

It assembles the pricing basis and names what is missing. The price and the approval stay with the commercial manager.

How are safety documents treated?

As a gate. Review and approval of RAMS stay with the named reviewer, and the register shows what is blocking a start.

Other sectors

Start here

Show us the workflow.

Tell us what starts it, who owns the result, which tools carry it, and where it stalls. We will tell you whether it is ready to map.

Book a 20-minute callOr send it in writing
Strong fit

The workflow repeats

One person owns the result

The records exist

Several tools carry the work