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If you’re doing high-risk contracts, lots of claims, or client frameworks that penalise late notices—yes, a human is valuable. But if your main problem is that invoices, variations and retentions aren’t structured, a cost-control tool that enforces the rules will get you most of the benefit.
No. Xero and QBO are for accounting. It doesn’t know about project budgets, commitments, or retentions. That’s why the flow from our calls are: “central AP inbox → classify → send to Xero.” Keep accounting as the source of truth, use the construction tool for the project truth.
Because every committed/payment line has a retention % and due date, the tool can show “retentions due this month” across all jobs. That’s exactly what a commercial manager or FD would chase—only now the list is automatic.
Let suppliers keep emailing invoices. Let PMs pick the project/cost code from a dropdown. The process is enforced in the tool, not by making everyone become a QS.
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