Project cost database
Budgets, cost plans, contract sums and trade breakdowns in one structured system instead of scattered spreadsheets.
Quantity surveyor software: cost plans, claims & reports
Quantity surveyors: reports that build themselves from the numbers. Measure more, format less.
Cost plans live in twelve versions of the same spreadsheet. Every claim gets reformatted for a different client and the monthly bank report takes a day of copy and paste into Word. We build cost reporting systems for quantity surveyors that hold the numbers once and turn them into every report you send. Then we host them and look after them.
Looking for quantity surveying software that handles the reporting, not just the measuring?
QS work is precise number-crunching followed by hours of formatting. You take off quantities in CostX or Cubit, build the estimate in Excel, assess the builder's claim against it, walk the site with a clipboard, then rebuild the whole lot into a lender's report template that looks nothing like the last one. The thinking takes an hour. The reformatting takes the afternoon.
Wollopit builds custom software for quantity surveying firms around how your practice actually works. Project budgets, contract sums, variations and claims sit in one structured system. Site visits are recorded on a tablet with photos. Reports for each bank, developer or owner are generated from the same data in their own format, then published to a client portal instead of lost in an inbox. We work alongside the estimating tools you already trust and look after the lot on our own servers.
01The problems
What we hear from quantity surveyors
Does your quantity surveying firm have these problems? Here's how we'd fix them.
Most QS firms we talk to are meticulous with the numbers and stuck with a reporting process held together by Excel, Word and a shared drive nobody can search.
- The problemSpreadsheet sprawlCost plans live in many versions across the shared drive and nobody's sure which one went to the client.How we fix itCentral project cost data with version history, so every report comes from the current numbers.
- The problemEvery report reformattedEach bank, developer and owner wants a different layout. The same numbers get retyped into a new Word template every month.How we fix itReport templates per client or lender, generated from the project data in a few clicks.
- The problemProgress claims assessed by handThe builder's claim arrives as a PDF and someone checks it line by line against last month's spreadsheet.How we fix itClaim assessment tools that load the claim against the contract, show previous claims and flag anything over budget.
- The problemVariations go missingApproved, pending and rejected variations are tracked in emails and the cost to complete is always a guess.How we fix itA variations register tied to the budget, so the forecast final cost updates as soon as one is approved.
- The problemSite notes written up laterProgress notes go on paper or a phone camera roll, then get typed up back at the office two days later.How we fix itA site inspection app on a tablet that records percentage complete, photos and defects against each trade.
- The problemBank reports take daysMonthly lender reports for construction finance eat a full day per project and the drawdown waits on you.How we fix itLender reports generated from the latest assessment, site photos and cost to complete, ready to review and sign.
- The problemPayment deadlines sneak upSecurity of payment timeframes are tracked in someone's calendar and a missed schedule is a real problem.How we fix itClaim dates, schedule deadlines and certificate due dates tracked with reminders for the whole team.
- The problemClients chase reportsReports are emailed as attachments, lost and then requested again with a 'can you resend that?'.How we fix itA client portal with every report, certificate and photo for their project in one place.
- The problemDepreciation jobs on a treadmillTax depreciation schedules mean booking inspections, measuring and building the schedule from scratch every time.How we fix itA depreciation workflow from enquiry to inspection to finished schedule, with your asset library built in.
- The problemNobody knows where jobs are up toThe director asks which reports are due this week and three people check three different lists.How we fix itA practice dashboard showing every job, report due date, staff member and what's waiting on review.
02What we build
Solutions
What we build for quantity surveyors. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Cost plan builder
Elemental cost plans with your rates library, escalation and contingency, exported in your house style.
Claim assessment tool
Builder claims loaded against the contract, previous claims shown alongside and certificates produced automatically.
Variations register
Every variation logged, priced and approved, with the forecast final cost always current.
Site inspection app
Percentage complete per trade, photos, defects and notes recorded on a tablet, even with no signal on site.
Lender report generator
Bank and financier reports in each lender's format, built from the latest assessment and site visit.
Client report templates
Branded templates per client, so developers, owners and banks each get the layout they expect.
Client portal
Reports, certificates, photos and invoices online for each project, with logins for clients and lenders.
Payment deadline tracker
Claim, schedule and certificate dates tracked with reminders so nothing slips past a deadline.
Depreciation schedule workflow
Enquiry, quote, inspection booking, site measure and finished schedule in one flow, with invoices to Xero.
Practice dashboard
Every live job, report due date and staff workload on one screen for the directors.
Quotes & job intake
Online enquiry forms, fee proposals and accepted jobs turning straight into projects.
A website that wins work
Hand-built, quick on mobile, with enquiry forms for cost reports and depreciation, built to rank in your area.
03The systems
The big ones
Your whole practice, on one set of numbers.
These are the systems quantity surveyors ask us about most. Each one works on its own and they get properly clever when they share the same project data.
Project cost data
One set of numbers. Every report comes from it.
Budgets, contract sums, trade breakdowns and variations live in one structured project record. Update it once and every cost plan, assessment and report pulls the current figures, so there's no more hunting for the latest spreadsheet.
- Import existing Excel cost plans
- Elemental and trade breakdowns
- Your own rates library
- Contract sum and variations together
- Forecast final cost always current
- Contingency and escalation tracking
- Version history on every change
- Import quantities from CostX or Cubit exports
- Cost to complete per trade
Claim assessment
Assess the claim, not the spreadsheet.
The builder's claim is loaded against the contract and every previous claim, so you see straight away what's moved and what's overclaimed. Adjust the assessed amounts and the payment certificate writes itself.
- Claims loaded against the trade breakdown
- Previous claims side by side
- Overclaims flagged automatically
- Retention and security tracked
- Variations included in the assessment
- Payment certificates generated
- Assessment notes per line item
- Due dates and payment deadline reminders
- Full history for disputes
Site inspections
Walk the site once. The notes are already done.
A tablet app built around the trade breakdown for each project. Record percentage complete, take photos against each item and note defects as you walk, then it syncs to the project when you're back in signal.
- Trade list loaded per project
- Percentage complete per item
- Photos tagged to each trade
- Defects and incomplete work noted
- Works offline on site
- Syncs straight into the assessment
- Inspection date and weather stamped
- Builder comments captured on the day
Lender reporting
The monthly bank report, done before lunch.
Lender reports are generated from the latest assessment, site photos and cost to complete, laid out in each financier's own format. You review it, sign it and publish it instead of rebuilding it in Word.
- Templates per bank or financier
- Initial reports and monthly progress reports
- Cost to complete and funds check
- Site photos pulled in automatically
- Drawdown recommendations
- Variations and risk notes
- Review and sign-off workflow
- PDF in your branding
- Published to the lender portal
Client portal
Clients stop asking you to resend it.
Every developer, owner and lender gets a login for their projects. Reports, certificates, photos and invoices are all there the moment you publish, with a notification so nobody has to chase.
- Logins for clients and lenders
- Every report and certificate in one place
- Site photos by visit
- Notifications when a report is published
- Invoices and payment links
- Access controlled per project
- Download history for your records
- Your branding throughout
04How it changes
Before and after
A monthly bank report, wolloped.
Here's how one lender report could change. Every practice is different, so we map yours first.
Before
- Find the latest version of the cost plan spreadsheet
- Type up site notes from the clipboard
- Copy the numbers into the lender's Word template
- Drag in site photos one at a time
- Format, check, export to PDF
- Email it and wait for the 'can you resend that?'
After
- Project data is already current
- Site visit synced from the tablet
- Report generated in the lender's format
- Photos and cost to complete pulled in
- Review and sign off
- Published to the portal with a notification
05Services
Everything under one roof
Software, websites and systems for quantity surveyors.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for quantity surveyors
Built around how your quantity surveying firm actually runs: project cost database, cost plan builder and the admin in between, in one system you own.
Websites for quantity surveyors
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Quantity surveying firm system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for quantity surveyors
Claim assessment tool and variations register: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect CostX, Buildsoft Cubit and Bluebeam Revu so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your quantity surveying firm, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on and work alongside the estimating software you trust. We only replace what's holding you back.
- CostX
- Buildsoft Cubit
- Bluebeam Revu
- Microsoft Excel
- Microsoft 365
- SharePoint
- Google Workspace
- Dropbox
- Procore
- Oracle Aconex
- Payapps
- Cordell
- Rawlinsons
- Xero
- MYOB
- Stripe
- DocuSign
- Google Maps
- Twilio SMS
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your quantity surveying firm: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your team through a claim, a site visit and a bank report, then work out where the hours actually go.
- 02
Archi-tech
We plan it before writing code: your project data, trade breakdowns, report templates, lenders, portal, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the report that hurts most first, so you get a win by next month's claims.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things quantity surveyors ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it import our existing cost plans?
Usually, yes. We can import from your spreadsheets so live projects move across without retyping.
Do we have to stop using CostX or Cubit?
No. Your estimating and take-off software stays. We build the reporting, claims and portal side around it and can pull in exported quantities so the numbers only get entered once.
Can it produce reports in each bank's own format?
Yes. Each lender or client gets their own template built from the same project data, so you're not rebuilding the report every month.
Does the site app work with no signal?
Yes. Inspections are recorded offline on the tablet and sync to the project once you're back in range.
Can it help with payment deadlines?
Yes. We can track claim dates, payment schedule deadlines and certificate due dates with reminders to the right people, so nothing slips.
Is our clients' data secure?
Yes. Each client only sees their own projects, access is controlled per login and everything is hosted on our own managed servers with backups.
How much does a QS reporting system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a lender report generator or client portal can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most quantity surveyors we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a quantity surveying firm problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.