The construction industry has long struggled with inefficiencies in administrative and financial workflows. For BW: Workplace Experts, a leading interior fit-out company, keeping payment processes smooth and transparent became a top priority as their business expanded. Managing subcontractor payments, ensuring compliance with UK regulations, and keeping financial operations efficient were all major challenges.
Relying on outdated methods, such as spreadsheets and email chains, led to delays, administrative burdens, and compliance risks. To modernise their approach, BW: Workplace Experts turned to Payapps, a digital platform designed to streamline applications for payment. This decision transformed how they handle payments, improving efficiency, transparency, and compliance.
The Challenge: Inefficiency in Payment Workflows
Before adopting Payapps, BW: Workplace Experts followed a traditional yet inefficient payment process. Like many firms in the construction sector, they depended on a combination of manual data entry, email approvals, and spreadsheets to track payment applications.
While this approach had been the industry norm for years, it posed several critical challenges that hindered growth and productivity:
- Scattered information — Important financial data was stored across multiple locations—email inboxes, personal spreadsheets, and local drives—making it difficult to track the status of payments.
- Compliance risks — The UK Construction Act requires strict adherence to payment notice deadlines. Without a centralised system, ensuring compliance was a manual and time-consuming process.
- High administrative workload — Processing applications meant multiple rounds of data entry, manual approval checks, and chasing missing information, leading to delays.
- Limited visibility — Without a real-time overview, stakeholders had to spend extra time gathering data, checking previous payments, and resolving discrepancies.
«We had to dig through spreadsheets and constantly backtrack to find missing information. It was incredibly inefficient.» — Kevin P’ng, Managing Director at BW: Workplace Experts
This system not only caused internal frustrations, but also impacted subcontractors, who often faced delays in receiving payments due to miscommunications or processing errors. It became clear that a digital-first approach was necessary.
The Solution: Implementing Payapps for Efficiency and Compliance
Recognising the growing inefficiencies, BW: Workplace Experts began searching for a modern, cloud-based payment solution. The goal was to find a platform that could:
✅ Centralise payment applications and financial data
✅ Ensure compliance with UK Construction Act regulations
✅ Reduce manual work by automating key processes
✅ Improve transparency for subcontractors and internal teams
✅ Save time and money by streamlining approvals and reducing errors
After evaluating several options, BW: Workplace Experts selected Payapps, an online platform specifically designed for managing payment applications in construction. This tool allowed them to process payments digitally, eliminating the clutter of spreadsheets, email chains, and manual record-keeping.
«Payapps is vital for helping us pay on time, providing transparency, and ensuring compliance with the Construction Act.» — Kevin P’ng
The transition to Payapps was smooth, thanks to its user-friendly interface and robust support team. Employees quickly adapted to the system, and subcontractors appreciated the clarity it provided for tracking payments.
Key Benefits of Payapps for BW: Workplace Experts
1. Centralised Data for a Single Source of Truth
One of the biggest improvements was the elimination of scattered data. Before Payapps, crucial financial information was fragmented across multiple sources, leading to confusion and wasted time.
Now, all payment applications, approvals, and compliance records are stored in one centralised digital platform. Finance teams and subcontractors can access real-time information from anywhere, reducing delays and miscommunication.
«Everything is digital and accessible from anywhere. Now, there’s no confusion about what’s been paid and what’s pending.» — Theo Riakiotakis, Finance Director
With real-time updates, subcontractors can also track the status of their applications, improving trust and collaboration between all parties involved.
2. Significant Time and Cost Savings
By eliminating redundant administrative tasks, BW: Workplace Experts saved approximately 5% of their commercial team’s time—equivalent to £100,000 annually in administrative costs.
Tasks that once required multiple steps—such as updating spreadsheets, generating PDFs, and manually tracking deadlines—are now automated within Payapps, reducing the risk of errors.
«We don’t waste time hunting for data. It’s all in Payapps, along with timestamps, comments, and valuation details.» — Theo Riakiotakis
This efficiency boost has allowed employees to focus on higher-value activities, such as improving project management and strengthening client relationships.
3. Automated Compliance with UK Construction Act
The UK Construction Act requires strict deadlines for payment notices, and failing to comply can result in legal disputes and financial penalties.
Previously, BW: Workplace Experts relied on manual tracking to ensure compliance, which was both time-consuming and prone to mistakes. With Payapps, this process is now fully automated.
«We no longer worry about missing deadlines—Payapps keeps everything in check.» — Theo Riakiotakis
The platform automatically generates payment notices and sends reminders for upcoming deadlines, significantly reducing the risk of non-compliance.
«Full visibility of incoming applications and overdue actions removes the risk of missed payments. Without automation, double-handling is inevitable, which wastes time and increases errors.»
By streamlining compliance, BW: Workplace Experts ensures smooth payment processes and maintains strong relationships with subcontractors.
Transforming the Industry: A New Standard for Construction Payments
The success of BW: Workplace Experts' digital transformation highlights how technology is revolutionising the construction industry. The ability to manage payment applications seamlessly, securely, and in real time has set a new industry standard for efficiency and transparency.
«Even in an industry resistant to change, Payapps was easy to adopt. It’s a testament to how well-designed the platform is.» — Kevin P’ng
How Payapps is Changing Construction Workflows:
✔ Reduced admin workload — No more back-and-forth emails or manual calculations.
✔ Improved transparency — Subcontractors and project managers can track payments easily.
✔ Faster approvals — Applications move through the system without delays.
✔ Enhanced collaboration — Finance teams, contractors, and subcontractors work from a shared platform.
«I often mention Payapps to clients and consultants… I can show them what we’ve already paid out. It’s very transparent.» — Kevin P’ng
With Payapps, BW: Workplace Experts has embraced a digital-first approach to payment management—one that is now being adopted by more companies across the construction sector.
Modernising Your Construction Business: The Future is Digital
Looking ahead, BW: Workplace Experts believes that cloud-based financial solutions will continue to shape the construction industry. Companies that adopt these technologies will gain a competitive edge by improving efficiency, reducing costs, and enhancing collaboration.
«Looking back, I can’t believe we tried to manage applications for payment using spreadsheets and paperwork.» — Theo Riakiotakis
For businesses still relying on manual processes, now is the time to embrace innovation. Digital tools like Payapps provide a clear path forward, ensuring that payments are faster, more transparent, and fully compliant.
BW: Workplace Experts has proven that technology can transform even the most traditional industries—and their success serves as an inspiration for construction firms everywhere.