Project and claim leakage
Progress overstatement, overlapping claim periods, unsupported milestones and duplicate claims.
Construction & Facilities
Stop value leakage between work delivered and money paid
RedOwl connects contracts, progress claims, variations, rosters, work orders, site evidence and invoices to uncover unsupported charges before they erode project and operating margins.
Built for complex projects, multi-site operations and high-volume contractor spend.
Construction & facilities margin leakage
Every project and property creates gaps between commercial intent and actual payment
Construction and facilities teams operate across contracts, subcontractors, service providers, project systems, site records, spreadsheets and finance platforms. RedOwl brings that evidence together, applies the relevant commercial rules and surfaces the exceptions that require human attention.
Contract and variation leakage
Unapproved scope changes, incorrect rates, exceeded caps and unenforced commercial terms.
Service-delivery leakage
Missing shifts, unsupported hours, missed maintenance visits and billed services that cannot be evidenced.
Payment and compliance leakage
Retention errors, deadline exposure, duplicate payments, bank-detail changes and weak audit trails.
Use-case explorer
Find leakage across projects, contractors and facilities services
Select a use case to see how RedOwl connects fragmented commercial and operational evidence before approval or payment.
Facilities control tower
One control layer across every property and service category
Give finance, commercial and facilities teams one view of spend, delivery evidence and exceptions across every site and supplier.
Facilities control tower
Case Study
Connecting service invoices with what happened on site
A major Australian multi-site property operator working with a large network of cleaning, security, waste and maintenance providers.
6Properties in the initial cleaning validation
3Suppliers in the initial data tranche
~120Service-provider companies in the broader environment
The challenge
Supplier invoices represented the amount requested for payment, but proof of delivery was distributed across rosters, timesheets, access-control records and work-order systems.
Validation scope
- Missing shifts
- Unsupported hours
- Rate discrepancies
- Resource substitutions
- Overlap between fixed and ad-hoc services
- Unverified waste collections
- Maintenance hours inconsistent with site attendance
- Missed planned-maintenance visits
Evidence chain
For every margin owner
Turn project and property questions into margin outcomes
Give every team responsible for project and property economics the same evidence-backed view of value at risk, the decision required and the financial outcome protected.
CFO & Finance
“How much project and property margin is exposed before the next payment run?”
Financial exposure
Margin is diluted when unsupported claims, off-contract rates and undelivered services pass through fragmented controls without a quantified owner.
- RedOwl outcomeProtect EBITDAQuantify leakage by project, property, supplier and root cause before settlement.
- RedOwl outcomeImprove working capitalPrevent unsupported cash outflow and accelerate evidence-backed supplier recovery.
- RedOwl outcomeStrengthen governanceGive the board a defensible prevention, recovery and decision trail.
- SEE
- exposure by project and property
- ACT
- hold, recover or correct
- PROVE
- evidence, owner and authorised decision
Commercial Managers & Quantity Surveyors
“Does each claim reflect the contracted scope, certified work and approved variation value?”
Financial exposure
Progress overstatement, unapproved variations, rate drift and retention errors erode forecast final cost and project margin.
- RedOwl outcomeDefend project marginReconcile claims with schedules of value, certifications, prior claims and contract terms.
- RedOwl outcomeControl variationsSeparate base scope from approved change and enforce the correct valuation basis.
- RedOwl outcomeRecover with evidenceSupport each challenge or credit request with clause, record and calculation.
- SEE
- claimed versus certified value
- ACT
- assess, adjust or reject
- PROVE
- contract and site evidence
Project Controls
“Are cost, progress and earned value still aligned to the approved baseline?”
Financial exposure
Disconnected schedules, claims and actual cost allow quantity, milestone and period exceptions to remain hidden until forecast deterioration.
- RedOwl outcomeImprove forecast integrityConnect progress, cost and claim evidence at line-item level.
- RedOwl outcomeSurface variance earlierIdentify overlapping periods, unsupported milestones and emerging cost pressure.
- RedOwl outcomeProtect the control baselinePreserve a traceable reason for every approved exception.
- SEE
- progress and cost variance
- ACT
- investigate or reforecast
- PROVE
- baseline-to-actual traceability
Procurement
“Are suppliers billing the rates, caps and commercial terms we negotiated?”
Financial exposure
Rate-card drift, exceeded caps, missed credits and off-contract activity cause negotiated value to disappear after signature.
- RedOwl outcomeRetain negotiated valueApply contracted rates and caps to every relevant invoice line.
- RedOwl outcomeRecover supplier creditsIdentify overcharges with defensible commercial evidence.
- RedOwl outcomeImprove supplier performanceTrack recurring exceptions by supplier, service and category.
- SEE
- contract variance by supplier
- ACT
- challenge or recover
- PROVE
- governing term and calculation
Facilities & Operations
“Did the cleaning, security, waste or maintenance service actually occur as billed?”
Financial exposure
Missing shifts, unsupported hours and incomplete visits become recurring operating cost when delivery evidence sits outside finance.
- RedOwl outcomeReduce cost to serveMatch recurring and ad-hoc invoices with rosters, attendance and work orders.
- RedOwl outcomeImprove service accountabilityIdentify missed visits and unsupported resource substitutions.
- RedOwl outcomePrevent repeat leakageTurn validated exceptions into continuous pre-payment controls.
- SEE
- service delivery by site
- ACT
- hold or correct
- PROVE
- roster, attendance and completion evidence
Accounts Payable
“Which claims and invoices can be released, and which need intervention?”
Financial exposure
High-volume review obscures duplicate documents, overlapping charges and incomplete approval evidence.
- RedOwl outcomeFocus manual reviewRoute only material exceptions to the right owner.
- RedOwl outcomePrevent unsupported paymentHold duplicate or unevidenced cost before money moves.
- RedOwl outcomeShorten cycle timeClear verified transactions with complete supporting context.
- SEE
- prioritised payment queue
- ACT
- release, hold or route
- PROVE
- complete approval record
Internal Audit & Risk
“Can we demonstrate that every material exception was checked and authorised?”
Financial exposure
Manual spreadsheets and dispersed evidence weaken assurance over claims, supplier changes and payment decisions.
- RedOwl outcomeIncrease control coverageApply repeatable checks across every relevant transaction.
- RedOwl outcomeImprove audit readinessRetain evidence, reason, owner and action in one record.
- RedOwl outcomeReduce control failure riskExpose repeated exceptions and weak process points before loss occurs.
- SEE
- control performance
- ACT
- remediate or escalate
- PROVE
- end-to-end decision trail
Systems and data
Works across the systems already running your projects and properties
Commercial data
- Contract repositories
- Supplier portals
- Email, PDF and spreadsheets
Project & site data
- Construction and project systems
- Work-order platforms
- Time and attendance systems
- Site-access systems
Property data
- Facilities-management systems
Finance data
- ERP and finance platforms
- Data warehouses
System categories shown for illustration. RedOwl starts with exports and flat files and deepens integrations as controls move into production.
FAQ
Questions finance teams ask
What is margin leakage in construction and facilities?
Margin leakage is value lost when what was agreed, delivered, billed and paid no longer match. In construction and facilities it shows up as overpaid supplier invoices, work or usage that was delivered but never billed, and payments that do not follow the contract or policy.
What data does RedOwl need for a construction and facilities leakage baseline?
A baseline typically starts with subcontracts and rate schedules, variations, progress claims, site records and invoices. RedOwl reads these records from the systems you already use and compares them line by line.
Does RedOwl replace our ERP, billing or AP systems?
No. The RedOwl Engine is a control layer that works alongside existing systems. It checks activity against agreements and evidence before approval and payment, and sends exceptions to the people who own them.
Where should we start?
Start with one supplier group, contract type or customer segment where you suspect leakage. RedOwl establishes a baseline there first, then extends the same checks across the business.
New to the term? Read what margin leakage is.
See where value is leaking across your projects and facilities portfolio
Start with one project, one property portfolio or one high-spend service category. RedOwl will show where the evidence, commercial terms and payments no longer agree.
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