CYBEX Construction & Engineering
Subcontractor & Procurement Management Portal for Construction & Engineering
Package procurement on a construction project runs on retentions, valuations and prequalification — none of which a standard purchase order system handles. CYBEX builds subcontractor and procurement portals for UK contractors, house builders and engineering consultancies around how packages actually get let, valued and paid.
What construction procurement needs that generic purchasing doesn’t
Buying a package of groundworks or M&E is not the same transaction as raising a PO for office supplies. Four things make construction and engineering procurement genuinely different:
- Retentions. A percentage of every valuation is withheld until practical completion, and again until the defects liability period ends. Getting retention release dates wrong either locks up subcontractor cash unfairly or releases funds before defects are resolved.
- Interim valuations, not single invoices. Subcontractors are paid against work completed to date, valued and certified periodically — not against a single PO total.
- Prequalification and compliance. Before a subcontractor can even bid, insurance, health and safety records, CSCS card status and financial standing need checking and keeping current — an ongoing compliance task, not a one-off check.
- Variations. Scope changes mid-package are constant, and each one needs pricing, approval and a clear audit trail back to the original package sum.
A clearer commercial review
One package record
Keep tender, order, valuation and variation references connected.
Visible decisions
See what is awaiting review and who owns the next action.
Controlled sharing
Give subcontractors access to the information relevant to their package.
Core capabilities
- Subcontractor prequalification — insurance, accreditation, CSCS and financial standing tracked with expiry alerts, not a one-time PDF upload
- Package enquiry and tender — issue enquiries, receive and compare bids side by side against a consistent scope
- Bid comparison — like-for-like comparison across price, programme and qualifications, not just a spreadsheet of totals
- Order and subcontract issue — purchase orders and subcontract agreements linked to the original package scope and pricing
- Interim valuations — periodic valuation of work completed, with retention automatically calculated and held
- Variation tracking — scope changes priced, approved and reconciled against the original package sum
- Retention management — practical completion and defects-liability release dates tracked and flagged automatically
- Document exchange — drawings, method statements and RAMS shared with revision control
- Performance records — on-time delivery, quality and safety performance tracked per subcontractor across projects
Where this fits against general purchase order software
If your purchasing is materials and goods rather than subcontracted packages — plant hire, builders’ merchants accounts, standard supplies — the general purchase order management system handles that more simply and at lower cost. This portal earns its cost specifically where packages are let to subcontractors under JCT or NEC-style terms with retention and valuation cycles.
Many contractors run both side by side: this portal for subcontracted packages, the standard PO system for direct materials purchasing — connected through a shared ERP or accounting integration so project cost reporting stays in one place.
Your procurement workspace
Illustrative interface concept. Final screens and integrations are agreed during discovery.
Package register
Review enquiries, returned bids and the approved award status.
Valuation review
Inspect submitted valuations, recorded variations and approval history.
Evidence and dates
Track required documents and configured review or release dates.
From enquiry to reviewed payment records
- Define the package scope and required supplier information.
- Collect and compare bids against the agreed requirements.
- Record the authorised award and subcontract references.
- Review submitted valuations and proposed variations.
- Apply the approved contract configuration and review checks.
- Share authorised records with the accounting workflow.
Access and information controls
Scope permissions by project, organisation and package. Separate supplier submissions from internal commercial reviews, and retain a traceable approval history.
Migration and integration checks cover document revisions, identifiers and financial record mapping before wider rollout.
Implementation approach
- Project and procurement workflow discovery — how packages are currently let, valued and paid
- Prequalification and compliance requirements mapping
- Representative project pilot — one live project before wider rollout
- Configuration and controlled data migration
- Valuation, retention and approval testing against real package data
- Training for commercial, site and finance teams
- Phased rollout across further projects
A focused pilot on one project typically takes eight to twelve weeks. Multi-project or portfolio-wide rollouts are phased and usually take several months, since retention and valuation cycles need to run through at least one full period before the configuration is proven.
Indicative GBP pricing
- Focused pilot: £4,000–£12,000
- Integrated implementation: £12,000–£38,000
- Multi-project programme: £38,000–£95,000+
- Managed support: £400–£3,200+ per month
Final pricing depends on project count, subcontractor volume, integrations, mobile site requirements and support level. Every quote follows a free discovery call.
Frequently asked questions
Does it handle retentions automatically?
Yes. Retention percentages are applied at valuation and tracked separately through to practical completion and defects-liability release, with alerts so release dates are not missed.
Can it manage interim valuations rather than single invoices?
Yes. Valuations are built against work completed to date, with variations reconciled against the original package sum.
Will it track subcontractor compliance and expiry dates?
Yes — insurance, accreditation and CSCS status are tracked with expiry alerts, so a lapsed document doesn’t go unnoticed until it matters.
Can site teams use it on mobile devices?
Yes, with role-based access suited to site connectivity.
Can we pilot it on one project first?
Yes — a single representative project is the usual starting point before wider rollout.
Can historical project and subcontractor data be migrated?
Yes, after mapping, cleansing and a test migration pass.
Does it integrate with our existing accounting or ERP system?
Common integrations include accounting, estimating, scheduling and document management platforms, subject to available APIs.
Does the software guarantee contractual or CDM compliance?
No — it supports the controls and evidence trail. Contractual and health and safety duties remain with your organisation.
Is the interface a live product screenshot?
It is an illustrative concept. Final screens and acceptance checks are agreed during discovery.
How do I request a quotation?
Use the email or WhatsApp link below with your project portfolio and priority workflow. The email option opens a draft for you to review and send.
Delivery for UK and international project teams
The existing service is scoped around UK construction procurement. Projects involving USA, EU or Australian teams require discovery of the applicable workflows, contract configuration, hosting and support arrangements.
Plan your subcontractor & procurement portal
Share your project portfolio, current systems and priority workflow so we can scope the implementation.
The email button opens a draft in your email app for you to review and send.