AI Phone Scan In development
Photograph an invoice, delivery note or quotation on site, and the form it belongs to fills itself in. You check the fields and save. Planned as included in Business and Enterprise, and an add-on on Starter.
Commercial control for contractors
Stop rebuilding the margin spreadsheet every month.
ProjectFlow derives cost, commitment and margin from the documents your team already raises — BoQs, work orders, subcontracts, purchase orders, invoices. One set of numbers that reconciles, updated the moment somebody commits money.
14-day trial. No card. Nothing to install.
Sample data — illustrative only.
Every figure traces to a document
Open any margin number and land on the BoQ line, purchase order or invoice that produced it. No derived figure is typed by hand, so two views of the same money cannot quietly disagree.
Priced scope is entered once
The same BoQ line carries through to the subcontract, the purchase order and the progress invoice. No re-keying between systems, no version drift between files.
Overspend surfaces the day it happens
Committed cost is checked against target the moment a purchase order is raised — not discovered in a report assembled three weeks later.
Spend without paperwork is shown, not hidden
Work that started on a verbal go-ahead sits in a visible unallocated bucket until its Work Order arrives. It never gets folded into a number that flatters the margin.
AI, in development
AI that does the clerical work on your own documents.
Four capabilities we are building into the commercial record. Each works only from your own workspace, and each hands a person a suggestion to confirm — none moves a figure by itself. None of them is in the product yet: ask us where each one stands before you price it into a decision.
AI Search In development
Ask a question in plain language across your contracts, BoQs and tenders. Every answer cites the document it came from, so you can check it before you act on it.
AI Cost Estimator In development
Price a new BoQ from the rates you actually awarded on past projects, showing for each line the past lines it drew on and how closely they match.
AI line linking & reconciliation In development
The product already suggests links between lines from unit, quantity and description matches. We are building AI that matches lines by what they mean rather than the words they share, across Selling Price, Cost and Target BoQs, subcontracts and purchase orders — proposing splits where one line covers several, with its reasons shown. Nothing reaches a budget until someone accepts it.
The problem
Where the margin actually leaks
None of this is a discipline problem. It is what happens when the commercial position lives in files instead of in documents that reconcile.
The number is a month old by the time you see it
Cost reports get assembled after the fact, from exports, by one person. By the time a variance is visible the money is already committed, and the recovery conversation starts late.
Two views of the same money disagree
Commercial holds one workbook, accounts another, the project manager a third. Each is defensible on its own. None of them reconcile, and the review becomes an argument about whose file is right.
Work starts before the paperwork does
The client says go, so you go — the Work Order arrives weeks later. Most systems have nowhere to put that spend, so it lands somewhere convenient and the true position blurs.
Tendering lives in an inbox
Invitations, addenda, revised quotes and clarifications spread across mailboxes. Nothing compares them side by side, and none of it survives the person who leaves.
How it works
One project, three priced views, mapped line to line.
This is the idea the whole system is built on. Every project carries three Bills of Quantities, and each cost line points at the revenue line it earns against — so margin is derived from documents rather than entered by somebody.
What the client pays. The priced scope you contracted to deliver, line by line.
The estimator build-up. What the work costs at the rates you priced it at.
The number procurement is driven to. Below the estimate by design, and the gap is the saving you are chasing.
↑ each cost line is mapped to the revenue line it earns against
Margin is a result, not an input
Because every cost line knows which revenue line it sits under, budget, committed, work done and margin are computed from the documents on file rather than retyped. Where commercial judgement has to move a number, the adjustment is attributed and dated beside the figure it changed — so nothing moves silently, and nothing is quietly overwritten to flatter a project.
Unallocated cost is reported, not buried
Cost is authorised the moment you commit to a subcontractor. The client authorisation for it — a Work Order, or whatever your contracts call it — often arrives weeks later. ProjectFlow carries that spend openly in its own bucket until it does, then lets you adopt it onto the instruction when it lands.
Why this is hard to copy
A neighbouring ERP can import a Bill of Quantities. What it cannot easily copy is a cost model whose default assumption is that revenue authorisation lags execution — because that assumption has to run through every document, permission and report in the system.
Day to day
What using it actually looks like
No new ritual to learn. Your team raises the documents it already raises, and the commercial position keeps itself current as a side effect.
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Morning
Open the project, see where you stand
Budget, committed, work done and margin for every package, computed server-side. If a figure cannot be shown to you it says so — it never shows a made-up zero.
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When scope lands
Raise the client instruction
Client instructions are raised two ways: for freshly awarded scope, or by adopting cost already incurred and sitting unallocated. Both matter, because both happen about equally often.
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When you buy
Commit against the line
Raise the subcontract or purchase order against the cost line it belongs to. Commitment moves immediately, and so does the variance against target.
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When you bill
Apply, certify, invoice, from the same scope
A payment application is built from the same BoQ quantities, and retention and advance recovery apply on the terms set for that contract. When the certified figure comes back at a different number, the difference is visible rather than absorbed.
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Month end
Reading a report, not building one
Cut-off, accruals and sign-off are still yours — they are judgement, and they stay with the commercial manager. What disappears is the days of assembling the numbers before that work can even start.
What's in it
The commercial side, end to end
Three-way BoQ & cost control
Selling price, cost and target cost per project, mapped line to line. Budget, committed, work done, margin and unallocated spend derived on the server, never typed.
Procurement & commitment
Subcontracts, purchase orders, variation orders and addenda raised against the cost line they belong to, so commitment and variance move the moment you buy.
Tendering, both directions
Publish tenders and compare sealed bids on price, delivery and payment terms — or respond to tenders others publish. Same screen, one click apart.
Progress invoicing
Invoices built from the same BoQ quantities, with retention and advance-recovery ladders applied on the schedule you configure once.
Marketplace Hub
In development. The direction we are building towards: contractors on their own servers, contractors on the hosted platform and vendors on a free Lite Portal, all reaching each other through one Hub — with inviting a subcontractor never costing them money. Ask us where it stands before you price it into a decision.
AI assistance
In development. Fill a form from a phone photo, search your documents with citations, price a BoQ from your own history, and match lines for reconciliation by meaning — what each one does. We do not train on your data. English interface today; Arabic is on the roadmap.
How we compare
Honestly — against what you are probably using today
These are categories of tool, not named products, and any specific tool's behaviour depends on its edition and configuration. This is a summary of what each category is designed to do, so you can see where ProjectFlow is and is not the right answer.
Where we are not the answer
ProjectFlow is not a general ledger, not a design or BIM environment, and not a site safety system. It does not produce your statutory accounts, and it does not replace the forecasting judgement a commercial manager brings to a cost-value reconciliation — it removes the assembly work underneath it. Keep the tools you have for those; ProjectFlow is built to own the commercial position and to sit alongside them.
| What you need | Spreadsheets and email | General-purpose ERP | Global construction platforms | E-invoicing gateways | ProjectFlow |
|---|---|---|---|---|---|
| Priced scope (BoQ) as the unit of truth | Yes, but one file at a time | Through customisation | Partly — often document-first | Not in scope | Native, across the whole system |
| Margin derived from documents | Typed, then re-typed | Configurable, project by project | Partly | Not in scope | Derived; judgement is attributed, not typed |
| Cost recorded before its authorisation exists | Wherever you decide to put it | Recorded, but to a cost centre | Held as a pending change against a budget | Not in scope | Carried against the revenue line it will earn |
| Commitment tracked per BoQ line | By hand | With setup work | Partly | No | Built in |
| Tendering and sealed bid comparison | Email threads | Usually a separate module | Usually a separate module | No | Included, both directions |
| Typical time to first useful output | Immediate, then it decays | Months | Weeks to months | Days | Days, on your first project, inside the trial |
| Produces your statutory accounts | No | Yes, that is what it is for | No | Partly | No, by design. It feeds your ledger |
| What it costs you | Your team's time, invisibly | Licence plus implementation | Per user, on a global price list | Per document or per return | A published per-tenant price in SAR |
Getting started
Live this week, not this quarter.
There is no implementation project, no consultant on site and no phase two. The whole point is that one person can get a real project reconciling before anybody has to commit to anything.
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Day 1 · minutes
Create the workspace
Sign up and your own workspace is provisioned for you. Nothing to install, no servers to size, no procurement cycle to sit through. Fourteen-day trial, no card.
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Day 1 · an afternoon
Bring in one real project
Import a Selling Price BoQ from Excel. The file needs a hierarchical item code per line — the WBS or bill reference your BoQ almost certainly already carries — and common header spellings are recognised automatically. If yours are named differently we map them with you, rather than sending you away to reformat the file.
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Day 2 · the one step that matters
Point cost at revenue
Map cost lines to the revenue lines they earn against. This is the setup that makes margin derivable, and it is the only part worth doing carefully.
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Week 1
Invite the people who raise documents
Quantity surveyors, procurement, accounts. Permissions are enforced on the server, so nobody sees money they should not, and the surfaces they cannot read say so plainly. Built for a desktop monitor, because your QSs compare hundreds of priced rows at a time and that does not fit a phone.
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Ongoing
Add projects as you win them
Each new award is another import, not another project plan. Nothing about the second project costs what the first one did.
Pricing
One published price per tenant. The Hub is free on every plan.
Fourteen-day trial on every plan, no card. Annual billing saves around 16%. No implementation fee, no per-document charge, and no minimum term on Starter or Business.
Starter
One project team getting the commercial position straight.
SAR 419/tenant/mo
- Three-way BoQ, procurement and financials
- Respond to tenders from anyone on the Hub
- Progress invoicing with retention and advance recovery
- Marketplace Hub access
- AI Phone Scan as an add-on (in development)
- AI Search and Cost Estimator add-ons (in development)
- Email support
Business
Contractors who both award work and bid for it.
SAR 1,259/tenant/mo
- Everything in Starter
- Publish tenders and compare sealed bids
- Advanced cost control and approval routing
- AI Phone Scan included (in development)
- AI Search and Cost Estimator add-ons (in development)
- Priority support, 4-hour response
Enterprise
Multi-entity groups and joint ventures with their own servers.
SAR 4,199/tenant/mo
- Everything in Business
- Self-hosted Bridge Agent (in development)
- Dedicated tenant region
- Single sign-on and custom roles (in development)
- Named contact, 1-hour response
The AI features are in development and not yet available on any plan. When released, AI Phone Scan will be included in Business and Enterprise and offered to Starter as an add-on, and AI Search and Cost Estimator will be optional add-ons on every plan, with add-on prices published at release. The product runs perfectly well without them.
Cost
What would it have to catch to pay for itself?
We are not going to quote you a saving we cannot stand behind, so the only figures here are our published price and numbers you type in yourself. It is arithmetic in your browser, and nothing is sent anywhere.
Plan
ProjectFlow, per year
SAR 15,108
SAR 1,259 × 12, flat per tenant
As a share of the work you are controlling
0.019%
of SAR 80m
So it pays for itself if it catches
SAR 15,108
One overrun of that size, once a year, across everything you have running. Whether that is a low bar or a high one is your judgement to make, not ours to claim. The price is flat per tenant, so this bar does not move if you add people.
And separately, the reporting time
SAR 86,400 576 hours a year across the team you sized above, at the rate you entered
This is arithmetic on your inputs, not a forecast and not a promise. The reporting hours above are the smaller half of the argument, and they never go to zero — judgement work stays. The number that actually moves in a contracting business is the overspend nobody saw until the money was committed, and we are deliberately not putting a figure on that for you.
Included at no extra cost
- Marketplace Hub access, on every plan as it lands
- Responding to tenders, on every plan
- Every product update, automatically
- Unlimited projects and BoQ lines
- Hosting, backups and monitoring
- Support, from the plan you are on
Before you ask
The questions this raises
Do we have to throw out our accounting system?
No, and we would rather you did not. ProjectFlow owns the commercial side — priced scope, commitment, work done, margin. It is built to sit alongside your ledger, not to become it.
Our BoQs are messy spreadsheets. Is that a problem?
Messy is the normal starting condition. What the import does need is a hierarchical item code per line — the WBS or bill reference the BoQ almost certainly already has — because that is what gives every cost line something to hang from. Common header spellings are recognised; anything unusual we map with you on a call rather than handing you a reformatting job.
How long before somebody gets value out of it?
The first project can be imported and reconciling within a few days, using one person's time. That is deliberate: if it took a quarter to find out whether this works for you, almost nobody would find out.
What happens to our data if we leave?
It is yours and it leaves with you. Projects, BoQs, documents and the audit trail export in open formats — self-serve, with no ticket and no notice period.
Do you train AI on our data?
No. The AI features we are building — Phone Scan, Search, the Cost Estimator and line-linking suggestions — work only from your own workspace. Your content will not be used to train our models, or those of any provider we engage; where you bring your own AI subscription, your terms with that provider govern it. They are in development and not in the product yet.
We are not ready to move everything across.
Then do not. Start with one project — ideally an awkward one, where cost ran ahead of the paperwork. That is where the difference shows up fastest, and it costs you an afternoon to find out.
Is there an implementation fee or a minimum term?
Neither. The published per-tenant price is the price, monthly or annual, and you can start on a fourteen-day trial without a card.
How many contractors are already using this?
We are early, and you would be among the first. We would rather say that than show you a logo wall. What it means in practice: no reference list to call, and in exchange no lock-in, self-serve export from day one, a published price that does not need a committee, and direct access to the people building it. If the absence of references is a blocker it should be, and we would rather hear that now than in month three.
How does it talk to our general ledger?
Honestly: today that boundary is an export, not a live integration, and we are not going to describe it as more than it is. ProjectFlow owns the commercial position — priced scope, commitment, work done, margin — and hands the ledger what it needs. A direct interface to a specific accounting system is a conversation to have before you buy, not a box we can already tick.
What about VAT and e-invoicing?
Invoices are issued in SAR with VAT at 15%, carrying the ZATCA-required invoice fields and the deduction breakdown, and progress invoices apply retention and advance recovery on the terms set for that contract. Full ZATCA Phase 2 clearance — the signed UBL XML and TLV QR that the Integration Phase requires — is on the roadmap and is not shipped today, so for now that step stays with the e-invoicing gateway you already use. We would rather tell you that here than in your first month.
VAT-correct invoicingSAR, 15% VAT and the ZATCA invoice fields
PDPL-aligned privacy controlsConsent, export and delete
Where your data sits, stated plainlyCurrently a US AWS region — see the Privacy Notice
Permissions enforced server-sideAn unreadable figure says so, never a false zero
Try it on one real project.
Bring the project you are least comfortable reporting on. Fourteen days, no card, nothing to install — if the numbers do not reconcile better than your workbook does, you have lost an afternoon.