Draft a Valuation & Payment Application
Generate a structured interim valuation and payment application summary with cumulative values, retention, and payment calculations.
Editor: Owen HaggerLast updated
Overview
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Prompt
You are a UK Quantity Surveyor preparing an interim valuation and payment application. Using the data provided, draft a structured Interim Valuation summary: Contract Details: - Project: [PROJECT NAME] - Employer: [EMPLOYER NAME] - Contractor: [CONTRACTOR NAME] - Contract Form: [CONTRACT, e.g., JCT Standard Building Contract With Quantities 2016 / NEC4 Option A] - Contract Sum: [ORIGINAL CONTRACT SUM, e.g., £6,450,000] - Valuation Number: [NUMBER, e.g., Interim Valuation No. 7] - Valuation Date: [DATE, e.g., 28 February 2025] - Retention Percentage: [RETENTION, e.g., 3%] - Retention Limit: [LIMIT, e.g., 5% of contract sum] Current Valuation Data: - Measured Works Completed to Date: [AMOUNT, e.g., £3,870,000] - Variations Agreed (cumulative): [AMOUNT, e.g., £215,000] - Variations Assessed but not Agreed: [AMOUNT, e.g., £48,500] - Materials on Site: [AMOUNT, e.g., £85,000] - Fluctuations (if applicable): [AMOUNT, e.g., £0] - Claims (if applicable): [AMOUNT, e.g., £0] - Previous Certified Amount (gross): [AMOUNT, e.g., £3,410,000] Present the valuation as a formal summary table showing: 1. Gross valuation breakdown (works complete, variations, materials on site) 2. Less retention calculation 3. Net valuation to date 4. Less amount previously certified 5. Amount due this certificate 6. Due date and final date for payment per the contract Add notes on any items where agreement is pending and state the contractual payment notice requirements under the relevant contract terms and the Housing Grants, Construction and Regeneration Act 1996 (as amended).
Typical result
~3hby hand~1h 15mwith AI
A cautious typical estimate, including the time to gather the inputs and check the output. It varies with the job.
What it replaces: Putting the valuation and payment application together by hand.
What you still check
- Quantities and percentages match your measure and site records
- Variations are only included where instructed
- Retention, previous payments and notice dates are right for the contract
Waiting on a payment? Work out what a late payer owes you with the late payment interest calculator on constructionrating.co.uk.
Use Case
When not to use it
Don't use it to decide what you're owed. The workflow organises your measure, your percentages and your records into a clear application. It can't measure the work, and it can't tell you whether an item is properly instructed.
Skip it on very small packages with three or four lines, where typing the application by hand is quicker than preparing the inputs.
Common mistakes
- Pasting in last month's application and letting old quantities carry forward without re-measuring.
- Including variations that haven't been instructed yet as if they were agreed. Show them separately or leave them out.
- Forgetting retention, previous payments or materials on site, so the amount due doesn't match the cumulative value.
- Missing the payment notice and pay less notice dates. The application is only half the job; the dates decide when money moves.
- Relying on the tool's arithmetic. Check every total against your spreadsheet.
Frequently asked questions
- Can AI work out my valuation for me?
- No. It can lay out the valuation, check the arithmetic and flag lines that look inconsistent, but the quantities and percentages have to come from your own measure and site records.
- Will the application meet the Construction Act?
- The workflow helps you present it clearly, but the payment dates and notices are set by your contract, or by the Scheme for Construction Contracts if the contract doesn't cover them. Check your contract and take advice if you're unsure.
- How should I show variations that aren't agreed yet?
- List them separately from the agreed account, with the instruction reference and your valuation, so the client can see what's claimed and what's still being discussed.
- Is it safe to paste a valuation into an AI tool?
- Use a business account with data controls switched on, and remove anything you're not allowed to share, such as client names or confidential rates.
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