Project costs under control - from budget to invoice
Budget, contracts, changes, invoices, and their approval in one place. At any moment you know what the project may cost, how much is committed, how much has actually been spent, and what it will cost at completion.
Built for project managers, cost estimators, pre-construction teams, and site management at general contractors.
- Contracts straight from tenders
- Reports for management and the client
- Views by project, building, or group
Video coming soon
Numbers that finally talk to each other
Budget in Excel, contracts in email, changes in meeting minutes, and invoices in accounting. By the time the numbers come together, it is often too late to act.
Today
With Urkla
Cost Control
- Budget, contracts, changes, and invoices are connected
- Indicators recalculate with every record
- See overruns before the invoice arrives
How the project stands financially - at a glance
Five indicators at the top of the overview and the budget answer the question every project manager asks. For the whole project, individual buildings, or groups.
- Revised budget
- Original budget including approved changes. The binding cost ceiling for the project.
- Committed
- Current value of signed subcontracts.
- Actuals
- Costs actually invoiced and recorded as expenses, including off-budget costs.
- Estimate at completion
- A forecast of what the project will cost when finished.
- Variance
- The difference between the revised budget and the estimate at completion. A positive value means contingency.
Project cost status
Illustrative example, values as % of the revised budgetThe budget also tracks Potential changes - changes still under negotiation that may affect the budget.
The whole budget in one tree
Buildings, trades, and line items - every row shows the plan, commitments, pending changes, and actuals. No retyping between spreadsheets.
- Switch between budget and contract views
- Filter by building and group, search by name or code
- Expand and collapse tree levels, export, and custom groups
| Item | Original budget | Revised budget | Committed | Potential changes | Actuals |
|---|---|---|---|---|---|
| B01 Main building | 84.2 | 86.0 | 61.4 | 1.2 | 27.9 |
| Earthworks | 6.1 | 6.1 | 6.0 | – | 5.8 |
| Structure | 31.5 | 32.8 | 30.9 | 0.8 | 15.7 |
| Finishes | 24.2 | 24.2 | 10.3 | – | 2.3 |
| MEP | 22.4 | 22.9 | 14.2 | 0.4 | 4.1 |
| B02 Roads and parking | 12.3 | 12.3 | 3.1 | – | 0.6 |
| Project total | 96.5 | 98.3 | 64.5 | 1.2 | 28.5 |
Six tabs that follow the life of a cost on site
A cost moves through the module from plan to approved actuals. Every step is instantly reflected in the Overview indicators.
- 01Plan
Budget
Upload the project budget, broken down by building and trade.
A tree structure with Original and Revised budget, Committed, Potential changes, and Actuals columns.
- 02Commitment
Contracts
Once a supplier is selected, create a contract - manually or straight from a tender - and link it to budget line items.
Client contracts and subcontracts with status, current value, invoiced, and remaining amounts.
- 03Change
Change management
Log changes; depending on the type, they update the budget or the contract value.
Changes and requests in one place. Every change has a type, a linked contract, a justification, and a cause.
- 04Actuals
Invoices & expenses
The supplier submits payment applications and invoices, recorded against a contract or line item.
Supplier, status, amount, and amount due - including retention. Invoices and expenses make up the Actuals indicator.
- 05Approval
For approval
Payment applications go through an approval queue; incorrect ones are returned for correction.
Who submitted what, how long it has been waiting, and its status. The pending count shows right in the tab name.
- 06Outcome
Overview
Overview and Report show the current status and variance against the budget.
Indicator cards, a daily Cost trend chart, and Monthly invoicing. A report for management or the client in one click.
Every change has a type and an impact
Change management distinguishes how a change affects the budget and contracts, so you can always trace why the numbers moved. A change can also be created from a request.
Budget change
Increase or decrease the budget.
Affects
Revised budget
Contract change
An amendment to the contract value.
Affects
Committed
Budget transfer
Move funds between line items without changing the total.
Affects
Budget split, total unchanged
Potential change
A change under negotiation - tracked as a risk or opportunity for now.
Affects
Potential changes
What Cost Control gives you
A single source of truth
Budget, contracts, changes, and invoices are connected - no retyping numbers between spreadsheets.
Early warning
Estimate at completion and variance reveal overruns before they show up in invoices.
Change control
Every change has a type, justification, cause, and linked contract, so you can trace why the budget moved.
Managed approvals
Payment applications and other records go through an approval queue with a history of who submitted and returned what.
Connected to tenders
Create a contract straight from a tender, with no manual retyping.
Reporting
Reports and exports for management and the client in a few clicks.
Connected to the other modules
Every module works on its own and as part of a single project - no data passed around by email or spreadsheets.
Construction Bidding & Tenders
Organise, run, and evaluate tenders without chaos.
Learn moreDefects & Punch Lists
Manage defects and unfinished work directly on project drawings.
Learn moreDocument Management
Keep all project documentation structured, secure, and traceable.
Learn moreSchedule
Build your schedule natively in Urkla, or import a plan you already have in MS Project - Gantt view, critical path, and progress in one place.
Learn moreSubmittals
The whole submittal approval process in one place - no more hunting through email chains.
Learn moreMeetings
Scheduling, agendas, and accountability in one click - built right into your project.
Learn moreReady to Transform Your Project Management Process?
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