SDH Building Services Case Study: 16.5 Hours Saved Per Month with BuildQS

SDH Building Services is an HVAC and mechanical services contractor headquartered in Bolton, Lancashire, serving projects across the UK. In January 2026, the team implemented BuildQS to modernise its application for payment workflow and tighten retention control.

Yvonne Hunt, Director at SDH Building Services, summarises the outcome clearly: BuildQS is easier and more streamlined. Reports are clearer and simpler, and the team is saving significant time every month.

The challenge: Spreadsheet-heavy payment applications

Before BuildQS, SDH managed project valuations, deposits, retentions, and staged payment data across multiple spreadsheets. The process worked, but it relied on repeated manual rekeying and cross-checking between files.

On larger projects, spreadsheet administration became difficult to maintain cleanly. Every extra step created potential for duplicated effort and data entry errors. For a team managing multiple concurrent jobs, this admin burden translated directly into lost productive time.

Implementation approach: Start with one project manager

SDH introduced BuildQS first to its senior project manager to validate usability in live conditions. The feedback was positive from the start, especially on control and clarity for larger jobs.

Projects at SDH can range from GBP 10k to GBP 1.5m, usually across six or seven stages. Individual project managers often oversee ten or more projects at the same time. In this context, software adoption only works if the workflow is quick and practical for everyday use.

Key result: 12.5 hours saved per month for project managers

One of the largest efficiency gains came from valuation preparation. Instead of manually rebuilding task and rate structures in spreadsheets, project managers can import bill of quantities data via CSV and generate project steps in BuildQS.

SDH estimates this saves about 30 minutes per application. With around 25 applications each month, that is approximately 12.5 hours saved monthly for project managers, while also reducing rekeying mistakes.

Client-facing improvements: Clearer and more professional payment applications

Project teams now generate branded application for payment PDFs directly from BuildQS. This replaced manual copy-paste workflows and produced clearer documents for clients to review.

The result is stronger presentation quality and less ambiguity. SDH also uses BuildQS options for discount and bulk discount handling where needed, so commercial details are included without custom spreadsheet workarounds.

Retention visibility: Better control and fewer missed values

Retention tracking was a major reason SDH selected BuildQS. Previously, retention values were tracked separately and cross-referenced manually against valuations.

With BuildQS, retention values are visible in one place and carried forward correctly between stages. This improves confidence that each application includes the right amounts and that no historical value is lost.

Accounts impact: 4 hours saved per month and improved accuracy

BuildQS also improved handoff from approved valuation to invoice. Instead of retyping data into the accounts system, SDH now exports directly to Xero from BuildQS.

Yvonne estimates this reduces invoice administration by 5 to 10 minutes per invoice. Across more than 25 monthly applications, SDH estimates around 4 hours saved per month for accounts, with lower risk of data-entry errors.

Why this case study matters for subcontractors

For subcontractors, payment applications are high-frequency commercial tasks where small inefficiencies repeat every cycle. SDH's experience shows that improving this workflow can deliver immediate time savings while improving reporting quality and billing confidence.

The combined impact at SDH is an estimated 16.5 hours saved per month across project and accounts functions, plus tighter retention oversight and cleaner client-facing documentation.

About SDH Building Services

SDH Building Services combines more than 50 years of experience in air conditioning, HVAC, and mechanical services with a focus on reliability, compliance, and long-term cost efficiency. The business serves commercial and industrial clients across the UK with design, installation, and maintenance support.

Company website: https://sdhbuildingservices.co.uk