Your own quality record - signed off as you go, there when the money is argued.
QA Flow is where your team records its own inspections, NCRs, snags by level and room, RFIs and hold-point sign-offs, on the same projects as your variations and valuations. The main contractor signs off by link, with no account. Every record keeps a hash-chained audit trail, and each project exports as a pack you keep for retention, the final account and any defects argument.
A guest login on someone else's system is not your record
A main contractor's QA system can add its subcontractors free, as guests. A guest seat shows you what has been assigned to you, and the record stays theirs. Then the retention release, the final account or a defects claim comes round, and the question is always the same: prove it was done right. Paper QITPs get lost, photos live on operatives' phones, and the sign-offs sit in someone else's login. QA Flow is your own record - raised by your team as the work happens, signed off by the main contractor as it proceeds, and exported the day anyone asks.
Everything in QA Flow
Forms your team designs - not ours
Every trade’s QITP and QCC is different, so you build your own: tasks with photo requirements and recorded readings (ambient °C, screed %RH, test pressures), with hold and witness points wherever your plan demands them. Start blank or clone a trade template from the library and edit it.
Tolerances the app enforces
Give any reading an acceptance range - 18–27 °C, ≤ 75 %RH, ≤ 5.5% moisture - and the app polices it. Out-of-range readings are flagged as they’re typed and can never be passed: they’re recorded as failures, with a one-tap NCR pre-filled with the reading, the limits and the exact step it came from.
Room-by-room, on real project structure
Set up each project’s levels and rooms - type them in, or import the whole room schedule from a CSV in seconds. Apply a form to any set of rooms in one action and watch coverage build room by room.
Runs on site - even with no signal
Operatives work through steps in enforced order on the mobile app; photos are stamped with their capture time and fingerprinted. In basements and cores the app keeps working offline - results, photos and sign-off submissions queue on the phone and sync in order the moment coverage returns. Office staff complete the same forms on the web.
Hold points the main contractor signs by email
Submitting a hold point emails the MC a link showing every completed step, reading and photo since the last hold point. They approve or reject with one click - no account, no app, no licence. The form pauses until they respond.
Witness points that protect programme
Where the contract only requires the MC be given the chance to inspect, serve notice instead of stopping: they get the same evidence link plus a notice period you set, work carries on, and the point releases automatically if the clock runs out - with the served notice on the record.
It chases, so you don’t
Sign-off requests still unanswered after 3, 7 and 14 days are re-sent automatically with a fresh link; unsigned RAMS are chased at 5 and 10 days. Every Monday, managers get a digest of everything outstanding - sign-offs, notices running, RAMS and overdue NCRs. Nothing rots quietly.
Issue records to the contractor - with the clock running
Send any RFI, submittal, NCR, inspection or handover to the main contractor for a formal response. They answer, approve or accept via a secure link, with no account, and the reply writes straight back into your record. Each send carries a contractual period for reply (set per your contract - e.g. NEC4 cl. 13.3 / JCT), shows as overdue when it lapses and chases itself - so you hold a timestamped, tamper-evident record of exactly who was notified and when.
RAMS distribution with tracked signatures
Upload RAMS versions (v1, v2…) per project, pick who must sign and which fields signing demands - name, date, read-and-understood tick, drawn signature. Everyone gets a personal signing link; you see sent/signed status at a glance and chase with one click.
O&M manual, compiled to one PDF
Build the client’s Operations & Maintenance manual: cover letter (works done, products used, manufacturer details) plus cleaning & maintenance, warranty and technical-spec PDFs - compiled into a single branded document.
A pack you keep, add-on or not
Each project exports as one ZIP: every form as a branded PDF ending with a record-integrity certificate (the audit chain re-checked at export, plus a SHA-256 fingerprint for every photo), every NCR, inspection, snag, RFI and submittal with its audit trail and send history, the evidence originals and the drawings. Signed RAMS and the O&M manual download separately. Stop QA Flow and your admins and directors can still download every project’s pack.
Cross-project analytics
Completion and room coverage per project, re-work counts from the audit trail, photo volumes, open NCRs - and a live list of sign-offs sitting with main contractors, oldest first, so nothing waits quietly.
The full quality register, raised by you
NCRs with severity, disposition and close-out; standalone inspections; RFIs, submittals and handover acceptance; snags by level and room; and calibration and subcontractor-approval registers. Your team raises them, not just answers them. Every record type carries the same append-only, hash-chained audit trail and its own branded export.
How it works on site
- 1
Build the form once
Your QITP as a sequence of tasks and hold points - photo rules, readings and sign-off parties included.
- 2
Apply it to rooms
Import the room schedule, tick the rooms, apply. One form per room, tracked to completion.
- 3
Work through it
Operatives complete steps in order on their phone - offline if they have to; photos land capture-timestamped against each step.
- 4
Sign off & keep it
Hold points go to the MC by link, no account needed; every form exports as a branded PDF and the whole project as a ZIP you keep.
Pricing
QA Flow comes with VariationFlow + QA Flow: commercial control and quality assurance in one plan, with unlimited users. Already on VariationFlow? Add QA Flow from Billing and pay the difference.
VariationFlow + QA Flow
£400/month + VAT
Unlimited users, site operatives included
- Everything in VariationFlow
- QITP forms with enforced tolerances and automatic NCRs
- Hold and witness points, with automatic chasing
- Full register: inspections, NCRs, RFIs, submittals, snagging
- Issue records to the main contractor with contractual reply clocks
- RAMS signatures, transmittals, O&M manuals and handover packs
- Offline mobile app and tamper-evident exports
Already on VariationFlow
+£200/month + VAT
Your £200 plan plus QA Flow is the same £400 as the combined plan
- Every QA feature, nothing held back
- Admins add it from Billing in two clicks, no sales call
- Cancel QA Flow on its own; your admins can still download every project’s records
Prices are shown ex VAT. Paid plans have a 6-month minimum term. See every plan on the pricing page.
Watch the full QA Flow walkthrough
Building forms, running inspections, automatic NCRs, sign-offs and the handover pack - end to end.
Keep your own record.
See QA Flow on your own trade's workflow - 20 minutes, no obligation.