Our customer is a certified installer of insulation and renewables with over 20 years' experience. They deliver cavity wall insulation, loft and flat roof insulation, solar panels, heat pumps, heat extraction units, and district metered valves (DMVs) across social housing, public sector sites, and commercial properties.
Their contracts span multiple landlords and housing associations, where each project involves surveying, costing, and installing multiple measures across large portfolios of individual properties. The compliance burden is high, and the financial complexity — multiple measures per house, multiple contracts running simultaneously — makes cost control challenging without the right tooling.
Before Coreloops, the business ran its operations across spreadsheets, a standalone accounting package, and messaging apps. Every invoice was manually keyed from paper into the accounting system by the finance team. There was no purchase order process, no project reference on incoming invoices, and no way to see what any individual job was actually costing in real time.
The core problem: they had no visibility of cost per property or per measure type.
With multiple measures installed per house — solar, cavity wall, loft, flat roof, heat pumps — and payment applications spanning large property portfolios, the team was flying blind on margin. Payment applications could not tell them which properties were profitable and which weren't.
Key pain points:
The team began their pilot with Coreloops on an active social housing contract — a fast-growing project with new properties being added monthly across multiple measure types.
Automated document inbox
The accounts email address was configured to auto-forward all supplier invoices directly into Coreloops. The platform's AI reads each invoice, extracts line items, and presents them for approval — eliminating manual data entry entirely.
Cost codes by measure type
Coreloops was configured with a cost code for each measure type: solar panels, cavity wall insulation, loft insulation, flat roof insulation, DMVs, heat extraction units, technical surveys, and overheads. Every invoice line item is coded on arrival.
Property-level cost tags
Each property address was set up as a cost tag in Coreloops. Invoices are tagged to the relevant property before approval, creating a complete cost record at the individual house level.
Bill of quantities with per-house, per-measure structure
The BOQ was built inside Coreloops with a structure that mirrors the contract: each property, each measure, each application for payment. As the contract grew and new measures were added mid-project, the platform adapted without manual rework.
Accounting integration
Once an invoice is approved in Coreloops, it is pushed automatically to the accounting system — eliminating the manual re-entry step that previously consumed hours each week.
Cost report with grouped cost visibility
Coreloops' cost report allows the finance team to group by property and drill down by measure type. For the first time, the team can see — in real time — what each property is costing them, broken down by the work type completed.
Significant contract growth managed without adding headcount
As the contract expanded substantially over the pilot period, Coreloops scaled with it. The finance team absorbed the increased volume without additional resource.
Cost visibility per house and per measure — for the first time
The Head of Finance can now open the Coreloops cost report and immediately see what has been spent on any individual property, broken down by measure type. This was not possible with any previous tooling.
Invoice processing without manual data entry
At peak periods, invoices now flow automatically through the document inbox — read by AI, coded, and queued for approval — replacing a process that previously required manual keying into the accounting system.
Labour costs now visible in project financials
Previously absent from project reporting, labour costs are now captured in Coreloops via a streamlined approval workflow, giving a complete picture of cost and margin per property.
Accounting sync without duplication
All approved invoices flow directly to the accounting system, removing the dual-entry overhead and the risk of errors that came with manual re-entry.
With the pilot complete, the team are now extending Coreloops to:
The ambition is clear: what works on one contract needs to work across many. Coreloops is the infrastructure that makes that scale possible.
Coreloops is construction finance software built for specialist subcontractors. It connects procurement, cost tracking, and accounting in one platform — giving teams real-time visibility of cost and margin across every project, every property, and every measure. coreloops.ai
