Chalkstring - cost management software

Innovation overview and development

Chalkstring is a transformative cloud-based cost management software platform designed exclusively for specialist contractors in the interior fitout sector. Its purpose is to empower these businesses with tools tailored to their unique challenges, enabling them to manage their operations efficiently and profitably.

Chalkstring covers estimating, value engineering, procurement, variations, labour management, valuations, and cost reporting—giving specialist contractors a 360-degree view of how their projects are performing in real time. By integrating these critical functions, Chalkstring provides specialist contractors with real-time insights into every aspect of their projects, allowing for proactive decision-making and improved profitability.

Why Chalkstring exists
Specialist contractors are the unsung heroes of the construction industry, building the schools, hospitals, homes, and infrastructure that underpin our society. Despite their vital contributions, these businesses—often small to medium-sized enterprises (SMEs)—operate in an environment fraught with challenges. Financial instability caused by contract cycles, pricing fluctuations, and cash flow issues is commonplace therefore it’s not surprising that insolvency is disproportionately high in this sector.

These specialist contractors also endure poor payment practices, with main contractors imposing retrospective price reductions, rarely paying full contract value, and passing risks along the supply chain. This “risk dumping” disproportionately impacts lump sum contracts, leaving specialist contractors vulnerable to rising material costs, labour shortages, and cost escalations in the post-Brexit market.

Adding to this pressure, specialist contractors often lack the tools needed to effectively substantiate payment claims. Manual processes—such as spreadsheets, annotated drawings, and photos—are fragmented, unstructured, and difficult to integrate, making dispute resolution almost impossible. Clients, aware of these limitations, exploit weak audit trails to issue ‘short payments’. Meanwhile, technological adoption across construction remains slow, with only 15% of firms using digital tools for cost and risk management.

Chalkstring was created to address these systemic challenges. By providing a single, integrated platform specifically designed for specialist contractors, it delivers the tools they need to minimise risk, increase productivity, manage costs, and provide robust evidence for compliance and dispute resolution.
Our mission is clear: to help specialist contractors run successful businesses.

By addressing the unique needs of specialist contractors, Chalkstring simplifies processes, enhances efficiency, and empowers these critical businesses to thrive—ensuring they can continue to build the foundations of our society.

How the digital innovation was developed, including effective collaboration, knowledge transfer and partnership along the project team.

The origins of Chalkstring
Chalkstring was conceived by our Product Director, Stuart Friend, whose background in construction law and commercial management provided a deep understanding of the inefficiencies that plague the construction sector. Struck by the reliance on a “back of a fag packet” mentality for managing multimillion-pound contracts, Stuart identified the critical need for a unified, end-to-end system. After working as a QS with no understanding of his costs, revenues, profit and cost to complete, he was determined to address these systemic issues.

Stuart envisioned a platform tailored specifically to specialist contractors that would integrate project cost management, standardise processes, and replace disjointed manual systems. Recognising a gap in the market—where tools either catered to main contractors or solved only isolated problems like estimating—he secured funding, scoped the requirements, and collaborated with a multidisciplinary development team to bring Chalkstring to life.

The initial success of Chalkstring at SCS Building Solutions Ltd validated its potential, leading Stuart to assemble a management team in 2017 with over 120 years of combined experience in construction and software. Together, they scaled the product to the wider market, ensuring it would meet the diverse needs of specialist contractors across the UK. Today, Chalkstring supports hundreds of millions of pounds worth of contracts annually and is trusted by hundreds of contracting businesses, transforming how they manage project costs and processes.

Collaborative development and knowledge sharing
Chalkstring’s development was driven by a culture of collaboration and continuous learning, with input from clients, partners, and industry experts shaping its functionality and ensuring its practical relevance.

Client partnerships and co-creation:
From day one, Chalkstring has been built in collaboration with specialist contractors to solve their real-world challenges. Selected strategic partners participate in focus groups at every stage of development, from concept and wireframe to alpha and beta testing. These insights ensure that the software is not only aligned with industry needs but also designed for usability and effectiveness.

Feature request portal:
To ensure ongoing innovation, we created a transparent feedback mechanism where clients can submit ideas, vote on enhancements, and view our development roadmap. This ensures that every client has a voice in shaping Chalkstring’s evolution, fostering a collaborative ecosystem that drives continual improvement.

New client engagement manager:
More recently, we appointed a Client Engagement Manager as part of our product team to work directly with the market, understanding the challenges specialist contractors face and identifying solutions to address them. This role reinforces our commitment to collaboration and ensures that Chalkstring’s development remains grounded in the realities of the industry.

Early ideation and concept collaboration:
We’ve also recently launched new processes to engage with clients/prospects at the earliest stages of product ideation and concept development. By working with contractors from the outset, we ensure that the solutions we build not only address their problems but do so in ways that meet the practical needs of the industry. This deep level of collaboration drives innovation and ensures that Chalkstring remains a trusted partner in solving real-world challenges.

Effective onboarding and knowledge transfer:
Delivering software is only the starting point. Chalkstring’s success hinges on its ability to transform the way businesses operate. Our dedicated onboarding and training programmes, provide clients with the tools and knowledge they need to embed Chalkstring into their workflows. This personalised support not only accelerates adoption but also drives long-term value.

For example, a leading UK contractor reported a 95% reduction in internal invoice queries within three months of implementing Chalkstring, demonstrating the effectiveness of our approach.

Leveraging cutting-edge technologies
Chalkstring’s development has harnessed the latest technologies to deliver innovative features. For instance, the Cost Value Reconciliation (CVR) Report enables contractors to interrogate financial project data in unprecedented detail, empowering them to identify risks and opportunities in real time. Advanced algorithms underpin the platform’s real-time reporting capabilities, ensuring that users have up-to-date, actionable insights at their fingertips.

By integrating cutting-edge functionality with intuitive design, Chalkstring bridges the gap between technology and practical construction management, making complex processes accessible to users at every level of the organisation.

Industry collaboration and legislative responsiveness
Chalkstring’s development is grounded in collaboration with industry associations and a commitment to helping contractors navigate regulatory and legislative changes.

Working with industry associations
We work closely with organisations like the FIS to understand the broader challenges facing the construction sector, from inefficiency and waste to supply chain collaboration. We ensure that Chalkstring evolves in line with industry best practices.

Proactive response to legislation
Chalkstring is built to adapt to changing standards and regulations, ensuring that contractors stay compliant with minimal disruption. For example, we integrated functionality to support the introduction of domestic reverse charge VAT well before the legislation came into effect. This allowed our clients to transition smoothly and avoid compliance risks.

Delivering innovation through partnership
Chalkstring’s success is a testament to the power of collaboration. By working closely with clients, industry bodies, and a multidisciplinary team of experts, we’ve created a platform that not only solves the challenges facing specialist contractors but empowers them to thrive. The combination of practical construction expertise, cutting-edge technology, and a culture of knowledge-sharing has made Chalkstring a trusted partner in transforming how specialist contractors run their businesses.

Measurable commercial results
Chalkstring has delivered significant commercial success for specialist contractors by improving both profitability and productivity. By streamlining processes, reducing errors, and providing real-time insights, Chalkstring empowers businesses to take control of their operations and achieve measurable results.

Quantifiable improvements
Clients consistently report transformational changes after implementing Chalkstring, including:

• Estimating efficiency doubled: Tasks that previously relied on Excel are now completed in half the time.
• Faster valuations: Instead of taking half a day, valuations now take just 15 minutes to produce.
• Significant reduction in invoice queries: Internal invoice queries have decreased by 95%, saving time and reducing administrative effort.

These results demonstrate how Chalkstring drives tangible improvements in operational performance and financial outcomes.

Maximising profit through smarter operations
Chalkstring helps specialist contractors optimise every aspect of their cost management, leading to higher margins and better decision-making. Examples of how contractors benefit include:

Eliminating over-ordering and overpaying: Accurate cost and procurement tracking ensure materials are ordered in the correct quantities and that subcontractors are only paid for completed and verified work – “We’ve eliminated over-ordering of materials and goods, which has had a massive impact on our bottom line.”

Accurate supplier payments: Chalkstring ensures that contractors only pay for what has been delivered. One client used Chalkstring to identify that suppliers had been overcharging, prompting a review of historical invoices prior to implementing Chalkstring. This review uncovered £20,000 in overpayments caused by an inability to properly reconcile orders, deliveries, and invoices. Chalkstring has since eliminated this risk by ensuring all invoices are matched against confirmed deliveries, protecting profitability.

Improved financial transparency: Chalkstring’s granular project data revealed for one client that while their jobs appeared profitable overall, the majority of their profit was coming from just one work package, while another was losing money. This insight allowed them to make targeted changes to ensure every aspect of their projects contributed to profitability – “The transparency Chalkstring gave us was eye-opening—we thought we were running profitable jobs, but it turned out one work package was losing money. Chalkstring enabled us to take corrective action and protect our margins.”

Maximising supplier rebates: Contractors can accurately track purchase volumes to ensure they receive the full benefits of negotiated rebates – “We now have confidence that rebates are correct, and suppliers aren’t taking advantage.”

Reducing disputes over valuations: Chalkstring’s robust documentation and audit trails help contractors clearly substantiate valuations, reducing pushback from main contractors and increasing the likelihood of being paid in full – “Being able to substantiate every valuation has made a huge difference in improving payment reliability.”

Proactive risk management: Real-time reporting allows contractors to spot issues early and take corrective action before problems escalate, saving time and money – “The ability to identify where things are going off track and act early has been a game-changer.”

Strategic client selection: By analysing project and client profitability, contractors can make smarter decisions about who to work for, focusing on relationships that deliver the best outcomes – “We now have the data to identify our most profitable clients and focus our efforts strategically.”

Improved productivity and operational efficiency
Chalkstring is also a powerful tool for enhancing productivity across teams. By replacing fragmented systems and manual processes, the platform reduces time spent on repetitive tasks, simplifies communication, and increases overall efficiency. For example:

• Centralised project data ensures that all stakeholders have access to the latest information, reducing errors caused by miscommunication.
• Standardised processes and documentation simplify workflows, enabling teams to work more effectively.
• Automated reporting eliminates manual calculations, freeing up time for higher-value activities.

Proven results across the industry
Chalkstring’s measurable impact is evident in the success stories of its clients, including:

• Doubling estimating efficiency, reducing valuation time by 85%, and cutting invoice queries by 95%.
• Identifying unprofitable work packages and making proactive changes to protect margins.
• Eliminating over-ordering and improving cost control to boost margins.
• Ensuring accurate supplier rebates and preventing discrepancies.

How this innovation improves processes
Chalkstring transforms how specialist contractors manage their projects by introducing structured, standardised processes across every stage of the project lifecycle. By replacing fragmented, manual workflows with a unified system, Chalkstring drives efficiency, reduces errors, and ensures consistency in how businesses operate.

Standardisation as the foundation of better processes
The construction industry is often characterised by inconsistent working methods, where contractors rely on bespoke worksheets, individual preferences, and ad-hoc documentation. Chalkstring changes this dynamic by providing a centralised platform that enables businesses to adopt standardised working methods and consistent documentation.

Key benefits of this standardisation include:
Improved efficiency: Standardised workflows eliminate duplication and minimise the time spent reconciling data across multiple systems.
Enhanced collaboration: Teams operate with a single source of truth, ensuring everyone has access to accurate and up-to-date information.
Reduced risk: A consistent framework reduces the likelihood of errors, omissions, or miscommunication.

Practical improvements driven by Chalkstring
Support for ISO9001 and other quality accreditations: Chalkstring makes it easy for businesses to document their processes and demonstrate compliance with quality standards. The platform’s structured workflows and centralised data storage provide a clear audit trail, making it simple to meet accreditation requirements.

Businesses using Chalkstring have successfully written ISO-compliant processes directly within the system, reducing the effort required during audits and demonstrating their commitment to quality management.

Streamlined recruitment and training: The consistency provided by Chalkstring makes it easier to onboard new staff and align them with existing processes.
Contractors no longer rely on employees’ individual approaches to cost management; instead, new hires quickly adapt to the company’s standardised methods, reducing the learning curve and increasing productivity.

This consistency has also helped businesses overcome labour shortages by recruiting staff from outside the construction industry and training them effectively within a short time frame.

Consistency in documentation and outputs: Chalkstring ensures that all project documentation follows the same format and standards, from tender bills and purchase orders to cost value reconciliations and valuations.

Teams produce outputs that are consistent and easy to interpret, reducing errors and making it simpler to spot discrepancies.

Standardised documentation also enhances communication with external stakeholders, such as suppliers and clients, by ensuring clarity and professionalism.
Real-time insights and proactive decision-making: Chalkstring’s ability to provide a real-time, 360-degree view of project performance fundamentally improves how businesses manage their processes. Key impacts include:
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Faster issue resolution: By having instant access to up-to-date project data, contractors can identify potential problems early and take corrective action before they escalate.
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Smarter resource allocation: Real-time insights allow contractors to optimise the deployment of materials, labour, and equipment, reducing waste and improving profitability.
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Stronger cash flow management: With accurate, real-time cost reporting, businesses gain better visibility into their financial position, enabling them to forecast cash flow and make informed decisions.

Industry-leading process improvements
Chalkstring’s impact extends beyond internal operations to the wider supply chain. Examples include:

• Better supplier relationships: Clear, consistent purchase orders and delivery schedules improve communication and reduce disputes with suppliers.
• Improved client relationships: Transparent valuations and robust audit trails increase trust and minimise pushback during payment negotiations.
• Fewer disputes and errors: Standardised documentation and processes reduce discrepancies, creating smoother interactions with all stakeholders.

A foundation for sustainable growth
By improving processes, Chalkstring equips specialist contractors with the tools they need to scale their businesses sustainably. The platform not only addresses current inefficiencies but also provides a framework for long-term success:

Businesses can confidently take on larger, more complex projects, knowing their systems are robust enough to handle increased demands. Process improvements free up time and resources, allowing teams to focus on growth and strategic initiatives rather than firefighting operational issues.

Chalkstring doesn’t just improve processes—it transforms how specialist contractors operate. By embedding standardisation, real-time insights, and consistent documentation into every project, it creates a more efficient, professional, and scalable way of working. This empowers businesses to thrive in a competitive market while delivering exceptional value to their clients.

How this software influences the specification
While cost management software like Chalkstring is not directly involved in setting contract specifications, it plays a pivotal role in ensuring that specifications are accurately priced, procured, and adhered to throughout the project lifecycle. Chalkstring’s advanced functionality ensures that the correct specification is achieved from the outset, helping contractors deliver on quality, compliance, and cost-effectiveness.

Ensuring compliance with contract specifications
Chalkstring allows users to select standard specification templates from a centralised company database. This ensures that:

• The correct, compliant specification is being priced, including all necessary material brands and specific details.
• Material bills for procurement are aligned with the original specification, eliminating discrepancies between design intent and execution.
• By maintaining a seamless flow of data—from estimating and rate build-up to procurement and delivery—Chalkstring minimises the risk of errors, omissions, or misinterpretation. In contrast, manual spreadsheets often introduce inconsistencies, as data can be overwritten, manipulated, or misaligned during handoffs between teams.

Simplifying value engineering and alternative specifications
In projects where value engineering is permitted, Chalkstring significantly enhances contractors’ ability to propose and evaluate alternative specification options. For example:

• Contractors can instantly swap materials and specifications within Chalkstring to compare options, such as a compliant branded material versus an unbranded alternative.
• The platform recalculates costs and rates in real time, enabling users to present accurate and transparent proposals to clients.
• This process, which would traditionally be laborious and error-prone using spreadsheets, becomes seamless and efficient with Chalkstring. Contractors can confidently provide cost-saving options without compromising on compliance or quality.

Supporting procurement and compliance
Chalkstring’s structured workflows ensure that specifications are not only accurately priced but also faithfully executed during procurement and delivery. Key benefits include:

• Specification traceability: Every specification is tied to a clear audit trail, reducing the risk of non-compliance or unapproved substitutions.
• Avoiding over-ordering or substitutions: By aligning procurement with the specified material requirements, Chalkstring ensures that contractors order precisely what is needed, avoiding waste or the use of incorrect materials.
• Driving better decision-making through transparency: Chalkstring’s centralised database and real-time reporting give contractors complete visibility into the relationship between specifications, costs, and project outcomes. This transparency enables:
• More informed client discussions: Clients can see exactly how specification choices impact costs and timelines, fostering trust and reducing disputes.
• Better collaboration across teams: With all stakeholders working from the same data, specifications are less likely to be misinterpreted or miscommunicated.

Chalkstring’s influence on the specification lies in its ability to ensure that specifications are accurately priced, clearly communicated, and efficiently executed. By reducing errors, supporting value engineering, and maintaining traceability, Chalkstring empowers contractors to deliver projects that meet or exceed client expectations while optimising costs and maintaining compliance.

Creation of novel internal systems to produce eco-innovation
While Chalkstring is primarily a cost management solution, its features and capabilities inherently support sustainability efforts, driving measurable environmental benefits. By optimising processes, reducing waste, and leveraging digital systems, Chalkstring empowers specialist contractors to minimise their environmental footprint while improving efficiency and profitability.

Driving material efficiency and reducing waste
One of the biggest challenges in construction is the over-ordering of materials, which often results from contractors relying on “gut feel” due to a lack of accurate, real-time information. This contributes to excessive waste and unnecessary resource depletion. Chalkstring directly addresses this issue by:

Accurately predicting material requirements: Using real-time project data, Chalkstring calculates the exact quantities of materials required, broken down by zones and with user-controlled waste allowances.

Optimising bulk purchases: The platform automatically converts measurements (e.g., m² of plasterboard) into single item sizes (e.g., sheets) and bulk quantities (e.g., pallets), ensuring materials are purchased in the most efficient way.

Minimising over-ordering and wastage: Contractors can confidently order only what is needed, reducing surplus materials and their associated disposal costs- “By enabling precise ordering, Chalkstring significantly reduces material waste on every project, contributing to both cost savings and sustainability.”

Reducing carbon emissions through smarter logistics
Chalkstring’s advanced project planning capabilities also help contractors minimise the carbon footprint of their operations by optimising material deliveries and reducing unnecessary travel:

Fewer deliveries: Optimised bulk ordering and accurate forecasting reduce the number of wagon deliveries needed, lowering fuel consumption and associated emissions.

Fewer site visits: With key data—including logged issues, variations, and monthly progress—captured and communicated remotely through Chalkstring, site teams can avoid unnecessary travel. This not only saves time but also contributes to significant reductions in vehicle emissions.

Enhancing resource efficiency on-site
Efficient resource management is a cornerstone of sustainable construction. Chalkstring ensures that materials are delivered and used with minimal waste or rehandling, further reducing environmental impact:

Zone-based material delivery: Chalkstring records where each material is destined onsite and includes this in the delivery schedule, enabling first-time-right distribution and minimising the need to move materials later.

Improved resource allocation: By providing a clear picture of material requirements and labour needs in real time, Chalkstring reduces inefficiencies and helps contractors achieve better project outcomes with fewer resources.

Digital transformation for a greener future
Chalkstring helps contractors embrace digital transformation, significantly reducing their reliance on physical resources such as hardware and paper:
Cloud-based data storage: Centralised, cloud-hosted systems eliminate the need for additional local hardware, reducing electronic waste.

Paperless operations: By digitising all project data, from tenders to invoices, Chalkstring drastically reduces the need to print and store paper documents, aligning with the goals of a paperless construction industry – “By enabling a shift to digital processes, Chalkstring not only improves efficiency but also helps contractors reduce their environmental impact in a tangible way.”

Supporting industry-wide sustainability goals
Chalkstring’s ability to reduce waste, optimise logistics, and digitise processes positions it as a valuable tool for contractors aiming to meet sustainability standards and contribute to broader environmental goals. These include:

• Aligning with circular economy principles by reducing material waste and encouraging efficient use of resources.
• Helping contractors achieve compliance with green building certifications that emphasise waste reduction and sustainable operations.
• Supporting the construction industry’s commitment to achieving net-zero emissions by reducing energy use and carbon-intensive activities.
  Chalkstring’s role in eco-innovation goes beyond cost management. By promoting resource efficiency, reducing waste, and enabling a shift to digital operations, it empowers contractors to operate more sustainably while enhancing their bottom line. In a world increasingly focused on environmental responsibility, Chalkstring is a catalyst for driving greener, more efficient construction practices.