Never pay for uncertified material.
Material certifications are the records that prove placed material meets spec before you bill for it.
A material certification is documentation that proves the material placed on a project item meets specification, such as a mill certificate, a Buy America compliance letter, or a pressure-test result. On federally and state-funded work, that proof has to be on file before the item can be paid.
Oversite tracks the certified quantity against the quantity your crews have placed on every bid item. The status updates on its own as placements add up, and with certification holds turned on, a pay request can withhold the units it cannot certify until the paperwork lands.
The proof of compliance never meets the pay estimate.
Certified quantities live in one system. The quantities you bill live in another. Nobody reconciles them until an audit does.
A parallel spreadsheet
Certified quantities tracked by hand alongside the inspection and pay workflows. Two systems, kept in sync from memory.
Paid before certified
An item gets billed before its material is certified, and the overpayment surfaces in an audit months later.
Package built at the deadline
When the pay estimate goes out, someone digs through email and folders to match the right certificate to the right item.
Attach the cert to the item. Oversite watches the quantities.
Certify the item
Add a certification to a bid item with its certified quantity, a usage rate, and the certificate document. Several certificates for one material add up to a single certified total.
Placements count themselves
As crews record placements in daily inspections, Oversite multiplies the placed quantity by the usage rate and compares it to the certified quantity. The item status updates automatically.
Hold or release, automatically
When placement passes the certified quantity, the pay request withholds the uncertified units. Add the missing certificate and the held amount releases on the next estimate.
01. See where every item stands.
Every bid item shows a shield with its certification status. Gray means add one. Green means placements are comfortably under the certified quantity. Yellow means placements have reached 75 percent. Red means placement has passed the certified quantity, or a certified quantity has not been set yet. Open the item to see a usage bar for each material, how much of the certified total has been used, and a download for every certificate on file. You never set the status. It follows the placed quantities.
02. Withhold pay until it's certified.
Turn on certification holds for a project and the pay request stops paying for material it cannot certify. Oversite caps the billable quantity on each item at its certified amount and withholds the rest, with the reason noted on the pay documentation. Record the missing certificate and the held quantity releases automatically on a later estimate. No manual adjustment, no withheld line to remember.
03. Catch shortfalls before you bill.
Run the Material Certification Shortage Report before a pay estimate to see placed against certified across the whole project, item by item, with how much certification remains. When you export the pay request as a PDF, turn on Include Material Certification PDFs and every PDF certificate is merged onto the end of the invoice, so the compliance package travels with the payment.
Material certifications, answered.
What is a material certification?
A material certification is documentation that proves the material placed on a project item meets specification, such as a mill certificate, a Buy America compliance letter, or a pressure-test result. On federally and state-funded work, the proof has to be on file before the item can be paid.
How does Oversite track certification against placed quantity?
Each certification carries a certified quantity and a usage rate. As crews record placements in daily inspections, Oversite multiplies the placed quantity by the usage rate and compares the result to the certified quantity, then updates the item status. You do not enter used quantities by hand.
What do the certification status colors mean?
Gray means the item has no certification yet. Green means placements are under 75 percent of the certified quantity. Yellow means placements are at or above 75 percent. Red means placement has reached or passed the certified quantity, or a certified quantity has not been set.
Can Oversite withhold payment for uncertified material?
Yes. With certification holds enabled on a project, a pay request caps the billable quantity on each item at its certified amount and withholds the rest. When you add the missing certificate, the held quantity releases automatically on a later pay estimate.
Do the certificates go out with the pay request?
When you export a pay request as a PDF and turn on Include Material Certification PDFs, each PDF certificate is merged onto the end of the invoice. Spreadsheet files are stored with the certification but are not merged into the document.
What file types can I attach, and can one material have several?
PDF, XLS, XLSX, ODS, and CSV files, one file per certificate, up to 135 MB each. A single material can carry more than one certificate, and their certified quantities add up to one certified total.
See certifications handled on a real contract.
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