Find out what happened on any job, so you can prove what was agreed and keep the job moving.
GDPR compliant
UK hosted
Built for construction and project-based businesses
ShadowQS automatically pulls the project record from every person doing project work — emails, Teams meetings, attachments, WhatsApp groups — into one place, and gives you the answers you need. With the evidence.
Sound familiar?
The answer exists. It's just sitting with one person.
It's in someone's inbox, someone's Teams, a WhatsApp group, or someone's head. So people keep asking for updates, keep digging back through separate conversations to work out what was agreed — and the job waits on whoever's slowest to reply.
“Any update on this?”
“Did we ever get a formal instruction for this?”
“I've just picked this job up. What's the story?”
“Can you resend? I can't find it.”
“You've started these works? Who instructed you?”
“Did the client ever reply to that?”
“What did Dave agree before he left?”
What it is
One job: it tells you what happened.
ShadowQS works out which emails, messages and files belong to which job, builds one record for each, and keeps it up to date on its own. Nobody files anything. Everyone works exactly as they do today.
One step: connect Microsoft 365. That's the whole setup.
Read-only · done in a morning · work only, personal never goes in
Microsoft verified partner
Microsoft verified partner
What you get
Everyone knows what's going on. Nobody had to make it happen.
What's happening on site — without anyone chasing for an update.
Every instruction, decision and agreement, as it happens.
What was said, by who, when — in their words, not from memory.
What's still open, and who it's sitting with.
Commercial, operational and client matters, in front of whoever's responsible for them.
The written record is already built. Nothing to assemble.
How you use it
You can ask any time. Monday at 6am, it tells you anyway.
Ask ShadowQSAny time
“Catch me up on the Millbrook job — I've just taken it over.”
The last six months in date order — instructed, quoted, agreed, still open.
“Has anyone got the K2 quote?”
Found — sent as an attachment, 14 Mar 2024.
“Did we ever price the extra drainage on Block B?”
Instructed on site 3 Jun. No quote found going back out.
Today these land on one person. Every week: what was agreed, where's the quote, who instructed what — and they either know, or they go digging.
Monday briefing · 06:00Nobody had to ask
Commercial risk · Works started, no instruction
Sub started on site Monday. No written instruction found.
Commitment made · Additional sockets, Level 3
Confirmed to the client in writing Thursday. No price or instruction found against it.
Open items · Level 13 variation
Their QS pushed back 27 Jan. No reply from us since.
Gone quiet · Retention, Millbrook
PC cert 14 Jun. Five chasers. No release found.
Loose ends · 4 questions nobody answered
Sent by your team last week. Still waiting — and who they're with.
Worth asking your team
Why is the K2 order still waiting on a spec from the 6th?
Programme, cost, quality, safety, or anything heading for the client — if it's moving the wrong way, it's in Monday's briefing.
The ones that never reached you
You shouldn't miss something on your own job because you weren't on the email, the call or the group chat.
Nobody gets left out on purpose. People are busy, the wrong people get copied, something gets agreed on a call or in a group chat and never makes it into an email. But if it affects your job, you need it — whether or not you were there.
ShadowQS files against the job, not against who was on it. Email, Teams meetings, WhatsApp groups, attachments — it's there when you look, and it's in Monday's briefing if it matters.
Filed against the job. Never against people.
MILLBROOK JOB · LAST WEEK
4 items · 3 sources
Didn't reach you
RE: Block B drainage — go ahead
Site instructions“Happy for you to proceed on the basis we discussed on site…”
Email · from the client's PMRevised programme — Rev C
ProgrammeTwo-week slip to the Level 2 handover.
Email · attachmentSite meeting — 14 Aug
Variations“…contractor to absorb the cost of the additional temporary works.”
Teams meeting · transcriptAdditional sockets, Level 3
Variations“No problem, we'll pick those up — I'll get the lads on it Monday.”
WhatsApp · site groupFiled to the job on their own · flagged in Monday's briefing
The Project Vault
Peace of mind: it's all in there.
Everything ShadowQS finds is filed on its own — payment notices, variations, programme, site instructions, RFIs — by project, and a folder for every company you work with. Browse it, or pull a report. Whatever comes up, you're covered. Including the ones that never reached you.
Vault
All
Payment
Variations
Programme
Site instructions
RFIs
Quotes/Rates
Companies
Kestrel Scaffolding
Thornley M&E
Vector Facades
EmailTeamsMeetingsWhatsApp
Showing: Millbrook job — everything on it, including what you weren't copied on
Pay-Less Notice — Valuation 07
We hereby give notice that we intend to pay a lesser sum than that notified…
PaymentRe: EOT Request — Our Position
We have reviewed your EOT request. We are not in a position to grant the full 10 day…
ProgrammeDaywork Sheet DS-014 — Roof Access Works
Please find attached daywork sheet DS-014 for roof access works…
VariationsNotice of Intention to Suspend
We write to give formal notice of our intention to suspend performance…
Payment“This saves me hours every week — trawling through emails, chasing people for updates. Now it gets served to me on a plate, and jobs aren’t sat waiting on an answer.”Commercial Director · Main contractor
When it really matters
The whole story, in date order, with the evidence to back it up.
When a job turns into an argument — a disputed change, a withheld payment, a claim — ShadowQS builds the full timeline: every email, meeting and WhatsApp chat, going back years, even from people who've since left. What was said, by who, when.
“Show me everything on the Level 13 variation.”
TIMELINE
7 sources · Mar 2024 – Jun 2026
Level 13 variation
Tender goes in
The price expressly excludes Level 13 works.
Email · tender attached18 months pass
“Please continue with the works”
Instructed before a price is agreed.
Teams meeting · transcriptYour QS flags it's not in the price
Position put in writing the very next day.
Email · Dave, your QS at the time — left the company Mar 2026“Cracking on with Level 13 Monday”
Works start on site — still no agreed price.
WhatsApp · site groupQuote goes in · £184,000
Price, assumptions and exclusions.
Email · quote attached9 months pass
Their QS pushes back
Claims it was always included — the 2024 tender says otherwise. Nothing since.
Email · Client QSWord-for-word quotes · sender · date · source
Case study
Two years of email. One timeline.
A director heading into adjudication needed the full story. ShadowQS went back through two years of project email across every inbox and delivered the timeline — every point tied to its source, plus a plain list of what the record did not contain. Sometimes “that was never agreed in writing” is the winning answer.
Director · Civil engineering contractorWhat it's worth
One recovered variation pays for ShadowQS many times over.
The expensive argument is the one where the proof exists — and nobody can find it:
The queried line item
The client queries one line. The proof went out months ago — find it, and the money stays.
The deduction
Knocked off with no breakdown. Prove it was instructed, or write it off.
The withheld payment
Held back over sign-off. Whose, and when? It's in the record.
And that's before the time: the days your team loses digging through old emails and WhatsApp threads — gone.
See it working, in 30 minutes.
Half an hour. We'll show you it working.
Book a 30-minute demo →Nothing to install. Your team keeps working exactly as they do today.