Vantage Building Control
Digitally Transforming Building Control Services with a Secure Case Management System
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Background
Vantage Building Control provides independent building control services across the UK, helping contractors, developers, and homeowners ensure compliance with building regulations. Known for its hands-on approach and commitment to service quality, Vantage faced an increasing operational challenge: how to manage a growing portfolio of projects while maintaining the same high standards of accuracy, transparency, and customer service.
Historically, Vantage relied on a mixture of manual processes and legacy systems to manage jobs, quotes, and compliance documents. These processes became increasingly difficult to scale, with data fragmented across different tools and communication channels. As project volumes rose, so did the risk of delays, inconsistencies, and duplicated work.
To maintain its competitive edge, Vantage required a secure, modern digital solution that could centralise business operations, streamline communications, and deliver a better experience for both clients and contractors.
The Need
The company’s existing systems were not designed for the complexity and scale of today’s building control operations. Challenges included:
- Fragmented workflows — separate tools for jobs, contracts, and invoicing made it difficult to maintain visibility and efficiency.
- Limited integration — financial data often had to be re-entered manually into accounting software, increasing administrative overhead and the potential for errors.
- Document management issues — compliance records, certificates, and inspection documents were stored inconsistently, complicating retrieval and audit readiness.
- Customer experience — clients and contractors had limited visibility of project progress, creating unnecessary calls and emails for updates.
Vantage needed a secure, scalable platform that could bring everything together: jobs, quotes, customers, contracts, invoicing, scheduling, and documentation. Crucially, the solution had to integrate seamlessly with accounting systems and other external services, while providing portals that empowered clients and contractors to self-serve.
The Solution
6B partnered with Vantage Building Control to design and deliver a bespoke case management system built in PHP. Developed with security, interoperability, and scalability at its core, the system now acts as the digital backbone of Vantage’s operations.
Key features of the solution include:
- Comprehensive case management — a centralised platform handling the full lifecycle of jobs, from initial quotes and customer onboarding through to contract generation, scheduling, and invoicing.
- Integrated document management — secure storage and retrieval of compliance records, inspection reports, and certificates, ensuring data is always accessible and audit-ready.
- Accounting system integrations — seamless links with third-party financial tools eliminate double entry, improve accuracy, and speed up payment cycles.
- Scheduling and workflow automation — smart scheduling reduces administrative effort and ensures resources are deployed efficiently.
- Role-based access and security — built with GDPR compliance and data protection in mind, with encryption and activity logging across all modules.
Alongside the case management system, 6B also developed two dedicated portals:
- Client portal — enabling customers to view project status, download documentation, track invoices, and communicate directly with the Vantage team.
- Contractor portal — providing contractors with the tools to accept jobs, upload required documents, and manage their schedules without needing manual intervention from Vantage staff.
This end-to-end digital ecosystem has allowed Vantage to consolidate its operations, automate repetitive processes, and improve collaboration across all stakeholders.
The Impact
The introduction of the new case management system has reshaped how Vantage Building Control operates. By consolidating jobs, contracts, invoicing, and compliance into a single secure platform, the business has gained full visibility over operations and reduced reliance on manual processes.
Automation and system integrations have streamlined workflows, cutting duplication of effort and improving accuracy across scheduling and invoicing. Financial oversight is stronger, with real-time links to accounting systems enabling faster payments and better credit control.
For customers, the client portal has delivered a more transparent and convenient experience, with instant access to project status, invoices, and compliance documents. Contractors also benefit from a dedicated portal, allowing them to manage schedules, accept jobs, and upload documentation more efficiently, improving responsiveness and collaboration.
By digitising its operations, Vantage has reduced administrative overhead, strengthened compliance readiness, and positioned itself for scalable growth. More than a technology upgrade, the platform represents a complete digital transformation that supports Vantage’s continued success and leadership in the building control sector.