BIS construction journal management
We prepare. Your construction works manager approves. Filling in, checking and submitting the journal for approval in one pair of hands, in BIS, the Latvian state Construction Information System, so that the monthly progress statement, the supervisor's inspection and the handover bring no disputes about what is and is not recorded.
No passwords are asked for. You can revoke access at any time.
Situations where the journal becomes a problem
No entries have been made for weeks, and the monthly progress statement is coming up. Rebuilding the chronology after the fact is harder than filling the journal every day.
The materials are on site and built in, but the declarations are not attached. The construction supervisor does not approve the entries, and payment is delayed.
The works are finished, but the acts have not been drawn up. The question of what to do next appears exactly when the work can no longer simply be photographed.
No journal entry matches the estimate lines. The client asks for proof of what has been done, and it has to be pieced together from memory.
The entries vary in quality. The material data contains mistakes that only come to light at inspection.
One manager runs several sites. The journal is usually the first thing left for later.
The problem is not BIS. The problem is the data that ends up in BIS.
- A subcontractor's progress statement covers several months. The journal has not a single entry for that period.
- Works billed as a percentage before they are finished.
- Entries written later from memory: the dates and quantities do not match the facts.
- Technical data sheets attached instead of declarations.
- Descriptions without axes and levels. No as-built drawings.
The later you fix it, the more it costs.
Three levels, each one includes the previous
We review the construction file in BIS and give you a report. We show which estimate lines are not covered by entries, which materials lack conformity documents, where the data is wrong and which covered works are left without an act. The result is a concrete list of gaps with a note on what to do about each one.
From your delivery notes and short site notes we prepare ready journal entries with the right fields, material classification and documents. Your responsible person reviews and approves them in BIS.
Full journal upkeep under a delegation: we prepare the entries in the company's name, your construction works manager approves them. Materials, daily works, acts and documents, every week the progress statement checked against the journal, every month a report before payment.
We fill the journal the way the supervisor assesses it, not just the way the system allows
We know how the journal is kept on large sites and what the construction supervisor looks for in it. We already prepare entries for a client.
- An entry with everything the supervisor expects to see, not just the mandatory fields.
- Materials with a correct description and conformity document. Missing documents we request at once.
- Descriptions that let you find the work on site.
- We check every entry in BIS before submitting it for approval.
BIS accepts an incomplete entry too. The construction supervisor does not: entries are assessed against Annex 5.¹ of the Latvian general construction regulations, MK noteikumi Nr. 500. We fill the journal to the standard the supervisor requires.
Seven steps from the authorisation to the check before payment
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1
Onboarding: a contract with a clear split of responsibilities, you grant the BIS authorisation.
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2
Audit: we review the existing journal, compare it with the progress statements and hand you a report.
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3
Site setup: we put the file's base data in order so that the entries that follow go through without snags.
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4
Materials: a declaration for a new material, a delivery note for a delivery. We check as soon as we receive the documents.
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5
Daily works: from the foremen's notes or the existing documents. Materials only from approved deliveries, never more than was received.
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6
Covered and special works: the act is built from already approved works, the as-built drawing from actual measurements. Concreting is a special work.
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7
Control: before you pay against a statement, we check that the journal covers it.
Steps 4, 5 and 6 follow the journal sections. Once a delivery is approved, the work using that material can go straight in for approval.
The whole journal in one pair of hands: from the material to the acceptance act
The journal has three sections. Each one uses the data of the previous section.
We check a material as soon as we receive the documents, not only at approval. Every received material can be traced from the delivery note and declaration to the work it was built into.
The acts procedure changed on 1 July 2025, and in March 2026 amendments followed with Cabinet Regulation MK noteikumi Nr. 133. The entry types can differ from file to file. We work under both procedures.
We collect the data the way that suits you
The foreman fills in short WhatsApp forms the same day, in three sections, like the journal. Nothing to install.
We check the materials against what was received and prepare the entries in BIS. About the channel: BIS pārvaldnieks.
Nothing extra: you send the existing acts, delivery notes and photos.
We prepare the entries in section order and clarify details with your construction works manager.
On site you record only the axes, levels, dimensions and photos.
Everything else.
The order is the same: material, approved delivery, work, act. What is already entered does not have to be written into the act again. In every variant we prepare the entry so it can be checked against the design and the facts, and we clarify what is missing before the entry reaches BIS.
BIS pārvaldnieks, a SIA CEI CEI service
BIS pārvaldnieks by CEI CEI (the name means "BIS manager") is a service of SIA CEI CEI (reg. No. 40203699272). The foreman fills in a report on the work done in a WhatsApp form on their phone. We check it and prepare the entry for the BIS construction journal.
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1
The foreman confirms they agree to receive messages from SIA CEI CEI (BIS pārvaldnieks), saves our number and writes a WhatsApp message.
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2
In reply they receive a short form about the work done or the delivery received, with photos.
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3
We check the report and prepare a draft entry.
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4
Your construction works manager approves the entry in BIS.
The foreman only needs WhatsApp on their own phone, no other app to install. The channel is not mandatory: if it suits you better, we prepare the entries from your existing documents.
We send messages only to foremen you have named and who have agreed to receive them. Opting out is possible at any time by writing STOP or telling us by email or phone.
BIS pārvaldnieks is not a state service. It is provided by SIA CEI CEI, not by the State Construction Control Bureau or any other state authority.
What you will have to do
- 01Grant a construction authorisation in the BIS portal. It takes a few minutes and can be limited to one specific construction file and to a set term.
- 02Name a contact person on site who sends the delivery notes and says what has been done.
- 03Approve the prepared entries on the BIS side.
You do not have to install software, change your working routines or share passwords.
The line of responsibility
Under the legislation, paragraph 83.¹ of the Latvian general construction regulations MK noteikumi Nr. 500, responsibility for the content of the construction journal stays with the responsible construction works manager. We prepare and maintain the entries; approval and signing in their own name are done by your responsible person.
Security and access
You grant access with a BIS construction authorisation, not with a password.
The authorisation can be limited to one construction file and to a term.
You can revoke access yourself at any time, without our involvement.
Every action we take stays logged and auditable.
We work only in the BIS system with the authorisation you have granted. We check every entry before submitting it for approval.
For the supervision level we use a BIS delegation: the entries are created in the company's name, your construction works manager approves them.
Frequently asked questions
Do I have to give you my password?
No. BIS access is given with a construction authorisation that you grant in the portal and can revoke at any time.
Who signs the entries?
Your responsible construction works manager, in their own name. We prepare, you approve.
Can you correct subcontractors' entries?
An entry created by another company is corrected by that same company. We check the entries, point out the discrepancies and prepare exactly what has to be corrected.
Do you work with sites where the journal has not been kept at all?
Yes. In that case we start with an audit to understand the scope, and agree on the order in which the documentation is put right.
Do I have to install anything?
No. Everything happens in the BIS system and in normal correspondence. If you send site reports via WhatsApp, the foreman only needs WhatsApp on their phone.
What is a covered works act, and which procedure applies to my file?
A covered works act records work that the following works will hide, before it can no longer be inspected. Files started by 30 June 2025 keep the acts for covered works and significant structures. In files started from 1 July 2025 they are replaced by construction works acceptance acts and quality checks. We work under both procedures.
Start with an audit
Send us the construction file number and a short description of the site, and we will agree on the scope of the audit.
For subcontractors: the entries for your works are in order on time, not once the general contractor is already asking for them.