Vistry Group Accounts

1What services do CQMS provide to Vistry Group
For companies working for Vistry Group, we provide:

(1) H&S module assessment (SSIP standard)
(2) CSR modules assessment (covering insurances, quality, environmental, and anti-bribery etc)
(3) Trade module assessment (for demolition, scaffold contractors and timber frame erectors only)
(4) Collation and review of information for COINS Account Set up and annual updates.
We then proactively monitor the database and request annual updates to insurances and certifications, for the Vistry Group suppliers if applicable, self billing agreements.

Client buyers can log in to the CQMS Portal to view the current ‘live’ status of companies at any time.

CQMS assessment is needed for companies who:

  • undertake works on site or arrange for bona fide subcontractors to do so,
  • have a CDM dutyholder role (Contractor, Principal Contractor, Designer *, Principal Designer),
  • provide professional advice in relation to design or construction.

  • To clarify, any companies whose own trade falls outside of requiring an assessment but who appoint bona fide subcontractors to undertake works (e.g. archaeologists, who appoint subcontractors to undertake groundworks) will need to be assessed by CQMS.
    Examples of companies who generally fall outside of the assessment process:

  • Sustainability consultant
  • Lawyer
  • Daylight/sunlight consultant
  • Travel planning consultant
  • Conveyancing plans
  • PR consultant

  • Examples of companies are frequently queried but who do require assessment:

  • Fire Safety Consultant
  • Landscape Architect
  • Mechanical & Electrical Designer
  • Interior Designer
  • Principal Designer

  • * As the definition of ‘design’ under the CDM Regulations 2015 is very broad, it is always advisable to contact CQMS to discuss whether a specific company requires assessment where there is any doubt.
    2Are there any suppliers who don’t need to be CQMS registered and certificated?
    The following suppliers fall outside the scope of CQMS' services to Vistry Group:

    (1) Material only suppliers (e.g. Travis Perkins)
    (2) Suppliers who provide services other than site/development services (e.g. solicitor)
    (3) Utility companies

    You should send these directly to the Group Accounts Payable Team.

    All other suppliers are to be registered and certificated with CQMS.

    3What happens with PL accounts?
    The set up and ongoing maintenance is managed directly by Group Accounts Payable for COINS accounts; CQMS can undertake the health and safety and CSR module certifications if required i.e. if the supplier provides, or is going to provide, services on or in relation to site activity.

    If a supplier is going to be providing services as a Contractor, Principal Contractor, Designer, Principal Designer or Consultant they should be appropriately assessed under the H&S and CSR modules by CQMS.

    Please contact our offices for further information if there is any doubt.
    4What do I need to tell suppliers?
    Please inform them as soon as possible that CQMS will be making contact with them to obtain the information listed above, and that their prompt response is very important to avoid delays.

    It is also recommended that you emphasise the importance of the supplier completing the full process with CQMS (H&S and CSR modules) in order to comply with the Vistry Group and standards and requirements for competency.

    Please also advise them that there will be a payment to make directly to CQMS, which will need to be allocated to their account before any information is processed.

    5What is the cost to suppliers?
    This will depend upon whether they hold existing H&S certifications with a member of SSIP and whether we need to obtain the COINS information; please see the CQMS website for details: .
    6What information do I need to send to CQMS to set up a new account on COINS?
    (1) Account Set Up Form, signed by Commercial/Finance Director
    Copy available below.

    (2) New Supplier Form
    Copy available below

    (3) Relevant insurance documents
    i.e. employers, public liability, professional indemnity etc.

    (4) Letterhead
    (5) Evidence of supplier bank account e.g. bank paying in slip
    (6) VAT Certificate

    (7) Self-Billing Agreement(s)

    (8) Employment Status Form


    All new account set up requests should be emailed to
    If any of the information (3-8) above is missing, CQMS will contact the supplier directly to obtain.
    7What information do I need to send to CQMS to add an existing supplier to a new KCO?
    If a supplier already has an active account on COINS and the CQMS database, they can be easily added to another KCO. Please send an email to and copy in your Commercial Director, clearly stating the full name of the supplier, their COINS Subcontract Account Number and the KCO you want them adding to.

    If the supplier has current certification in place with CQMS, there will be no fees payable at the point of adding them to another KCO however if their certification has expired or has not been completed at the time of your transfer request we will contact the supplier to complete the necessary modules and make appropriate payment. Please note that the supplier must have a valid, in date self billing agreement (if applicable) in order for the transfer request to be actioned by Group Accounts Payable.

    8What standards do the items of information need to conform to?
    (1) Account Set Up Form
    This must be fully completed, and must show authorisation via signature from the Commercial Director (or via separate supporting email from the Commercial Director).

    (2) New Supplier Form
    Please ensure this is fully completed.

    (3) Relevant insurance documents, i.e. employers, public liability, professional indemnity etc.
    CQMS and Group Accounts Payable are unable to accept schedules as these are only an invitation to pay. We require proof that the insurance is actually in place, such as a ‘To Whom it May Concern’ letter from the broker, Confirmation of Insurance or evidence that full payment has been made, or a Certificate of Insurance.
    The insurance information must provide the following details:
    > Type of insurance
    > Name of insured company (correct legal company name)
    > Name of insurer
    > Dates insurance valid – from and to dates required
    > Insured amount
    > Policy number

    (4) Letterhead
    This must detail:
    > Bank account name
    > Bank account number
    > Bank sort code
    > Name of bank e.g. Barclays Bank Plc
    > Remittance email address
    > VAT registration number
    > Company information, dependent upon type of company, i.e.

    > Company registration number
    > UTR number

    > Company registration number
    > UTR number of lead partner
    > First name of lead partner
    > Last name of lead partner
    > NI number of lead partner

    > UTR number of sole trader
    > First name of sole trader
    > Last name of sole trader
    > NI number of sole trader

    (5) Evidence of supplier bank details
    Such as a bank paying in slip, voided cheque, copy of bank statement

    (6) VAT Certificate
    This must state show the correct legal company name, and be a valid VAT Certificate / Certificate of Registration for Value Added Tax.

    (7) Self-Billing Agreement(s)
    Please ensure the form is fully completed (all top and bottom sections) and detail the correct legal company name and corresponding correct VAT number.

    The self billing agreement must contain a ‘real’ signature in the signature field; scanned signatures are also acceptable although please note that type written are not.

    If a supplier chooses to opt out of self billing, the Commercial Director must provide authorisation via email to CQMS.

    (8) Employment Status Form
    Must be fully completed and signed.

    9What are the reasons that an account set up may be delayed?
    The most common reasons are:
    • The Commercial Director hasn’t given their authorisation
    • Missing information e.g. no VAT certificate, or the letterhead doesn’t contain all the information needed
    • Information doesn’t match across the suite of documents; generally inconsistencies in the company name, VAT number or company type (sole trader/partnership/ltd etc)
    • The supplier hasn’t made payment to CQMS
    • The supplier hasn’t registered for CIS (if applicable)
    10How do I know when a supplier has completed their registration and assessments with CQMS?
    The online Portal shows the status of suppliers, and should be the first place to check. If you do not yet have a login, please email with the following details:

  • First name
  • Last name
  • Email address
  • Business unit

  • Your default view will be companies assigned to just your business unit, but by changing/removing filters you can view other business units or the entire Vistry list. A clear colour coding system is automatically applied, as follows:

    Red = expired, or module not started by the supplier
    Yellow = module started by the supplier but incomplete, awaiting payment, or awaiting review by CQMS
    Green = module deemed acceptable, and in date

    Companies who have passed the assessment process are awarded a certificate containing a unique registration number for the validity of their certificate.
    You can find the certificate by going to the individual company’s profile on the CQMS Portal, then clicking ‘certificates’ subtab.
    When a supplier has completed the process, all the relevant modules will be showing as ‘green’. As a minimum these modules will be:

  • H&S module
  • Vistry Supplementary H&S module
  • CSR: Environmental module
  • CSR: Quality module
  • CSR: Anti-Bribery module
  • CSR: Anti-Slavery module
  • CSR: Professional standing module
  • Employers liability insurance
  • Public liability insurance

  • Further modules will be required as standard subject to the supplier’s trade:

  • Demolition module (for suppliers undertaking demolition works)
  • Scaffold module (for scaffolding contractors)
  • Timber frame erector module (for timber frame erectors only)
  • Vistry COINS module (for new account set ups)
  • Vistry self billing module (if the supplier wishes to self bill, and they are VAT registered)
  • Professional indemnity insurance (for suppliers providing a design and/or consultancy service)
  • 11I’ve been told a supplier’s COINS account is dormant, how do I reactivate it?
    An account is made dormant by the Group Accounts Payable Team if payment hasn’t been made for 2 years. In these cases, a full account set up is required to reactivate it. Please see above for details of the information needed for an account set up.
    12I have another question which isn’t covered above, how do I contact CQMS or Group?
    How do I contact CQMS?
    Please call our offices on 01476 594410 or email us at and we will be happy to assist you. Suppliers can contact us by telephone or email

    How do I contact the Group Accounts Payable Team?
    Please contact 01732 280400 or email for queries or information regarding companies not requiring CQMS accreditation.

    The Group Accounts Payable Team can also assist with any questions you may have relating to payments and supplier accounts on COINS. They also deal directly with changes to supplier bank details; if you receive changes to bank details from suppliers please follow the Vistry process found on DUG and contact the Group Accounts Payable Team if you have any queries.

    13How long will the process take?
    There is no set amount of time as there are many factors to take into account which are outside of CQMS’ control, including:

    • the quality, accuracy and completeness of information received from the Vistry business unit for the new account set up or transfer, and subsequent responses to CQMS requests for further information or clarification;
    • the supplier’s response times to CQMS’ request for modules to be completed, and the quality of the information they submit in relation to the minimum standards to be met within each module;
    • the time it takes for the supplier to make payment to CQMS for the assessment process;
    • the supplier’s response times to requests for additional information or evidence within the modules if rejected by the CQMS audit team;
    • the time it takes for any queries to be resolved with third parties such as the Supply Chain Sustainability School, other SSIP members, etc.

      The areas within our control are our response times to emails and turnaround times on assessments which are ready to be reviewed by the auditing team. CQMS team aim to respond to emails within 2 working days of receipt, and review assessments within 7 working days of receipt of the module or payment (whichever is the latter). It is important to note that suppliers typically do not pass all modules on the first submission, so they are likely to have further information to provide following the review of modules by the CQMS audit team.

      There is a fast track service available for an additional fee where assessments are reviewed by the CQMS auditing team within 24 hours of receipt of the module or payment (whichever is the latter), and the same fast track turnaround times are applied to module resubmissions within the same payment period, e.g. if a supplier’s first submissions are rejected.