We miss the notices we owe

As payer, the Construction Act's discipline points at you. Every subcontractor application opens a window, and if no valid Payment Notice or Pay Less Notice goes out in time, the sum they applied for can become the notified sum: payable in full, whatever the work was actually worth, and enforced in adjudication on the documents alone. It is one of the most mechanical rules in construction contracts, and it does not care that the month was busy.

Missed notices are almost never a knowledge failure. They are a process failure: several jobs, each with its own dates and its own required form, and the person who owes the paperwork also running sites. The fix is the cycle run as a routine, the windows mapped per contract, and each notice drafted and served inside its own deadline, every month, without heroics.