Every bank guarantee and deposit, one register
Track bank guarantees, earnest money and security deposits across projects, leases and tenders, with expiry alerts.
LiveWhat does Shared instrument ledger do? Kinnow warns you before a guarantee lapses, so a claim is not lost by accident, and shows your total guarantee exposure across the group.
How it works
One register holds every guarantee and deposit, given or received: bid security on tenders, performance guarantees on projects, security deposits on leases. You can add, claim, release or part-deduct each one, with a reason, and your total exposure is shown from what the register holds. Kinnow warns you before a guarantee lapses unclaimed or unextended, and a deposit can't be drawn below zero.
An overdraw is refused with the exact shortfall, such as 'short by 50,000', not a vague 'insufficient balance'.
Step by step
Here is a year for a company that bids for tenders, runs projects and leases premises. The finance head or contracts manager keeps the register.
- Register each instrument as it is given or received. Choose the kind: earnest money (EMD), performance guarantee, advance guarantee, letter of credit, security deposit or retention. Mark it as given by you or received by you, link it to a tender, sourcing event, project, contract or AMC, and enter the amount and the date it is valid up to.
- See your exposure. Two figures sit at the top: money you have out, and money you hold against others, such as a subcontractor's deposit. They are shown apart and never added together. For a guarantee you can also record the margin your bank blocks behind it.
- Get warned before it lapses. Kinnow checks every live instrument each day and warns at 30 days and again at 7 days before it is valid up to. Each warning is raised once, so it does not repeat every morning. You can also run the check on demand.
- Extend or chase in time. A person arranges the extension with the bank or asks the customer for release; the register is updated by hand.
- Close it out. Release records that it came back and takes it out of live exposure. Record a claim says the other side invoked it, and you enter the amount actually encashed; a partial claim leaves the rest live. Forfeit records a realised loss, such as a withdrawn bid's EMD.
- Use deposits sensibly. A security deposit can be set against a bill the tenant did not pay, or given back, in part or in full. It cannot be drawn below zero, and a refused draw states the exact shortfall.
Send us your current guarantee list and we will show it as one register with expiry warnings.
What you see on screen
The group register is in Admin. The same instruments also appear on the screens of the work they belong to.
| Where | What you see |
|---|---|
| Admin, Instruments | Every EMD, bank guarantee and deposit across contracts, tenders, leases and AMCs, with a filter by kind of record, a Run expiry scan button, and Release, Record a claim and Forfeit on each row. |
| A project's Guarantees and deposits | Our money out and Held against others, margin blocked, and a valid-up-to date with a countdown: amber inside 30 days, red inside 7 or already lapsed. A status filter hides everything settled. |
| Pact, Security deposits | For each deposit: what it is for, how much was taken, how much is still held, and its status. Buttons set it against a bill or give it back. |
| Pact, Deposits | Deposits still held on leases that have ended, each of which needs a refund or a recorded deduction. |
Who uses it
Finance and contracts people share it.
| Who | When | What they do |
|---|---|---|
| Finance head or treasury lead | Weekly | Reads total exposure and the list nearing expiry. |
| Project or bid manager | At bid and at completion | Registers EMDs and performance guarantees, requests release. |
| Lease or property manager | At lease start and end | Records deposits, sets amounts against bills and settles deposits on ended leases. |
| Owner | Monthly | Looks at total money tied up with banks and customers. |
Ask us to enter two of your guarantees and show the 30-day warning.
Related
- Contract commitments that chase themselves: promises in the same contracts.
- Pact: leases and contracts.
- Build: projects and contracting.
- Buy, make and ship: tenders and sourcing.
Questions
What is Shared instrument ledger in Kinnow?
Track bank guarantees, earnest money and security deposits across projects, leases and tenders, with expiry alerts.
What changes for the business?
Kinnow warns you before a guarantee lapses, so a claim is not lost by accident, and shows your total guarantee exposure across the group.
Is it available today?
Yes, it is live.
What is the difference between release, claim and forfeit?
Release means the money or guarantee came back to you. A claim means the other side invoked it, and you enter how much was encashed. Forfeit means a realised loss, for example a bid withdrawn after the EMD was paid.
Can I see money I hold for others separately from money I have out?
Yes. The register shows them as two figures and never adds them together, because that would hide both.
More in the Your records and documents
Change approvals safely, see the impact first Live in part
Change approval rules in plain words, see which pending items are affected, trial it quietly, then go live.
Your records and documents · Record trace & document chainWhere is this stuck, and with whom?
Key documents show their journey: the steps done, who holds the record now and how long it has waited, with who did each step where that was recorded.
Your records and documents · ProcessesYour processes, mapped honestly
See each end-to-end process as a diagram showing which steps the system enforces and which are just notes.
Your records and documents · Your Statements, Your LayoutFinancial statements in your old system's format
Switched systems? See your P&L and balance sheet in the same layout your team already checks against.
Your records and documents · Statement Bridge (As Seen On · Entered Since)Match receivables to a customer's statement, fast
Tie your receivables to a customer's statement date: what they saw, what changed since, what's owed now.
Your records and documents · Work-to-Money SettlementFinished field work becomes invoices and paperwork
Every completed duty, delivery or visit is priced with the calculation shown, and goes to billing when someone presses Settle.
Tell Kinnow what slows you down.
Answer three questions. Get the applications, the agents and a two-week plan for your business.