ERP for engineering, construction & system integration (EPC). Tender to RA bill to handover to AMC: one project record.
Tender to RA bill to handover to AMC on one project record, so a bill goes out on certified quantities and retention does not sit uncollected.
Industry pack readyHow does Kinnow help an EPC or system integration firm? One project record from tender to handover to AMC: the Bill of Quantities (BoQ) is priced and fixed as the budget, the award creates the project, subcontractor and supplier bills are measured, running-account (RA) bills go out only on certified quantities, retention is tracked, and a signed handover puts the assets under an annual maintenance contract (AMC). Nothing is filed, paid or posted without a person.
Your business in one paragraph
An EPC firm wins a tender, prices it against a Bill of Quantities, brings crews and plant to site, and is paid in running-account bills against quantities a consultant certifies in the Measurement Book. Margin is made or lost in buying, in changes agreed on site and never billed, and in retention money that sits uncollected long after the defect-liability period ends. Compliance sits on the site: safety, inspections, non-conformances and, for power projects, state approvals. The owner is awake over the RA bill held up for a certificate, the variation nobody priced, and the handover packet that takes weeks and delays the AMC that should follow.
See one of your projects as Kinnow would hold it. Send us a BoQ and the last two RA bills.
How your month runs on Kinnow
Ten steps from tender to AMC, with the approval points marked. A person is behind every bill, entry and release.
- A tender is priced. The estimator imports the BoQ in Build. BoQ Pricer proposes a cost for unpriced lines from rates already on the sheet, and leaves blank any line it has no reasonable basis to price. The bid is submitted with the priced BoQ; Earnest money deposits (EMD) and bank guarantees go into one register.
- Bid or no bid. The commercial head decides after the site assessment is checked and the solution is approved. Accepting an award above ₹1,00,00,000 needs an approver.
- The award creates the project. The project opens with its work breakdown structure (WBS) and BoQ. The BoQ is fixed as the budget that the project is measured against. A project with no accountable owner is blocked.
- Suppliers and subcontractors are qualified. A supplier submits documents, they are reviewed, and only a qualified supplier can be sent a purchase order. A PO above ₹10,00,000 needs an approver, and equipment of an unapproved make is blocked at the purchase order and at goods receipt.
- Material is bought and received. Buy raises requirements against the BoQ and matches the supplier bill to the purchase order and receipt. The project cost view shows what is committed, spent and accrued for each part of the project.
- Site progress is measured. The site engineer records the daily progress report: manpower, plant and progress. Inspections are requested at the points where work must stop for a check; a failed inspection raises a non-conformance that must be closed with a corrective action that has been verified.
- The consultant certifies; the RA bill is raised. Certified quantities are reconciled to the Measurement Book. The RA-Bill Reviewer checks them against the contract. The invoice is raised in Sell, an e-invoice reference is requested, and the certified value goes into your books.
- Variations are priced and decided. A variation is raised, reviewed by the Margin Guard, and approved with its selling value and cost estimate fixed.
- Retention is held, then released. Each bill holds retention. At the end of the defect-liability period the DLP Expiry Watch warns 30 and 7 days ahead and the second tranche can be released.
- Snags, handover and AMC. Snags are cleared, the Handover Composer drafts the packet from the document register, assets and quality position, the client signs it, and the assets move under AMC in Maintain.
What the ready-made EPC setup covers
The figures are starting points set with you in the first week.
| Area | What the setup covers |
|---|---|
| Limits and rules (10) | A project or accepted award above ₹1,00,00,000 and a purchase order above ₹10,00,000 need approval. An unapproved make at purchase order or goods receipt, a project with no accountable owner and an AMC call with no service-time plan (SLA) are blocked. A manual journal above ₹5,00,000 needs approval. A credit limit above ₹10,00,000 and a site lease whose rent rises by more than 10 per cent raise a warning. |
| Who signs off, in order (4) | Approval of projects, purchases, journals and award acceptance. |
| Ready-made routines (23) | Tender to cash, buying material to site, snag to closure, site visit to sign-off, subcontractor engaged to closed, award to sales order, site lease and plant hire, month-end close and others. |
| Reports (10) | Project register, milestone status, RA bills, retention outstanding, AMC register, service tickets, receivables ageing, project value by status, project cost register and cost by type. |
| Ask Kinnow starter questions (14) | Which projects are over budget, what retention is due for release, show me pending RA bills, what have we committed on this project that we have not been billed for. |
| Your words | RA bill, snag, Measurement Book, DLP, AMC, and project or site in place of generic terms. |
Processes, built in
A full set of best-practice processes for your industry comes switched on. Each one says who owns a step, which steps Kinnow insists on, and how long a hand-over between departments may wait. You can print any of them as a standard operating procedure (SOP).
Agents for engineering and construction
We check each agent with you before it works on your books, and whatever it produces waits for a person. The industry setup also brings Subcontractor bill release review, Material Variance Watch, Punch Closure Watch and AMC Renewal.
RA-Bill Reviewer
Checks each running account (RA) bill as it is raised: whether the total certified so far goes past the contract as varied, and whether retention was withheld. It only advises; it does not post, change or stop a bill.
Variation Margin Guard
Before approval, compares a change order with the margin the job was won at, and flags a variation that has a selling value but no cost estimate. It advises only.
BoQ Pricer
Proposes cost rates for unpriced BoQ lines from rates already on the sheet, and names what it cannot price.
DLP Expiry Watch
Warns 30 and 7 days before a defect-liability period ends so retention does not sit uncollected.
Handover Composer
Drafts the handover packet from the document register, asset list and quality position and states the gaps.
Project Risk Predictor
Warns you when a project is running late, spending ahead of the work done, or billing ahead of it, measured against the baselined bill of quantities (BoQ).
BuildSafety Compliance
Built to total the serious site-safety findings not yet fixed, with their estimated penalty. The estimate and the fixed marker are set up with you.
Substitution Guard
Flags a BoQ line whose cost rate is more than 20 per cent away from the sheet's own rate book when the BoQ is fixed as the budget.
Ask us to run the Margin Guard on your last five variations.
Statutory and compliance calendar
| Obligation | What Kinnow prepares | What stays with you |
|---|---|---|
| GST on RA bills | The invoice is raised in Sell, an e-invoice reference is requested on approval and can be cancelled within the portal's time limit; GSTR-1 file for the portal; purchase bills matched to GSTR-2B. | A person reviews and files. |
| TDS | Draft challans and returns from the deductions in your books; subcontractor bills show retention and dues for review before release. | A person pays and files. |
| Project approvals | Statutory approvals for your sites are tracked as registrations, each with its status and due date. | Applications with the authority. This is tracking, not filing. |
| Site safety | Incident register, toolbox talks, permits and safety findings. | The safety officer investigates. |
| Statutory NOCs on handed-over sites | A calendar of pending, scheduled and expiring NOCs. | Renewal with the authority. |
| Month-end close | Twelve checks; seven must pass. | The finance head signs. |
What the owner sees
Every answer shows its source and cost before it runs. Veil, our privacy layer, holds back bank, tax and ID numbers and swaps names for placeholders before an AI call. It covers Ask Kinnow and most agents today; the rest are being added.
| Question an owner would type | What comes back |
|---|---|
| Which projects are over budget? | Committed, spent and accrued against budget for each project, with the earned-value index. |
| Show me pending RA bills | Bills awaiting certification or invoice, by project. |
| How much retention is still outstanding? | Retention held, and the instalments that can be released. |
| Which projects have slipped their milestones? | Planned against actual with the variance. |
| What have we committed on this project that we have not been billed for yet? | The cost register of open commitments. |
| Which AMC contracts renew this quarter? | The AMC register with renewal dates. |
Numbers that matter
- Cost performance index (earned value over actual cost) by project, and forecast at completion.
- Certified but unbilled work and RA bills pending certification.
- Retention outstanding and DLP expiry dates.
- Open snags and non-conformances on projects nearing their planned end.
- Receivables ageing by client.
Controls an owner cares about
- No bill on uncertified work. The check comes before the invoice.
- No handover without a signed packet. It is the only way to start the DLP clock.
- No retention release inside the defect period. The release is refused until it ends.
- Approved makes are enforced. The approved make list is checked at the purchase order and at receipt.
- Margin advice is recorded on the variation, so approvals can be reviewed later.
Applications switched on
Your words, on day one
| Generic term | In your Kinnow |
|---|---|
| progress invoice | RA bill (or milestone / progress invoice) |
| defect list | snag (or punch / defect) |
| site quantities | Measurement Book (MB) |
| warranty period | DLP (defect-liability period) |
| post-handover contract | AMC / O&M / LTSA |
| location | plant / project / site |
Questions
Can an RA bill go out on uncertified quantities?
No. The RA-Bill Reviewer checks certified quantities against the Measurement Book and the contract first, and an RA bill is raised from what the consultant has certified. The reviewer can hold a bill back; it never posts one.
How do variations and retention work?
A variation is reviewed before it is approved: its margin against the margin the job was won at, the total share of the contract that variations now make up, and whether it has a selling value but no cost estimate. The advice is recorded on the variation. Retention is kept in its own account, with a defect-liability instalment that cannot be released before the period ends, and a watch warns 30 and 7 days before it does.
Can we stop equipment being bought outside the approved make?
Yes. A purchase order line or goods receipt for a make that is not approved is blocked, so the design and the warranty are not put at risk on site. A supplier must also be qualified before a purchase order is released.
Does it do scheduling and critical path?
It works out float and the critical path on finish-to-start links in working days, Monday to Friday, with no holiday calendar and no balancing of crews and plant. Milestones carry planned and actual dates with variance.
Does it handle BIM, drawings or RFIs?
Drawings and documents are held in a versioned document register. BIM and CAD drawing stay with your design tools. There is no separate routine for requests for information or submittals; inspection requests and the document register cover part of it.
What happens after handover?
Handover needs a signed packet, which starts the defect-liability period. Handed-over assets enter the Maintain register under AMC with their OEM warranties, and an AMC contract is created in Leases & contracts (Pact). Snags found later are logged against the punch list.
How long does it take to set up?
About two weeks to first results for one company. Masters and opening balances are imported in the first week. We run alongside your current records until the month-end numbers tie.
Show me Kinnow for engineering, construction & system integration (EPC).
Answer three questions. Get the applications, the agents and a two-week plan for your business.