Platform · Procurement & subcontractors
From priced BOM to a three-way-matched bill.
On a solar job most of the margin is spent, not earned — panels, inverters, steel and subcontract labour. Voltara runs the whole procure-to-pay chain as one thread: the design’s costed BOM seeds the demand, every link produces its document, and nothing gets paid until the paper proves it arrived.
7
BOM categories in the multi-currency price book
3
documents matched before a bill posts — PO, GRN, bill
2
retention moieties — taking-over, then end of defects
§01 · PROCURE-TO-PAY
Seven links, one thread
One chain from “we need it” to “we paid for it”, where each link is a document the next link checks. It starts upstream of procurement: the design studio’s costed BOM seeds the demand, so what you buy is what engineering specified.
- 01
Supplier master
Every vendor on file once — agreements, currencies, contact history. The supplier agreement generates from the platform’s own template.
- 02
Price book
Seven BOM categories, multi-currency — the reference price every incoming quote is judged against.
- 03
RFQ
Issue the request from the package itself; the RFQ document generates from the record, not a word processor.
- 04
Bid compare
Quotes side by side against the price book — and against the supplier’s track record across your projects.
- 05
Purchase order
The award becomes a PO with its own PDF, and the commitment enters the project’s cost picture before the first crate ships.
- 06
Goods receipt
The GRN records what actually arrived against the PO — quantity and condition, signed at the gate.
- 07
Three-way-matched AP bill
The supplier’s bill posts only when bill, PO and GRN agree. You pay for what you ordered and received — not for what was invoiced.
§02 · SUBCONTRACTORS
Subcontractors billed on certified work, not claimed work
Mounting, civil works, cabling — solar delivery runs on subcontractors, and most disputes start at “percent complete”. Voltara puts an inspection between the claim and the bill.
- pending
- claimed
- certified
- billed
- Engage on an LOI with a cap and an expiry — early works can start without an open-ended commitment, and the platform knows when the letter runs out.
- Phase billing runs pending → claimed → certified → billed. The subcontractor claims a percentage; an inspector certifies what the ITP evidence supports; only the certified figure can be billed. That gate is the module.
- Two-moiety retention, the way FIDIC-style contracts mean it: half the retention releases at taking-over, the other half after the defects period closes. Both moieties are tracked per subcontract — no end-of-job archaeology.
- The paper generates from the record: subcontract agreements and subcontract payment certificates come off the platform’s templates, so the certificate always matches the ledger behind it.
§03 · THE PACKAGES BOARD
Every package on one master-detail board
Procurement dies in tabs. The Packages board puts every supply and subcontract package on one master-detail surface — the register on one side, the selected package’s lifecycle and documents on the other.
- One card per package, one honest lifecycle: the chain runs sequentially to the PO, then receiving and billing proceed in parallel — because that is how deliveries actually behave.
- The next action is always explicit. A package advances when its document is done — nobody drags a card to make a problem disappear.
- The document rail keeps the package’s paper — RFQ, PO, GRN, bills — one click from the card.
§04 · AFTER THE AWARD
Suppliers earn a record. Equipment keeps one.
An award is data. Run enough packages through the chain and the platform holds the operational memory a buying decision actually needs.
- Bid compare shows a supplier’s track record across your projects — what they were awarded and how those packages ran — next to today’s price.
- Agreements, currencies and history live on the supplier master, so the relationship survives staff turnover.
- Downstream, the warranty register in After-Sales keeps what you installed attached to what you promised the client — a claim five years out starts from the record, not a box of folders.
§05 · WORKS WITH
Where the chain hands off
Procurement spends the project’s money. These modules account for it.
Finance & billing
The AP side lands here: three-way-matched supplier bills and certified subcontractor claims arrive ready to pay, with withholding routed by vendor category.
Projects & delivery
Subcontract phases bill against delivery reality — the same project record the 8-state machine and the quality gates run on.
Solar design studio
The studio’s costed BOM seeds procurement — the wedge means the panels you buy are the panels the design engineered.
HONEST SCOPE
This is the EPC’s procure-to-pay workflow and its paper — commitments, receipts, matched bills and subcontract certificates on the project record. It is not a supplier marketplace, and it does not claim warehouse or inventory management.
Watch a priced BOM become a matched bill.
Demos are founder-led. We’ll take one package from RFQ through bid compare to a PO, receive it on a GRN, and post the three-way-matched bill.
Book a demo On the EPC Platform plan — $899/mo
Procurement & subcontractors ships on the EPC Platform plan at $899/mo (10 seats). The ITP gate and two-moiety retention exist because the founder’s own NREA-licensed EPC arm signs these subcontracts and runs them on the platform daily.