Streamlined Operations

Payment & Installation Management

Take full control of your solar projects with real-time milestone tracking, seamless vendor payments, and transparent workflow management.

Optimize Your Workflow

The Challenge vs. The Solution

The Industry Pain: Most Solar EPCs manage 20-50 active projects simultaneously. Tracking varying payment tranches (e.g., 50% advance, 40% against material, 10% post net-metering) across multiple consumers using WhatsApp and Excel inevitably leads to missed collections, delayed vendor payouts, and confused clients. Furthermore, tracking physical installation milestones—from site survey to structure erection to CEIG inspection—is completely disconnected from the payment cycle.

The VendorFlow Solution: A deeply integrated Solar Project Lifecycle Manager. It merges physical on-site progress with exact financial ledgers. When a technician marks "Structure Erected," the system knows exactly which payment tranche is due, alerts the consumer, and prepares the receipt. It tracks Subsidies, Net Metering statuses, and Referencer/Agent commissions with zero manual auditing.

Deep Dive: Comprehensive Tracking Engine

Our module is specifically engineered for the PM Surya Ghar Muft Bijli Yojna workflow and standard EPC operations. It is not a generic task manager.

1. Physical Installation Milestones

Track every granular step of a solar plant's deployment. The system allows you to log dates and status for:

  • Site Survey & 3D Design: Marking shadow-free zones and finalizing BoM.
  • Material Dispatch: Panels, Inverters, and BOS leaving the warehouse.
  • Civil Work & Structure Erection: Foundation casting and GI structure mounting.
  • Module Mounting & DC Cabling: Fixing solar panels and routing DC wires to the inverter.
  • AC Cabling & Earthing: Connecting the inverter to the main distribution board and establishing LA/Earthing pits.
  • DISCOM Net Metering: Tracking the official meter replacement by the electricity board.
  • Subsidy Claim (PM Surya Ghar): Monitoring the status of the direct benefit transfer (DBT) to the consumer's bank account.
2. Complex Payment Ledgers

A solar sale isn't a single transaction. It's a staged financial contract. VendorFlow accurately handles:

  • Custom Payment Tranches: Set your own company's rules (e.g., 60-30-10 or 50-40-10).
  • Partial Receipts: If a client owes ₹40,000 but pays ₹25,000 via NEFT and ₹15,000 via Cash on different days, the system logs both with exact dates and modes, recalculating the outstanding balance instantly.
  • Agent Commissions: Automatically set aside and track payouts owed to the referral agent or salesperson who closed the deal, ensuring they are paid only when client funds clear.

How the Workflow Operates

  • 01
    Project Initialization When a Lead is marked as "Won" in the CRM, it automatically converts into an active Project. The agreed-upon total kW capacity and total project cost (including GST) are locked in.
  • 02
    Advance Payment Logging Log the initial token amount. The system instantly updates the "Total Outstanding" and generates a branded payment receipt for the consumer.
  • 03
    Field Execution Tracking Your field supervisor updates the dashboard as structure is erected and panels are mounted. The dashboard color-codes projects that are stuck at specific stages (e.g., "Awaiting Net Meter").
  • 04
    Final Settlement & Commissioning Upon successful Net Metering, the final balance is collected. The project is marked as "Commissioned," moving it to the AMC/Warranty tracking phase, and agent commissions are cleared for payout.

Frequently Asked Questions

Yes. If the project is funded via a Jan Samarth bank loan (e.g., SBI, Union Bank), you can log the disbursement amounts received directly from the bank separately from the margin money paid by the consumer.

The dashboard prominently highlights "Outstanding Balances" across all active projects. You can instantly filter to see which clients owe money against completed installation milestones.

Many solar sales are driven by local referencers. When creating a project, you can attach a Referencer and specify their fixed commission or percentage. The system keeps a separate ledger of how much commission you owe, preventing overpayment.

Absolutely. With one click, you can export a complete CSV ledger of all payments received, categorized by date, payment mode (NEFT/Cash/Cheque), and transaction IDs, making GST and income tax filing seamless for your CA.

Why VendorFlow?

  • Real-time Progress Tracking
  • Automated Payment Ledgers
  • Reduce Disputes
  • Centralized Dashboard

Stop losing track of your cash flow and project statuses.

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