RA Bill Reconciliation Software for Indian EPC
Match claimed RA against certified RA against cash received — every project, every cycle, automatically. The four-way reconciliation that takes a Commercial Manager 3 days a month becomes a 30-second dashboard.
Free Starter tier — no credit card
What an unreconciled RA pipeline actually costs
An Indian EPC SME running ₹100 Cr revenue typically has ₹8-15 Cr stuck in claimed-vs-certified gaps at any moment. Not because anyone is dishonest — because four systems disagree: the BOQ in Excel, the RA bill in Word, the certification on the consultant's letterhead, and the cash receipt in Tally. Reconciling them takes the Commercial Manager 2-3 days a month, every month, forever. And the 11.4% claimed-vs-certified deviation that compounds across projects rarely gets clawed back.
How it actually works
Five mechanics, each anchored to a specific Indian EPC failure pattern.
MIR / GRN matching
Material Indent Requests and Goods Receipt Notes are tied to milestone certification. The reconciliation engine flags any RA line item whose MIR/GRN trail is incomplete — before the bill goes out, not after the consultant disputes it.
BOQ version control
Each BOQ amendment is a versioned event with effective-from dates. RA bills are computed against the version active on the certification date, not the latest amendment. Eliminates the most common dispute pattern in Indian EPC.
Retention + TDS auto-deduct
Retention percentages, TDS, GST, and advance recovery deductions are computed at every RA cycle. The net receivable line in your dashboard matches what actually hits your bank, not the gross claimed.
4-way deviation report
Claimed RA → Certified RA → Invoice raised → Cash received. The report surfaces the gap at every stage, ranked by amount, so your CFO can chase the largest leaks first.
Vertical-specific templates
Cold storage, PEB, MEP, civil, and interiors each have their own RA structure (mill certificates, PUF panels, witness tests, snag closure). KaptIQ ships vertical templates so reconciliation logic matches your actual bill structure.
Excel vs Tally vs KaptIQ — same task, three timelines
| Capability | Excel sheet | Tally / Busy | KaptIQ |
|---|---|---|---|
| Monthly RA reconciliation cycle | 2-3 days of Commercial Manager time | Not designed for this — manual export + Excel work | 30 seconds — automated |
| BOQ version tracking | Save-As copies in OneDrive folders | Not tracked | Versioned, RA validated against active version |
| MIR/GRN tie-back | Cross-reference Excel sheets manually | Possible but tedious | Automated, flagged before bill issuance |
| Deviation report (claimed vs certified) | Computed end-of-month, after the leak | Not native — requires custom report | Live dashboard, ranked by amount |
| Multi-vertical bill structures | One sheet per vertical, drift over time | Not supported | Vertical templates ship out-of-box |
How this looks per vertical
The same capability adapts to each vertical's billing structure.
Common questions
Does KaptIQ replace Tally for RA bill workflows?
No. Tally remains your transaction system. KaptIQ ingests billing data and adds the reconciliation, deviation, and decision layer Tally does not provide.
How does the EPC billing gate work?
Milestones cannot move to In Progress or Completed unless billing entries exist for that project. This prevents the most common data-integrity failure — milestones marked complete with no corresponding RA submitted.
Can we use it without retention tracking?
Yes — retention and TDS are configurable per project. Set them to 0 if your contract type doesn't apply.
Does it handle multiple billing plans per project?
Yes. Many projects have separate civil + MEP + interior billing plans. Each carries its own BOQ and RA cycle, reconciled independently.
What about retention release tracking?
Retention release dates are tracked per project with WhatsApp T-30 / T-14 / T-7 alerts. Retention you would have written off becomes a real collection task.
How is this different from a generic ERP RA module?
Generic ERPs treat RA as a billing event. KaptIQ treats RA as a reconciliation problem — the gap between what you claim, what gets certified, what gets invoiced, and what hits your bank. Different problem framing → different output.
Is there an audit trail for client / consultant disputes?
Yes. Every RA cycle, BOQ version, MIR/GRN reference, certification date, and approval history is logged immutably. Disputes that took 14 days to resolve now take one export.
Can my CA pull annual reconciliation reports?
Yes. CA-friendly export (CSV + PDF) ships at the project, milestone, and bill-level. Statutory audit prep stops being a 3-week sprint.
Ready to stop running this in Excel?
Free Starter tier. Add your first 3 projects. See your Action Queue tomorrow morning.
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