What slips at month-end
Hundreds of repairs a month. Each one has to reach the bill.
A maintenance contract is paid on small measured repairs, posted one photo at a time along the whole corridor. Nobody totals them as they happen, so small things slip: repairs that missed the bill, work outside the BOQ nobody claimed, loads nobody can trace.
Missed in the bill
Hundreds of patches captioned. Not all get totalled.
"Ch 108+920 LHS, L 6, W 2": one captioned photo among a couple of thousand messages in a month. Most captions carry no unit, and a burst of photos often shows the same patch.
At month-end someone adds them up from scroll-back. The patches missed wait for next month's bill; the ones with no photo get queried.
Work outside the BOQ
Two toll plazas painted. No BOQ item to bill it under.
Three weeks of painting, walls, canopies, lettering and handrails, posted a photo at a time. The BOQ's painting item covered concrete surfaces only.
When the engineer asks for an item-wise statement, it has to be rebuilt from scroll-back by plaza, component and date. Work that never gets claimed is work done for free.
Measurement missing
Rain cuts filled. The volume never posted.
The site shared the overall size of each cut and photos of the fill going in. The BOQ item is paid on compacted fill, by volume.
Without the figure the item can't go on this bill, and once the cut is filled, the measurement can't be taken again.
Material cost
Loads posted as "one truck came". The vendor bills in tonnes.
"एक गाड़ी 10mm आया": one truck of 10 mm aggregate, posted in Hindi with a photo and no slip. Emulsion invoices arrive as PDFs in another group.
At month-end, checking each vendor's bill means matching loads nobody weighed against a bill nobody can question.
What Velora picks up
What your site groups already carry, in maintenance terms.
Velora reads text, voice notes and photos in the groups your teams use today, and files each update by chainage and side.
Patch repairs
Potholes and patches with chainage, side and size; the area is worked out from the caption.
Road furniture
Delineators, signs, studs and crash barrier, counted per chainage.
Marking and painting
Road marking, kerb and median painting, with the length or area posted.
Drains and verges
Drain and culvert cleaning, rain cuts filled and vegetation cleared, by stretch.
Work outside the BOQ
Painting, signage and repairs that match no BOQ item, kept with their dates and photos.
Deliveries
Bitumen, emulsion, aggregate and paint by vendor, with slips and invoices where they are posted.
Fuel
Diesel issued to rollers, the plant, tippers and patrol vehicles.
Instructions
Site visits, instructions and notices from the client's engineer, logged with date and stretch.
Site teams change nothing. Velora joins each group as one more member.
What each team gets
Every team gets its part of the corridor.
Billing gets the month's quantities in a report, contract triggers reach whoever you choose, project heads see every stretch today, and leadership sees every project. Nobody has to ask site for an update.
This month's quantities, ready for the bill.
Each repair is matched to your BOQ or work scope and totalled for the month: square metres of patching, numbers of delineators, square metres of marking. Each total opens into the chainage, size and photo behind every repair, and work that matches no BOQ item stays on record with its photos. Before the bill goes in, your billing head gets the potential extra work and the measurements not found in the updates, on WhatsApp. Velora tracks quantities; your team adds rates and finalises the bill.
See Billing IntelligenceThe contract triggers that are easy to miss.
A notice to rectify from the engineer, an instruction for work outside the BOQ, the same stretch repaired again: each is logged with its chainage and the date it was first posted, matched to the clause it may trigger, and whoever you choose is alerted the same day, whether that's site, project controls or your contracts specialist, then reminded before the time limit runs out. Your team decides what goes to the client.
See Contract IntelligenceEvery repair, every day, without the calls.
Repairs by chainage and side, road furniture counted, deliveries by vendor and fuel by machine and vehicle, from the groups your teams already post in. The DPR and monthly report are drafted from the same record, ready to review.
See Field IntelligenceEvery project in one view.
For the MD or project controls head running several maintenance contracts: the blockers that have waited longest for a decision, by stretch, and, where Billing is on, which quantities are still waiting on proof.
See Portfolio IntelligenceWorked example
The month's bill, built from the site record.
Maintenance work is billed as a total for each BOQ item. Velora gives each item its October quantity and how it was measured, opens the patching into a measurement sheet, and flags what can't go on the bill as it stands.
A quantity per scope item
Calculated from captions, stated in the updates or counted from site photos, and each one says which, so your engineer knows what they're checking.
A measurement sheet behind the total
One line per patch, with its chainage, length, width, area, date and photo, and the caption as the site wrote it.
Measurements not found
BOQ items with work posted but no quantity, like rain cuts filled or concrete painted, listed while they can still be measured.
Potential extra work
Work that matches no BOQ item, kept by place and component. On one contract, 45 updates and 53 photos went in with the item-wise statement the engineer asked for.
From one maintenance contract's October reports, anonymised
Getting started
What we'd need to start a pilot.
A pilot runs on one project and its live site groups. Your site teams don't change how they post.
A spare WhatsApp number
Linked to Velora and added to your site groups as one more member. No personal chats are connected.
Your site groups
The groups where repairs, deliveries, fuel and the engineer's instructions are posted today.
Your scope
The BOQ or work scope, and the contract's chainage limits. Loaded once.
A sample chat export lets us test on your own messages before going live.
See it on your own project.
Talk to us about your maintenance contract and we'll set up a pilot against its live WhatsApp groups and your BOQ or work scope.
Frequently Asked Questions
Common questions from maintenance project heads and billing engineers.
Velora is built for contracts paid on measured quantities against BOQ items or a work scope, which is how routine and periodic maintenance is usually billed. On a contract paid as a lump sum per kilometre, it still keeps every repair with its chainage, date and photo, but there is no quantity bill to build.
A caption like "Ch 108+920 LHS, L 6, W 2" is read as a 12 sqm patch at that chainage and side, matched to its scope line and counted, marked as calculated from site updates so your billing engineer can check or correct it. Where the caption has no unit, it is taken from context and shown as inferred. A caption that can't be read cleanly is held for review, not guessed, and so is the same caption posted again by the same person.
Guide: how to reconcile and substantiate a road maintenance bill →
Yes. Velora reads text, voice notes and photos in the languages your teams use, including photos of challans, invoices and letters, and keeps each original message with the record it created.
It stays on record with its dates, place and photos, instead of being forced onto the nearest BOQ item. When the engineer asks for an item-wise statement, the work record and photos are ready to go with it. Your team decides what to raise as an extra item. Billing Intelligence is in early access.
Each delivery is recorded by vendor, material and quantity, with its slip or invoice kept on the record. A deliveries report by vendor, daily, weekly or monthly, lets your team validate each vendor's bill. Velora doesn't match deliveries to purchase orders or invoices itself.
Guide: how to reconcile material deliveries on road and linear projects →
A notice to rectify posted in a site group, as text or a photo of the letter, is logged with its date and stretch and matched to the clause it may trigger. Whoever you choose, whether site, project controls or your contracts specialist, is alerted the same day and reminded before the time limit runs out. Velora doesn't calculate penalties or run response-time clocks; it keeps the dated record of each repair. Contract Intelligence is in early access.
Yes. On new road works, progress posted by chainage is totalled per BOQ item or work scope line, with the spans, photos, level surveys and lab results behind each total.
We run a discounted pilot for the first three months on one project: the full product, with no long-term commitment.