Where material cost leaks
The loads arrive. The record of them often doesn't.
Reconciling a vendor's bill, the royalty recovery or the stock means matching every load to its papers. On site, those papers are photos spread across groups, and some loads have no paper at all.
Loads nobody weighed
"One truck of 10 mm came." The vendor bills in tonnes.
Posted in Hindi with a photo and no slip, between progress updates. On one road project, most of a month's aggregate loads arrived this way.
At month-end, the vendor's bill is checked against loads nobody weighed.
Papers in three groups
The slip, the invoice and the royalty paper, posted apart.
The weighbridge slip goes in the store group, the invoice in the accounts group, the royalty paper wherever the driver handed it over.
Matching them to one load is done by hand, at month-end, from scroll-back.
Royalty recovered
The royalty papers were photographed. Never filed.
On many state works, royalty is recovered from the bill unless the contractor shows papers naming the licensed source of each mineral.
The papers were photographed at the gate and posted. When the client's engineer asks, nobody can find them.
Counted twice
One load in the register, the slip and the evening report.
The store register page, the weighbridge slip and the evening report all record the same truck.
Added up by hand, the vendor bills it once and site counts it three times, so the shortfall hides.
How Velora does it
One delivery per load, with its papers.
Your store and site teams keep posting slips and loads the way they do today.
- Read
Every paper and every mention
Challans, weighbridge slips, invoices and royalty papers posted as photos, and loads only mentioned in text or voice notes, in any language.
- File
One delivery per load
Papers for the same load are merged into one delivery: supplier, source, material, grade, quantity, vehicle and paper numbers. A load posted with no quantity is kept as quantity not stated, not guessed.
- Check
How each quantity was arrived at
In the report, each delivery says how its quantity was set: weighed on the slip, as written on a paper or in a message, or not stated. Loads still waiting for a tare weight stay out of the totals.
- Flag
The register, on a schedule
A deliveries report by supplier and material, daily, weekly or monthly, on WhatsApp or email, to whoever checks the vendor bills.
Velora builds the delivery register. Matching it to purchase orders, vendor invoices and consumption stays with your team.
Worked example
The month's deliveries, by vendor.
The summary sheet of a monthly deliveries report: one line per supplier and material, with every delivery's paper numbers and weights on the next sheet.
By supplier and material
The totals each vendor's bill is checked against, in the unit each material is bought in.
What each total leaves out
Loads awaiting a tare weight and loads with no quantity are counted in their own columns, never added into the total. The next sheet shows how each load's quantity was set.
Loads with no quantity, listed
Kept as quantity not stated, with what site wrote ("one truck came"), never guessed into a tonnage. The photos stay with each delivery in Velora.
Source kept for royalty
The licensed source from each royalty paper, so the papers the client's engineer asks for can be produced.
Illustrative figures, in the format of one road project's October report
Where it fits
Part of Field Intelligence, for whoever checks the bills.
Deliveries are recorded from the same site record as progress and fuel. These pages show it on specific work, or teach the job by hand.
- ProductField IntelligenceProgress, deliveries, fuel, manpower and blockers, recorded from your site groups.
- Use caseDiesel consumptionFuel issued by machine and vehicle, set against hours and kilometres.
- GuideReconcile material deliveries on linear projectsHow to match loads, slips and royalty papers by hand, on road and pipeline work.
- IndustryRoad constructionAggregate, bitumen and GSB by vendor, alongside progress by chainage.
- IndustryRoad maintenanceEmulsion, aggregate and paint by vendor on maintenance contracts.
- IndustryWater & pipelinesPipe and fitting deliveries recorded against the scheme.
See every load on record, by vendor.
Talk to us about one live project and we'll set up a pilot against its store and site WhatsApp groups.
Frequently Asked Questions
Common questions from accounts, stores and project heads.
It's checking the material received on site against what the vendors billed, what was used in the work and what's left in stock, so shortfalls, excess wastage and wrong bills are caught. Velora builds the receipts side of it: every delivery by supplier and material, with its papers.
Guide: how to reconcile material deliveries on linear projects →
No. Velora records each delivery with its supplier, quantity and papers, and the deliveries report lets your team check each vendor's bill against it. The report does flag a delivery when its invoice bills more than 2% off the weighed quantity, or when a daily register's count of loads doesn't match the papers posted. Comparing the material used with what was planned for the work is something the team is still working on.
The delivery is recorded with its date, material and photo, and its quantity is shown as not stated. It's never converted into tonnes or cubic metres on a guess.
The party on a royalty or transit paper is recorded as the source, separately from the supplier you pay, exactly as the paper prints it. The deliveries report can be filtered by source, so the papers for a royalty recovery can be produced.
Yes. Photos and PDFs of challans, slips and invoices are read, up to 10 pages a PDF. A longer PDF is kept with its message.
Yes. Velora reads text, voice notes and photos of papers in the languages your teams use, and keeps each original message with its delivery.
We run a discounted pilot for the first three months on one project: the full product, with no long-term commitment.