Approve Contractor Payments and Material Requests Faster, With the Facts on the Card

Every builder knows this scene. The contractor is waiting outside the office for his payment. The accountant is waiting for you to say yes. You are on site, on the phone, trying to remember when this contractor was last paid and how much he has already taken.

The same thing happens with material. The site engineer sends a request for cement or tiles. You approve it because work should not stop. Later you find out the same item was already ordered for that site last week, or that this purchase cost more than usual.

Most of the money lost on a site is not stolen. It leaks out through decisions made without the facts, and through small payments nobody wrote down. Trackovo puts the facts on the card at the moment you decide.

Contractor payments: the payee’s history on the card

When a payment request reaches you in Trackovo, the card already tells you:

• The amount requested, the site, and the type of work (material, small petty work or contract), and whether it is a running or final payment
• When this person was last paid, how many times and how much in the last 30 days, for example “Last paid 3d ago · 2× · ₹4,000 in 30 days”
• How much has been paid since the last settlement (or recorded overall), and how much of that is not yet confirmed
• A red “Cap Exceeded” / “Over Budget” warning when the payment goes above the limit set for that work
• Whether the contractor raised the request himself

Tap the card to open the contractor’s page, which shows the cap for each site: paid so far, the cap and what remains. You can approve or reject from the card. If the amount needs changing, the admin, project manager, purchase manager or accountant can edit it before approving. The contractor gets a quick answer, and the accountant is not waiting for your time.

Material requests: rate and repeat-order warnings before you approve

When a material request reaches you, the card warns you before money goes out:

• “₹X above usual rate” in red, or “₹Y below usual” in green, when the price differs from the usual rate for that item (the usual rate comes from the recent purchases of that item)
• “Rate not compared · check unit / pack size” when the price is on a different unit, so a wrong unit does not slip through
• “N ordered here in 30 days” when the same item was already ordered for the same site in the last 30 days, so you can check before buying it again

You catch a rate jump or a repeat order at approval time, not at month-end.

Petty expenses: recorded with the bill photo, not forgotten

Labour paid on the spot, a tempo fare, unloading charges, small hardware: each one is small, and each one is easy to forget by the end of the month. In Trackovo the site expense is recorded against the site with a photo of the bill, and small petty work can go in as its own payment type. These costs go into the site’s cost, so the profit you see is the profit you actually made.

Material on site: every delivery recorded with proof

Every delivery is checked at the site with a photo of the goods received, and material can be transferred between the store and sites with a record. When material goes missing or gets wasted, there is a trail of what arrived, when and who received it.

One app, one price for the company

Material requests, approvals, purchase orders, delivery with photo proof, labour attendance with photo and GPS, contractor payments, site expenses, GST and TDS, and owner dashboards for every site are all included. One price for the whole company, and labour and contractors log in free.

• Starter Rs 1,799/month, Growth Rs 2,999/month, Scale Rs 5,399/month (launch offer till 31 March 2027, GST extra)
• 14-day free trial, no card needed: trackovo.app/free-trial/
• Book a 15-minute demo: trackovo.app/book/

Common questions

Can I approve from my phone?

Yes. Trackovo works on Android, iPhone and the web.

Can I change the amount before approving?

Yes. The admin, project manager, purchase manager or accountant can edit a pending payment before it is approved. After approval, only the admin (or someone given that permission) can edit it.

Will the contractor see my notes?

Notes added to a payment show in its timeline, which the contractor can open, so write notes you are happy for him to read.

Does it replace my accountant’s Tally?

No. Trackovo handles GST and TDS and gives your accountant a Tally export. Statutory books stay in Tally.