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Nitrogen Software

Solutions · Progress Payments

Project, Subcontractor and Progress Payment System for TOKİ Projects

For contractors building public housing projects for TOKİ, Emlak Konut and similar clients: supervise, control and manage every process from tender to final acceptance in one system, covering schedule and progress, subcontractors and purchasing, concrete and rebar pours, payments with sequential approval, task allocation and project profitability, integrated with Mikro ERP.

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Why it matters

Problems it solves

Who it's for: Contractors working with subcontractors across several sites on TOKİ, Emlak Konut, public and private projects; technical office, site, purchasing, finance and management teams

  • 01

    Whose desk is the payment waiting on?

    Subcontractor payments travel by email from site to technical office to management; no one knows which approval they sit at or for how long, and the subcontractor calls every day.

  • 02

    Deductions and payment plans worked out by hand

    Retention, advance recovery, shared costs and insurance contributions are recalculated in a spreadsheet for every payment, and the net amount and due dates do not add up.

  • 03

    Project profit only known at handover

    Payments received from the client and money spent on subcontractors, materials and site are not seen together, so loss-making blocks or work items are only noticed when the project ends.

Modules

What it offers

  • Project lifecycle from tender to final acceptance

    Project type, target budget and team (project manager, site chief, technical office, technical lead, finance); tender and contract, site handover, schedule, works and payments, provisional acceptance, maintenance period and final acceptance, each with owner, documents and dates.

  • Schedule and progress

    Baseline and revised schedules with monthly and weekly plans; physical progress by block and work item, delay analysis and extension tracking.

  • Project profitability

    Client payments and escalation income against subcontractor payments, materials, site and overhead costs. Gross profit, budget variance and forecast to completion by block and work item.

  • Site inspection and control

    Works checklists, quality and H&S inspections, non-conformities and corrective actions; photo site reports linked to subcontractor and work item.

  • Process management and task allocation

    Tasks are assigned to the project team and subcontractors with owner, due date, priority and status. Payment, purchasing and acceptance steps link to tasks, and overdue work and workload show per person.

Screens

Inside the application

Switch between tabs to see the main screens. In a live demo we walk through a scenario close to your own data.

Active projects, contract and payment totals, budget realisation and critical alerts.

Representative screen prepared with sample data.

How it works

The process step by step

  1. 01

    Tender and contract

    Client contract, budget, project team and task allocation are set up.

  2. 02

    Site handover and schedule

    Site handover starts the clock, and the schedule is split by block and work item.

  3. 03

    Subcontractors and purchasing

    Quotes are compared and subcontractor contracts and material orders are opened.

  4. 04

    Works, pours and payments

    Concrete and rebar pours, site inspections and payments with sequential approval; profitability updates every period.

  5. 05

    Provisional acceptance

    Defects are assigned to subcontractors as tasks and acceptance is recorded with a certificate.

  6. 06

    Final acceptance and close-out

    Final acceptance after the maintenance period; guarantees are released and the project closes with its final profit and loss.

Use cases

Use by project type

The same structure works across clients and project types, with their own stages and control rules.

  • TOKİ and Emlak Konut housing

    Subcontractor packages by block and unit type, concrete and rebar pours, client versus subcontractor payments, provisional and final acceptance.

  • Hospitals and public buildings

    Heavy MEP packages, material approvals, quality and H&S inspections, client correspondence and extension files.

  • Roads and infrastructure

    Progress by kilometre and section, excavation and fill subcontractors, machinery costs and payments by phase.

  • Private factories and warehouses

    Foreign-currency contracts, steel and facade subcontractors, client-approved payments and fast-track schedules.

Who it's for

Something for every role

  • Management

    Run every project from one screen

    • Profitability and budget variance per project
    • Pending approvals and critical alerts on the phone
    • Cash out and guarantee risk seen in advance

  • Project manager

    Every stage under control, tender to acceptance

    • Schedule and physical progress
    • Subcontractor contracts and work left
    • Task allocation and overdue work

  • Site chief

    Record every job on site

    • Concrete and rebar pours, site inspections
    • Purchase requests from site
    • First payment approval and defect tracking

  • Technical office

    Payment checks in one place

    • Payment files and approval history
    • Design versus actual quantities
    • Quote comparison and contract deductions

  • Finance

    Payments and accounts without errors

    • Net payment plan and maturity after deductions
    • Guarantee letter expiry alerts
    • Account balances matching Mikro

  • Subcontractor

    See where my payment is without asking

    • Approval stage and payment plan in the portal
    • Account statement and deductions
    • Defects assigned to them

Before and after

Spreadsheets and email versus Nitrogen

What you measure: payment approval time, payment delays and when a profit variance is spotted.

TopicSpreadsheets and emailNitrogen
Payment approvalTravels by email; no one knows where it waitsSequential approval; each step with date and duration
Deductions and net payableRecalculated in a spreadsheet every periodAutomatic from contract rates
Payment scheduleIn finance's personal listPlan with instalments and weighted average maturity
Guarantee expiryNoticed after it expiresAlert 15 days ahead
Concrete and rebarDelivery notes in binders; variance at month endDesign versus actual per pour, variance at once
Project profitabilityKnown when the project endsEvery payment period, by block and item
AcceptanceDefect list in Excel, owners unclearDefects assigned to subcontractors as tasks with due dates
Subcontractor communicationStatus asked by phone every daySubcontractor checks in the portal

Rollout

Going live step by step

Start with your current projects and run your payment periods in the system from the first one. Timing is planned in discovery based on project and subcontractor numbers.

  1. Step 1

    Data import

    Projects, subcontractor and supplier accounts, contracts and guarantees are imported from Excel and Mikro.

  2. Step 2

    Roles and approval flow

    Project teams, permissions, approval order and deduction rates are set up.

  3. Step 3

    Training and pilot project

    Role-based training for site, technical office and finance; a live payment on one project.

  4. Step 4

    Live on all projects

    Remaining projects go live, with the subcontractor portal and management mobile summary.

Nitrogen Hakediş product catalogue PDF · 8 pages

Brochure

Nitrogen Hakediş product catalogue

The problems contractors face, the project lifecycle from tender to final acceptance, payment calculation and sequential approval, project profitability, Mikro ERP integration and rollout steps.

Made to share with your customers and resellers; in Turkish and English.

Your details are used only to respond to your request.

Integrations

Works with

  • Mikro ERP: accounts, projects and cost centres; transfer of payments, invoices, payouts and purchasing
  • Same flow as Nitrogen purchase request and approval management
  • Excel and PDF list exports
  • Project archive for payment, contract and guarantee files

Related article

How to digitise progress payments on TOKİ projects

When subcontractor payments travel by email, deductions live in spreadsheets and guarantee expiries depend on memory, every period brings the same problems. The steps to run payments in one flow from contract to payout.

Read
FAQ

Frequently asked questions

Once entered with its files, the payment goes in turn to the site chief, technical lead, technical office, project manager and management. Each approval is recorded with its date and duration, and a rejected payment returns with a reason. Pending approvals have their own queue and appear on the dashboard.

The subcontractor contract defines retention and advance deduction rates, shared-cost contribution (per payment or once), All Risk insurance contribution and the delay penalty. The net payable is calculated with these deductions.

Each guarantee is recorded with bank, type, amount and expiry. Guarantees expiring within 15 days and expired ones appear as critical alerts on the dashboard.

Income is client payments and escalation; costs are subcontractor payments, material purchases, site and overhead costs. Budget, actual and forecast to completion are shown side by side by block and work item, and the variance updates every payment period.

Yes. Subcontractor packages tied to the client contract, allocation by block and work item, period comparison of client and subcontractor payments, and the provisional and final acceptance process follow the structure of these projects.

Each pour is recorded by block, floor and element with concrete class, m³, delivery note and pump, and rebar with diameter and tonnage. It is compared with the design quantity, variance and waste are reported, and the actual quantity links to the subcontractor payment and is reconciled with the supplier invoice.

The acceptance application, committee, defect list, close-out dates and certificates are tracked step by step. The period from provisional to final acceptance is followed, and guarantee release and retention payback are tied to final acceptance.

Subcontractor and supplier accounts, projects and cost centres are read from Mikro. Approved payments, invoices, payouts, purchase orders and purchases are sent to Mikro, so account balances match on both sides.

The site or office opens a request, which goes to approval with project, budget and urgency. Quotes are collected for approved requests and compared on price, terms and lead time. The chosen quote becomes an order, and the delivery is received on site with its delivery note.

Yes. Subcontractor contracts can be defined in TRY, USD, EUR, GBP and other currencies.

Roles (management, finance, site chief, technical manager, technical office and so on) are granted permissions per menu and action: view, add, edit and delete separately. Every action is logged, and deleted records can be restored from the recycle bin.

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