Subcontractor management software for Saudi Arabia with retention built in
IntellaQ Flow manages every subcontract from award to final account — back-to-back progress certificates (مستخلصات), retention held and released, advances recovered, and back-charges applied. Each subcontractor مستخلص is ZATCA-aware and posts straight to the job cost code and the general ledger, so committed cost and retention liability are always live. Compliance documents — GOSI, Iqama, insurance and CR — are tracked against every subcontractor, so no certificate is paid on expired paperwork.
From subcontract award to final account
One trail from the signed subcontract through every certificate to the released retention.
Subcontract agreements & variations
Create back-to-back subcontracts linked to the head contract and the project cost codes — scope, rate schedule or BOQ, retention %, advance %, and payment terms. Variations and site instructions adjust the committed value without losing the original baseline.
- Rate schedule or lump-sum, per cost code
- Retention % and advance % fixed at award
- Variations tracked against the baseline
Back-to-back subcontractor مستخلصات
Raise interim payment certificates for each subcontractor from measured work or % complete, mirroring the certificate you issue to the client. Previous, this-period and cumulative quantities carry forward automatically.
- Progress by measured quantity or % complete
- Previous vs this-period vs cumulative
- Mirrors the client-side IPC
Retention held & released (ضمان أعمال)
Retention is deducted on every certificate and accrued as a liability against the subcontractor. Release it at practical completion and at the end of the defects-liability period — held, due and released amounts stay visible per subcontract.
- Auto-deduct at the agreed %
- Held / due / released always visible
- Release at PC and end of DLP
Advances & back-charges
Recover advance payments across certificates on the agreed schedule, and apply back-charges for materials, plant or rectification supplied on the subcontractor's behalf — each nets off the amount certified to reach the true payable.
- Advance recovery per schedule
- Back-charges for materials, plant, rework
- Net payable calculated automatically
Posts to project cost + ledger
Every certificate posts committed and actual cost to the job cost code and the correct GL and retention accounts. Budget vs committed vs actual and EAC update instantly, with no re-keying into accounts.
- Committed & actual by cost code
- Retention liability posted to the ledger
- Feeds budget vs actual and EAC
Keep every subcontractor compliant and paid on time
The in-Kingdom labor-compliance stack sits beside the money, not in a separate spreadsheet.
Compliance documents on file
Track GOSI certificate, commercial registration, insurance, and worker Iqama validity against each subcontractor. Documents due to expire are flagged before the next payment run, so you never certify against lapsed paperwork.
- GOSI, CR, insurance, Iqama expiry
- Alerts before documents lapse
- Hold certification on expired docs
ZATCA-native certification
Subcontractor and client certificates are handled in one ZATCA Phase-2 compliant system, so VAT on advances, retention and back-charges is treated consistently up and down the contract chain.
- Phase-2 compliant e-invoicing
- Consistent VAT on retention & advances
Subcontractor cost visibility
See committed, certified, retained and paid amounts by subcontractor and by cost code, so the QS and procurement know exactly what is owed and what is still held against each trade.
- Certified vs retained vs paid
- By subcontractor and cost code
One record per subcontractor
Contacts, bank details, subcontracts, certificates, compliance documents and payment history live on a single subcontractor record shared by procurement, the QS and finance.
- Contracts, docs and history in one place
- Shared across QS, procurement, finance
Related: Progress billing & IPC (مستخلصات) · Subcontractor retention & progress billing in Saudi Arabia · Construction ERP for Saudi Arabia
Certify, deduct, post — in one pass
Measure the period
Capture this-period quantities or % complete against the subcontract BOQ; previous and cumulative values carry forward automatically.
Apply retention & recoveries
The certificate auto-deducts retention at the agreed %, recovers the advance on schedule, and applies any back-charges to reach the net payable.
Certify & issue
Approve the subcontractor مستخلص through your workflow and issue a ZATCA-compliant certificate.
Post to cost & ledger
Committed and actual cost hit the cost code; retention and payables post to the ledger — budget vs actual and EAC update live.
Subcontractor management FAQs
What is the best subcontractor management software in Saudi Arabia?
For KSA contractors, the right fit is software that handles the full subcontract lifecycle in one place: back-to-back subcontracts, progress certificates (مستخلصات), retention held and released, advance recovery and back-charges — all posting to job cost and the ledger. IntellaQ Flow is built in-Kingdom for this, with ZATCA Phase-2 certification, Arabic and Hijri, GOSI/Iqama compliance tracking, and in-Kingdom hosting.
How does IntellaQ Flow handle subcontractor retention (ضمان أعمال)?
Retention is deducted automatically on every subcontractor certificate at the percentage set in the subcontract and accrued as a liability against that subcontractor. You can see held, due and released amounts per subcontract at any time, and release retention in stages — typically half at practical completion and the balance at the end of the defects-liability period. Each release posts to the ledger.
Can it produce back-to-back subcontractor interim payment certificates?
Yes. You raise a subcontractor مستخلص from measured quantities or % complete against the subcontract BOQ, mirroring the certificate you issue to the client. Previous, this-period and cumulative values carry forward, retention and advance recovery are applied, and the certificate is issued ZATCA-compliant — keeping the subcontractor position aligned with your client-side IPC.
Does it recover advances and apply back-charges?
Yes. Advance payments are recovered across certificates on the agreed schedule, and you can raise back-charges for materials, plant or rectification work supplied on the subcontractor's behalf. Both net off the certified amount so the payable — and the committed cost against the job — reflect the real position.
How does it track GOSI, Iqama and insurance for subcontractors?
Each subcontractor record holds their GOSI certificate, commercial registration, insurance and worker Iqama validity dates. Documents nearing expiry are flagged ahead of the payment run, and you can hold certification when a required document has lapsed — so compliance is checked where the money moves, not in a separate spreadsheet.
Does subcontractor billing post to project cost and the general ledger?
Yes. Every certificate posts committed and actual cost to the relevant cost code and posts retention and payables to the correct ledger accounts. Budget vs committed vs actual and the estimate at completion (EAC) update instantly, with no re-keying between the QS certificate and the accounts.
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