Grants, Benefits & Payments

Suprata Settlement

Pay every contractor exactly what the contract says: invoices calculated from real service data, checked, approved, sealed and sent to accounts payable.

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Working copy, no sign-up 73 capabilities Ask about pricing

Overview

What Suprata Settlement does

Suprata Settlement works out what each contractor is owed each month. It pulls in service data (hours, miles, trips, units, on-time results), applies the contract terms in effect on each service date (rates, fees, bonuses, credits, penalties, fuel adjustments), and builds an invoice where every line shows exactly how it was calculated. Rates and rules have start and end dates, so a mid-month price change is split by date automatically, and any past invoice can be rebuilt exactly as it was.

Each invoice moves through review and approval steps you set up, with comments, attachments, disputes and email notices along the way. Approved invoices are locked and sealed as permanent records that cannot be changed, and only sealed invoices pass the checks (purchase order, vendor, funding code, duplicates) before going to accounts payable. Contractors get their own portal to submit invoices, report service problems, add extra charges and credits, open disputes and see payments. Reports, downloads, read-only data feeds and a full audit trail come built in.

Who it’s for

Built for organizations like yours

Settlement fits a wide range of organizations. Hundreds of organizations already run their work on the Suprata platform.

Public transit agencies paying contracted bus, paratransit, microtransit and vanpool operators
Cities and counties paying contractors for waste hauling, snow removal, street sweeping, mowing or other per-unit services
School districts paying contracted student transportation
Counties and state agencies paying non-emergency medical transport and human services providers
Hospitals and health systems settling contracted transport, staffing or service vendors
Universities and colleges paying shuttle, dining or facilities contractors
Airports and port authorities paying ground transport and service concessions
Utilities paying contract crews by hour, unit or job
Private logistics, delivery and fleet companies paying subcontracted carriers
Staffing agencies and franchise networks settling with partners under rate cards
Property and facility management firms paying service vendors under performance terms
Nonprofits paying program partners from service counts
Any organization that pays contractors from service data under contract rates, bonuses and penalties

Features

Everything Settlement can do

73 capabilities in 11 areas. Every one of them can be shaped to your rules.

Contract calculations

Monthly invoice for each contract, calculated from service data instead of typed totals
Hourly service contracts: scheduled hours, minus lost service, equals billable hours times the rate
Rate options, including hourly rate only or hourly rate plus a monthly management fee
On-demand and door-to-door service paid per delivered service hour
Per-unit contracts, such as vehicle lease per van-month or van-day
On-time performance bonus above a target and credit below a floor
Penalties per occurrence for late starts and conduct findings, and above a monthly threshold for valid complaints
Extra charges and credits: added service, cash fares collected, refusal credits, late trip credits, revenue credits
Fuel price adjustment for diesel, gasoline, natural gas and electric, from monthly index prices against a baseline
Every invoice line shows its formula and every input, with where each number came from
Mid-month rate change split automatically by service date
Recalculate on demand, with a flag when new data means an invoice needs recalculating

Dated rules and contract records

Rates, routes, schedules, rules and fuel terms kept as versions with start and end dates
The database itself refuses two versions that overlap in time
Timeline view of every version of a rate or rule
Before saving a change, a preview lists every invoice the change would affect
Retire a route instead of deleting it, with a notice to program managers
Contract records with term, status, funding code, payment terms and amendment history
Each contract linked to its purchase order and its accounts payable vendor number
Monthly fuel index price entry and new fuel types added as data, not code

Service data intake

Data feeds dashboard showing each source, method, schedule, last sync and row count
Run an import on demand and see the batch history
Field mapping view for each feed
Exceptions queue for rows that fail checks or service gaps with no matching event
Resolve each exception with a recorded decision, or turn it into a service event
Purchase order expiry caught and shown as a blocking exception

Service events

Record missed trips, breakdowns, late starts, complaints, detours and conduct findings
Each event carries route, date, time, cause, hours lost, miles lost and a description
Contract rules decide the credit or penalty; nobody types amounts by hand
Contractor-reported events wait for staff to accept or reject them
Events can be edited only until the invoice is submitted, with a full edit history

Review and approval

Stages: draft, submitted, staff review, correction requested, manager approval, finance approval, approved, locked, released, paid
Each action limited to the role allowed to take it
Sending for approval is blocked while any event is still undecided or a dispute is open
Validation checks panel on every invoice
Comments and real file attachments on each invoice
Email notices at every step (ready to review, changes needed, approved, rejected, released, paid, overdue), with an outbox to read them
Stage due dates with overdue flags
Approval stages, due days and thresholds set in settings, not code

Locking, sealed records and payment

Locking seals the invoice with its inputs, rule versions, formulas, approvals and attachments
Each sealed record carries a tamper-evident fingerprint chained to the one before it
The database refuses any change to a sealed record
Rebuild any sealed invoice today and compare it line by line with the original
Download any sealed record as a file
Administrator unlock with a required reason, which creates a new version and keeps both records
Nine checks before export: locked, fingerprint verifies, totals match, vendor linked, purchase order open and with enough balance, funding code valid, not already exported, no conflicting paid invoice
Accounts payable voucher file generated per batch, with its fingerprint and export history
Payments read back and shown on each invoice

Contractor portal

Contractor home with invoices in process, paid to date, open disputes and items needing attention
Each contractor sees only its own contracts
Submit the monthly invoice and expense categories (operations, maintenance, fuel, administration)
Report service events and add extra charges or credits with supporting documents
Open and follow disputes with messages and documents
Payments page with payment dates and references

Disputes

Dispute opened from any invoice, with amount, subject, messages and documents
An open dispute blocks approval of its invoice
Resolution recorded on the dispute and the invoice

Reports and data access

Monthly settlement totals by service type, with charts and a table view of every chart
Cost per service hour by contract and month
Change from the prior month
Contract spend against purchase orders
Settlement status across all invoices
Fuel used by type, as reported by contractors
Every report downloads as a spreadsheet file
Read-only data feeds (JSON and CSV) for invoices, lines, monthly totals, cost per hour, fuel use, payments and rates

Moving from an old system

Side-by-side comparison of old-system totals and new totals, month by month and line by line
Each difference marked as an old-system error, a rule change or a fix
Regression run that recalculates every sealed invoice and compares it with its record

Administration and security

Admin dashboard: open cycles, problem imports, overdue approvals, unresolved checks, setup issues
Users and roles managed on screen, with scope by contract
Role permissions table
Audit log of every sign-in, change, approval, calculation, import and export with before and after values, searchable and downloadable
Accessible: keyboard use, screen reader labels, status never shown by color alone

Screens

See Settlement at work

Real screens from the working copy, filled with made-up sample data. Click any screen to enlarge it.

How it fits

One platform underneath

Suprata is a versatile workflow and business intelligence platform that delivers the power of custom software with ease and affordability. Settlement is built on it, so it shares the same engine, records and controls.

Workflow & automation

Approvals, work queues, reminders and rules move every Settlement request forward without anyone chasing it.

Business intelligence

Live dashboards for every role and custom reports built from your Settlement data, with an AI report builder.

Customer portal

The people you serve sign in to apply, book, pay, upload documents and check status, day or night.

Payments & billing

When Settlement takes money, card and bank payments, invoices and refunds land in one ledger.

Integrations & API

A documented API, webhooks and exports connect Settlement to the systems you already run.

Live

Click around a working copy

The working copy of Settlement is filled with realistic, made-up data. There is no sign-up and no password. Pick a role and explore. Your changes stay in your own copy.

Open Settlement (opens in a new tab) Or book a guided demo

Pricing

Ask about pricing for Settlement

Every organization is different, so we price Settlement around your size and needs. Tell us what you run and we’ll come back with a clear number.

Ask about pricing Book a demo

Or call 888-494-4335