Bulk Inverter Supply Checklist Before Ordering

A bulk inverter order is ready only when the EPC can match each site, exact model, quantity, document, delivery milestone, acceptance test, and commercial responsibility across the design, quotation, and purchase order. EPCs buying Qbits units can apply as a Qbits dealer or EPC partner.

Do not order from a family brochure or a verbal stock confirmation. Freeze the transaction in a controlled order schedule. Mark every missing answer as clarification required, and resolve it before dispatch or through an authorised written exception.

Start after supplier qualification, not before it

Procurement cannot repair a weak shortlist. Before commercial negotiation, establish the bidder’s legal identity, authorised supply route, exact product platform, current evidence, support responsibility, and ability to answer technical clarifications.

Use the solar inverter supplier selection checklist for that decision. This guide begins after a supplier enters the shortlist. It covers the RFQ, quotation, purchase order, delivery, inspection, and acceptance controls for a specific order.

Keep the boundary clear:

Passing one decision does not pass the others. A qualified supplier can still submit an incomplete order. A detailed quotation does not prove that the warranty remedy is defined.

Build one model and quantity schedule

The order schedule is the control sheet for the transaction. Give every bidder the same revision and require a response against every row.

Use TBC only with an owner and closure date. A blank cell is not flexibility. It is an undocumented assumption that can move from sales to engineering, then appear at site as a delay.

Freeze the document revision with the model

A model name alone is not enough. Record the datasheet title or file, revision or issue date where shown, and the date the buyer checked it. If a certificate or manual has a different model string, ask the bidder to map the exact quoted model to the document in writing.

For Qbits models, begin with the current public datasheet library. That page separates model families and tells buyers to request the exact-model manual, certificate, battery compatibility confirmation, or written warranty when the public datasheet does not state it.

Create a project-specific evidence matrix

There is no safe universal label called all approvals included. Requirements can arise from the tender, scheme, regulator, DISCOM, customer specification, insurer, lender, or internal EPC standard. List the source of each requirement beside the evidence offered.

The BIS Compulsory Registration Scheme portal provides a public registration-search route. Search the exact registration and model details relevant to the offered equipment. Do not treat a logo on a brochure as equivalent to the current record.

If the project authority has not answered an approval question, record it as an open dependency. A supplier assurance cannot substitute for the authority’s decision.

Make every quotation comparable

Price comparison fails when bidders price different boundaries. Send a response table, not a request for one total.

Ask each bidder to state:

• seller legal name, GSTIN, quotation number, date, and validity;
• manufacturer and exact model for every line;
• quantity and unit basis;
• base equipment amount and GST treatment;
• freight, transit insurance, unloading, and site-delivery scope;
• included and excluded accessories;
• communications hardware, platform access, and any recurring dependency;
• documentation and support deliverables;
• dispatch and delivery milestones, with their start conditions;
• payment milestones and the evidence that releases each payment;
• warranty, service, and RMA document references; and
• deviation list against the RFQ.

Use one comparison basis:

This formula is a normalisation tool, not a Qbits price or a total-cost forecast. Keep uncertain or excluded amounts visible rather than inserting estimates into a bidder’s column. The inverter quotation guide explains how scope changes a quote before price comparison begins.

Convert the accepted quote into purchase-order controls

The purchase order should not rely on email history to explain its basic scope. Attach the accepted schedules and state which document controls when two documents conflict.

Include these controls:

1. Document hierarchy: purchase order, accepted quotation, technical schedule, deviations, warranty, service schedule, and other attachments in a defined order.
2. Exact scope: models, quantities, accessories, documentation, logistics, and support deliverables.
3. Delivery milestones: the event that starts each clock and the evidence that completes it.
4. Payment milestones: amount basis, tax treatment, due event, required evidence, and treatment of a disputed lot.
5. Inspection and acceptance: buyer rights, location, notice, sample or full-lot scope, acceptance window, and records.
6. Non-conformance process: quarantine, notice, investigation, correction, return, replacement, credit, and cost responsibility.
7. Change control: no model, document, component, accessory, firmware, logistics, or schedule substitution without the stated approval route.
8. Cancellation and delay terms: agreed consequences and exceptions, reviewed for the actual contract.
9. Warranty and service attachments: exact-model obligations, evidence, costs, contacts, and escalation.
10. Records: model and serial data, dispatch documents, delivery proof, inspection results, and acceptance status.

Legal and tax reviewers should confirm the final contract for the transaction. A procurement checklist does not decide title transfer, tax treatment, liability, or enforceability.

Do not accept substitutions through a dispatch note

Require a written change request before dispatch. It should contain:

• original and proposed exact models;
• reason for the change;
• current datasheet and required certificate set;
• engineering compatibility review;
• accessory, monitoring, manual, and settings impact;
• price, tax, delivery, warranty, and service impact;
• affected sites and quantities; and
• approval by the authorised technical and commercial leads.

The same rule applies to a split shipment, changed seller, alternate communications device, or revised delivery location. No response should mean not approved, not implied consent.

Define dispatch, delivery, and acceptance separately

These events are not interchangeable.

Link payment to the event the commercial agreement actually intends. Against dispatch and after acceptance transfer different risk. Do not use them as loose alternatives.

For multi-site orders, maintain a lot register. Link each unit’s model and serial number to its dispatch, delivery site, inspection status, commissioning record, warranty document, and any open exception.

Inspect the lot before it disappears into project stock

Set the inspection plan before ordering. The plan should be safe, proportionate, and agreed with engineering and quality teams.

Document and identity check

• reconcile purchase order, invoice, delivery note, packing list, model, and quantity;
• capture serial numbers and lot identifiers;
• confirm required datasheets, manuals, certificates, warranty, and service documents;
• verify accessories and communications items against the schedule; and
• record document revisions and missing items.

Packaging and visual check

• photograph packaging before opening when damage is visible;
• record seal, label, enclosure, connector, display, and accessory condition;
• keep damaged or mismatched units separate from accepted stock; and
• preserve the packaging and carrier evidence required by the agreed claim route.

Agreed functional or electrical check

Use the manufacturer’s instructions and a competent test team. Define the test sample, equipment, method, limits, safety controls, and record format in advance. Do not energise an unfamiliar unit or open an enclosure merely to complete a procurement checklist.

Acceptance should follow the written criteria. If the contract requires a factory or pre-dispatch inspection, record whether it replaces, limits, or sits alongside the incoming inspection.

Attach warranty and service terms to the order

A datasheet icon or warranty duration does not settle remedy, exclusions, registration, freight, labour, site attendance, recommissioning, or response stages.

Use the bulk-buyer inverter warranty and service checklist to request the exact-model warranty, service schedule, RMA procedure, cost-responsibility matrix, and escalation list.

Qbits’ public datasheets describe an expandable warranty but do not define the base term, remedy, registration deadline, or exclusions. Obtain the current written terms for the exact quoted model before purchase. Do not copy a term from another model, an old article, or a sales call into the order.

Send Qbits an order-ready request

Qbits publishes this procurement guide and sells inverter products, so apply the same control sheet to a Qbits quotation.

When you request a bulk inverter quotation from Qbits, include:

• EPC company and project contact;
• site, state, phase, and application;
• proposed exact model or the engineering inputs needed to identify one;
• quantities by site and required delivery sequence;
• module and string-design inputs where relevant;
• accessories and communications scope;
• required manuals, certificates, warranty, service, and RMA documents;
• inspection and acceptance requirements; and
• the commercial response table and deviation format.

Treat availability, delivery, price, tax, warranty, service, and support as current written quotation terms only. The public site does not fix them for a particular order.

The release test

Before issuing the purchase order, ask a colleague who did not negotiate the quote to review the file. They should be able to answer these questions without calling the salesperson:

If one answer is missing, keep the order in clarification. The goal is not more paperwork. It is one transaction record that design, procurement, accounts, logistics, site, and service teams can all follow.