Widget 1A.2: Compare Records

The Compare Records widget gives you a tool to compare your Lead, Contact and Account details with the information contained in the Enquiry record. Let’s assume your existing customer submit a new enquiry via your website. In the website from, they did not provide their mobile number, or incorrectly typed it. When the enquiry lands in Zoho, it uses the information provided in the Website form to populate your Enquiry record, you can use the ‘Compare Widget’ to compare the fields from the existing record to the new Enquiry. Using the widget, you can update both sides, selecting the information that’s the most recent or accurate.

Features

• Compare Fields from your Enquiry to your existing records.
• Pull data from existing records into your Enquiry, so you don’t have to keep opening other modules to view information.
• Push data from your new Enquiry into related Lead, Contact and Account records to keep existing records updated with the most current information.

Benefits

• The Enquiry Process ensures that customers cannot overwrite your existing data when submitting and enquiry.
• Each enquiry is a unique record, allowing you to see how details change over time.
• Historical data is never deleted or replaced.
• Your Lead Contact or Account information always holds the most recent data without any double handling.
• The Widget automatically knows which record to compare, a Lead or an Account & Contact.

Restrictions

• This widget is only available with the Enquiries Module

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Widget 1D.1: Manage Groups

The Manage Groups Widget helps to you to create an Enquiry with multiple members, made up of both Leads, Contacts and Accounts. The Widget enables you to easily select a Primary Contact from the Group, and their information is populated into the Enquiry record. You can search members, add new members and switch primary contacts. When a member is added to the Group, our Find and Add query is automatically run to ensure no duplicates are created. Groups can be associated to one or many Enquiries and members can belong to one or many Groups.

Features

• Quick add tool for creating new Leads on the Group.
• Quick add tool for creating new Contacts on the Group.
• Find and Add Logic automatically runs on all new members to avoid duplicated Leads or Contacts.
• Leads are automatically converted to a Contact when the Sale is won.
• Switch Primary Contacts within the Manage Group Widget.
• Primary Contact details are automatically populated into the Enquiry Record.
• Link a primary account to the Widget.
• Remove Members from the Group.
• Link Groups to one or many Enquires.

Benefits

• Every member is correct created as a Lead or Contact.
• You can maximise your marketing.
• You can manage complex relationships.
• No duplicates of record or data.
• Minimal data entry.
• Quick access to information.

Restrictions

• This widget is only available with the Enquiries Module.
• An update is required on related modules, to update the options in Record Type.
• A new Group Module is created to manage the Widget.

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Widget 2A.1: Add BOQ Item

In a BOQ Estimate, you can use this widget to create a single BOQ Item. You would use this widget because the item is not already in your templated list. When creating the item, you can select all the relevant fields and opt to save it to your templated list for next time. This widget has been created to make the creation of new BOQ items as easy as possible. For example, when you select the Cost Code Category the list of Cost Codes in the next list will only be the ones related to the category selected.

Features

• Cost Code List is filtered based on Cost Code Category.
• Type into the dropdown list for searching.
• The default values from the selected Product will automatically populate fields.
• Add your BOQ Item as a BOQ Item Template.
• Split Cost Item Details available.

Benefits

• Quick creation of BOQ Items
• Build a BOQ Item Template list whilst creating estimates.

Restrictions

• This widget must be used with all the BOQ Estimating Widgets and Modules.

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Widget 2A.2: Add Recipe

A Recipe is a group of BOQ Items. These can be used make creating Estimates faster and easier. They can also be used to ensure that items that must be sold together are grouped. For example, if you are quoting a Painting Job, you may need to include the Paint, Brushes and Labour. When adding a Recipe to a BOQ Estimate, you can modify the BOQ items to customise the Recipe to meet your clients needs. This will modify the BOQ Items for your client Estimate, without changing the original templated Recipe and BOQ Items.

Features

• Search Recipe names.
• View BOQ Items contained in the Recipe before selecting it.
• Select multiple Recipes at the same time.
• Modify the BOQ Item names and descriptions.
• Change the Quantity and Unit Cost of the BOQ Items.
• Change the mark up on BOQ Items.
• Update the Split Cost details in the BOQ Items.
• Duplicate BOQ Items in the Recipe (E.g. you want different descriptions for the same BOQ Item).
• Remove BOQ Items from the Recipe.
• Add a new BOQ Item to the Recipe.

Benefits

• Faster Estimate Building
• Grouping of related BOQ Items

Restrictions

• This widget must be used with all the BOQ Estimating Widgets and Modules.

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Widget 2A.3: Add BOQ Item Template

The BOQ Item Templates are an easy option to clone individual BOQ Items and use them on future Estimates.

NB: This is not the same as Products. For example, I may have a Product that represents a Schedule of Rates, such as ‘Senior Consultant’. That product is used for every BOQ Item that requires a Senior Consultant. The BOQ Item name and description is the task completed by the Senior Consultant. A Senior Consultant may have many tasks, which could vary from Project to Project. BOQ Template Items can be used for the Tasks.

Features

• Search Recipe names.
• View BOQ Items contained in the Recipe before selecting it.
• Select multiple Recipes at the same time.
• Modify the BOQ Item names and descriptions.
• Change the Quantity and Unit Cost of the BOQ Items.
• Change the mark up on BOQ Items.
• Update the Split Cost details in the BOQ Items.
• Duplicate BOQ Items in the Recipe (E.g. you want different descriptions for the same BOQ Item).
• Remove BOQ Items from the Recipe.
• Add a new BOQ Item to the Recipe.
• Add a BOQ Item Template to the Recipe.

Benefits

• Quick and Easy way to build estimates.
• Consistent formatting of BOQ Items, grouping, wording etc.

Restrictions

• This widget must be used with all the BOQ Estimating Widgets and Modules.

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Widget 2A.4: View BOQ Estimate

The View BOQ Estimate is designed to help you view your BOQ Items using your preferred grouping, then use this layout to generate a PDF of the Estimate for your customers. Using the widget you quickly and easily change the grouping, pick the columns you want displayed and even change your fonts and colours. You can close groups to provide summary pricing or show an itemised quote with all BOQ Items.

Features

• Select 1 or 2 levels of BOQ Item grouping.
• Save your fonts and colours for each estimate.
• Select which columns to display on the estimate.
• Choose to display recipes or BOQ Items and select which description to use.
• Select your summary values to use.
• Show itemised lists or group values on the estimate.
• Select from you Estimate BOQ Items to create up to 10 Estimate scenarios.
• Create and update templates with Logo’s Headers and Footers.
• Generate PDF’s for your clients with your customised layout.

Benefits

• Customised PDF Proposals
• View your BOQ Items in 25 different variations of grouping.
• Prepare up to 10 Estimate Scenarios for customers without removing items.

Restrictions

• This widget must be used with all the BOQ Estimating Widgets and Modules.

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Widget 2A.5: Delete Estimate

The Delete widget will delete the BOQ Estimate, but also delete all the related BOQ Item records and BOQ Recipe records associated to the Estimate.

Features

• Widget Displays all the related BOQ Items and Recipes to be deleted.

Benefits

• Ensures all related records are moved from the database.

Restrictions

• This widget must be used with all the BOQ Estimating Widgets and Modules.

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Widget 2A.6: Delete BOQ Item

The Delete BOQ Item ensures all related records are removed from the database and related modules or fields using the BOQ Item values are updated.

Features

• Displays the BOQ item to be deleted.

Benefits

• Ensures all related records are modified for budgets and reports.

Restrictions

• This widget must be used with all the BOQ Estimating Widgets and Modules.

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Widget 2A.7: Delete Recipe

The Delete BOQ Recipe ensures all related BOQ Items are deleted when the Recipe is deleted, and related modules are fields using these values are updated.

Features

• Displays the BOQ items to be deleted under the Recipe.

Benefits

• Ensures all related records are modified for budgets and reports.
• Ensures all related BOQ Items are deleted.

Restrictions

• This widget must be used with all the BOQ Estimating Widgets and Modules.

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Widget 2A.8: Clone Estimate

Once you have a BOQ Estimate, you can clone the estimate as a template for future customers. To clone the estimate, you need to use the clone widget to ensure all related records (BOQ Items and Recipes) are also cloned. Information on the BOQ Estimate module and BOQ Item records that are specific to a project, such as company name or nudget information will not be copied into the cloned version.

Features

• Clone all your BOQ Items and Recipes on an estimate BOQ Estimate.

Benefits

• Create estimate templates for faster estimating.

Restrictions

• This widget must be used with all the BOQ Estimating Widgets and Modules.

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Widget 4A.1: Convert to Quote

Once you have completed your BOQ Estimate, you can convert it into a native Zoho Quote. When you convert the BOQ Estimate, you can group your BOQ Items. As the native Quote is converted to a Contract and Invoice, you may want to group your BOQ Items to reflect your Progress Payments (e.g. 1 line per Stage). The Convert to Quote widget will map the BOQ Items to your grouped line items in the native Quote, Contract and Invoice. This process means you can Convert to more than one Quote. You may need to do this if your BOQ Estimate is managing variations, or changes to contracts. When converting a BOQ Estimate you have the option to select the BOQ Items being converted and create a new Quote or update an existing Quote. The widget will not allow you to convert the same BOQ Item twice, unless you are choosing to update the quote.

Features

• Select 6 ways to group your BOQ Items
• Choose to replace a quote or create a new one.
• Select the BOQ Items or Estimate Scenario Number to be converted.

Benefits

• Move a BOQ Estimate from Custom Modules into Zoho Native Quotes, Contract and Invoice Modules.
• Quote pipelines will include both native Quotes and BOQ Estimates.
• You can now uses the Progress Payment widget to manage invoices and forecasts.

Restrictions

• This widget must be used with all the BOQ Estimating Widgets and Modules.

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Widget 4A.2: BOQ Progress Payments

The Progress Payments widget enables you to raise invoices and forecasts on your BOQ Estimate, providing a view of all the related BOQ Items. You can enter a fixed amount or percentage to claim. The widget tracks the actual costs to date, claimed to date and balance to claim. The widget will automatically generate the invoice, update your related BOQ Items. You can forecast the remaining payments and next time you generate an invoice; select the forecast you want to update.

Features

• Create forecasts for future payments.
• Convert forecasts into invoices.
• Update your forecasts.
• Set different percentages on BOQ Items or groups.
• Choose to claim the outstanding balance and it will calculate each value automatically.
• Track actual costs to date with values claimed to date and view the claim due.

Benefits

• Forecast your full contract value for cashflow reporting.
• Claims are linked to BOQ Items for the budget.
• No manual creation of invoices.

Restrictions

• This widget must be used with all the BOQ Estimating Widgets and Modules.

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Widget 4B.1: Manage Estimate PO’s

From your BOQ Estimate you can view and create your Purchase Orders. This widget;

Features

• Hide BOQ Items with an Item Type of Labour.
• Hide BOQ Items with a status of Completed or Cancelled
• Hide BOQ Items with Purchase Orders
• Select your BOQ Items for the PO to copy the BOQ Item Details (e.g. description, product etc).
• Modify the BOQ Item details for the Purchase Order without changing your Estimated BOQ Item.
• Change the Product for the PO and use the updated pricing.
• Raise PO’s for multiple suppliers in one go.
• Choose individual or grouped POs for the same supplier.
• Choose your Billing Address and Delivery Address from 6 options.
• Enter Delivery Instructions and Special Instructions.
• Update the Tax Rate for the Supplier (e.g. Not GST registered).

Benefits

• Customise the Purchase Order details without changing the BOQ Items, so your budget reflects what you estimated v’s what you spent.
• Create multiple PO’s in one go and have them all associated to the BOQ Items.
• The associated Purchase Orders will be displayed in the budget.

Restrictions

• This widget must be used with all the BOQ Estimating Widgets and Modules.

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Widget 4B.2: Delete Purchase Orders

The Delete Purchase Order widget ensures all related records are updated, when the Purchase Order is deleted.

Features

• Deletes the Purchase Order
• Displays the related Purchase Orders to be updated.

Benefits

• Ensures the budget is correct.

Restrictions

• This widget is only available with Advanced Estimating Modules.

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Widget 4B.3: Create PO’S

This Purchase Order widget allows you to create a Purchase Order across multiple Estimates/Contracts.

Features

• Select you BOQ Items
• Red lines indicate no supplier selected.
• Update suppliers use the bulk update option.
• Choose Grouped or Individual PO’s for the same supplier.
• Raise multiple purchase orders in one go.

Benefits

• Create PO’s across multiple contracts.

Restrictions

• This widget is only available with modules related to Steps 2 and 3A.

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Widget 4B.4: Matching Supplier Bills to PO’s

A supplier bill can be added to Zoho via an API from the Accounting Software, or via a CSV import. Once the supplier bill record is created, it can be matched to a Purchase Order, or a Purchase Order created directly from the Supplier Bill.

Linking the Purchase Orders to the Supplier Bills allows you to manage the Supplier Bill approval process and missing purchase orders. You can track if the bill has been paid and if you’re using an API to your accounting software, this information can be automated.

Features

• Displays Purchase Orders for the Supplier.
• Quick linking of the Bill and PO.
• Option to create a new Purchase Order.

Benefits

• Managing Missing Purchase Orders.
• Tracking Supplier Payments.
• Automate payment updates if using a Bills API with your accounting software.

Restrictions

• This widget is only available with modules related to Steps 2 and 3A.

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Widget 5A.1: Creating Project Tasks

Using the Creating Project Tasks Widget you can automatically create a Project Task module record directly from your BOQ Items. This widget enables you to filter your Labour items and select the ones you want to convert. Based on the status of the Project Task, these will then sync to Zoho Projects to create your schedule.

Features

• Select the BOQ Items to convert to a task.
• Enter the Work Allocation Details.
• Set a Start date.
• Update the Project Task Status to Auto Sync to Zoho Projects.

Benefits

• Automatically create your Project Tasks directly from your BOQ Estimate.
• Sync your Project Tasks to Zoho Projects to automatically build your Schedule.
• No double data entry between Zoho CRM and Zoho Projects.

Restrictions

• This widget is only available with Steps 2 and 4.

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Widget 5A.2: Matching Tasks to BOQ Items

If you use Zoho Projects, our exclusive API will automatically sync the Project Task and Tickets to CRM. These Task and Tickets can then be linked to your BOQ Items using this widget. With the Project sync, the timesheets associated to these tasks and tickets are also sync’d once the timesheet is approved. This means linking your Projects and Tickets to your BOQ Items will ensure the value of the timesheets are applied to the BOQ Items and reflect in your budget.

Features

• Match a Project Task / Ticket to a BOQ Item
• Update the Task / Ticket billing details.
• View the associated Timesheets.
• View the Project Task / Ticket description.
• Use tick box filters to define the list.

Benefits

• Makes the process of linking Project Tasks to BOQ items simple and easy.
• Manages the Do and Charge Task and Tickets, not associated to an Estimate.
• Identifies variations.
• Supports keeping the budget updated simple and easy.

Restrictions

• This widget is only available with Steps 2 and 4.

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Widget 5B.1: Timesheet Reconciliation

The Timesheet Reconciliation widget has been designed to help check the rates associated to Timesheets based on the ‘Billing Type’ and ‘Charge Out Rate Used’.

Calculations: Billing Type is ‘BOQ Estimate’ – Task must be linked to a BOQ Item.
Charge Out Rate = ‘Resource Rate’.  Uses the Table of Rates in the related Contract to find the SOR, for the Resource who completed the Task and the Product in the BOQ Item.
Charge Out Rate = ‘BOQ Item.  Uses the Unit Cost in the BOQ Item.
Charge Out Rate = ‘Split Cost’.  Uses the Labour Rate in the split cost table.

Calculations:  Billing Type is ‘Do and Charge’ – No linked BOQ Item.
Charge Out Rate = ‘Resource Rate’.  Uses the Default Do and Charge Contract in the CRM Project. Refers to the Table of Rates in the related Contract to find the SOR, for the Resource who completed the Task and the Product in the Timesheet.
 
NB: Cost Codes are associated to the Tasks and Tickets and can have default products.
 
Charge Out Rate = ‘Job Title.  Uses the Default Do and Charge Contract in the CRM Project. Refers to the Table of Rates in the related Contract to find the SOR, for the Resource who completed the Task and the Default Product in the Resources Job Title.

Features & Benefits

• Quick Update tool for Project Task and Ticket Details.
• Management of calculations and easily update to recalculate timesheets.

Restrictions

• This widget is only available with Steps 2 and 4.

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Widget 5B.2: Do and Charge Invoicing

The Do and Charge Invoicing Budget is designed to easily convert Timesheets into invoices. This is for work completed that is not part of your BOQ Estimate, or variation to your BOQ Estimate. It’s work that already has an agreed schedule of rates.

Features

• Update the Default Product
• Modify the Title and Description the Widget.
• View the Unit Price based on the SOR
• Update the Unit Cost and Discounts.

Benefits

• Automatic reconciliation of timesheets and conversion to invoices.

Restrictions

• This widget is only available with Project Task and Timesheet Modules with Integration, Resources, Rate Tables and Job Titles.

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Widget 7A.1: Full Budget

The Full Budget has 12 columns of data. It has designed for Senior Management of business owners to manage their estimated costs and see actual spend, margins and cashflow. It groups the BOQ Items by Cost Code Category, but you can drill down to Cost Code and BOQ Item. You can also view related records, such as Timesheets, Purchase Orders and Client Invoices.

Benefits

• Manage the Cashflow Balance of Contracts / Projects.
• Track the Estimated Markup and Actual Markup.
• View the areas of your Project that are delivering under or over budget.
• View the related records affecting the budget.
• View one or many budgets using the filters.

Restrictions

• This widget is only available with Step 2, Step 3 and Step 4.

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The Table below illustrates the columns.

Widget 7A.2: Cost Budget

The Cost Budget has 10 columns of data. It has designed for staff responsible for managing or tracking the budget, but do not have permission to see the business cashflow or margins. It groups the BOQ Items by Cost Code Category, but you can drill down to Cost Code and BOQ Item. You can also view related records, such as Timesheets, Purchase Orders and Client Invoices.

Benefits

• Manage the Cashflow Balance of Contracts / Projects.
• View the areas of your Project that are delivering under or over budget.
• View the related records affecting the budget.
• View one or many budgets using the filters.

Restrictions

• This widget is only available with Step 2, Step 3 and Step 4

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The Table below illustrates the columns.

Widget 5C.1: Field Servicing

The Field Servicing Widget will provide a scheduling solution for the service industry. It will display the Project Tasks using a Calendar views, with drag and drop options. The key to this widget is rescheduling tasks based on Compliance requirements and Asset Allocations. It also does not restrict the scheduling tool to Zoho Users, as the Widget Displays the ‘Resources’ module in the Calendar. This is useful for a business using Sub Contractors. The objective of the widget is help users to schedule tasks based on their compliance requirements, such as skills, licences and qualifications and/or the Assets/Materials required to complete the work.

Estimated Release: November/December 2019.

Features

• Drag and Drop Events
• Alerts for Compliance and Assets Colour Coded
• Use ‘Recommend Resource’ to schedule appointments based on Assets and Compliance
• View Appointments based on Geographical locations
• Find resources based on geographical locations
• Daily, Weekly, Monthly Views

Benefits

• Easy and Intuitive Scheduling for field staff
• Schedule for internal and external resources

Restrictions

• This widget is only available with the following modules, Project Tasks, Timesheets, Resources, Compliance and Assets.

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