Frequently asked questions
Short answers to the questions people ask most about Zaptiz Construction — accounts, projects, money, site work and AI.
Each answer is short and links to the page with the full story. For an error message, see Troubleshooting.
Accounts and access
Can two people share one login?
No — and it would not work well if they tried. An account can be signed in on one device at a time; a new sign-in signs the other device out. Give each person their own account with the right role: Users & roles.
Why can't I see a project my colleague can see?
You only see projects whose team you are on. A Company Admin sees every project. Ask the project manager to add you: Team.
Why are the rates and amounts blank for me?
Your role sees quantities but not money. A Site Engineer, for example, sees the BOQ without rates. On a project, the Sees financials tick can open the money up for a team member. See Roles & permissions.
How do I change someone's role?
A Company Admin changes it from Settings › People. The change takes effect on the person's next action — they do not need to sign out. See Users & roles.
Can I change our company name or GSTIN after setup?
Not from the app yet. Write to support@zaptiz.com from a Company Admin account with the new details. See Company settings.
How do I protect my account?
Turn on two-factor sign-in with an authenticator app and keep the backup codes somewhere safe: Personal settings.
Estimating and winning work
What is the difference between the bid BOQ, the contract BOQ and the budget?
The bid BOQ is what you priced. At the award it becomes the project's contract BOQ — the one RA bills are measured against. The budget is a separate copy of that work priced at cost, with no profit. See Bills of quantities and Budget.
Why is my rate analysis marked stale?
A resource it uses changed price after the analysis was last worked out. Nothing changes on its own — open it and Recompute when you are ready. See Rate analysis.
Can I import a client's BOQ from Excel?
Yes — .xlsx files. You map the columns and units once; the mapping is remembered for that client. See Import a BOQ.
Can I measure quantities off drawings?
You can upload plan sets, set each sheet's scale and measure with the ruler. Measurements do not flow into a BOQ yet. See Takeoff.
What exactly happens when I award a quotation?
One action creates the contract, creates or links the project, links the BOQ as the contract BOQ, and marks the quotation and its lead Won. See Contracts.
Buying and stores
Who approves purchase orders?
Orders up to your company's approval limit can be approved by a Procurement Manager; anything above needs a Company Admin. The limit is set during company setup, and the default of ₹0 sends every order to the Company Admin. See Purchase orders.
When does material become project cost?
When it is issued to site — not when it is received. A goods receipt puts material into stock, which is still your asset. See Goods receipts and Stock movements.
Can stock go negative?
No. If material is physically on site but the system says there is none, its goods receipt has not been entered — enter it, then issue.
Where is the company-wide list of all purchase orders?
Purchase orders, goods receipts, subcontracts, RA bills and invoices live inside each project. Open the project and use its tab. See Procurement overview.
Site
Can we file more than one DPR a day?
No — one per project per day. Add to the day's report instead. See DPR.
Why did approving the muster roll change the project's cost?
Approval is the moment labour cost is posted to the cost ledger — one entry per phase per trade. If you reopen the day, its cost is reversed; approving again posts it fresh. See Labour.
Is idle plant charged to the project?
Yes. Working and idle hours are charged — you pay for the machine whether it works or not. Breakdown hours are not charged. Plant supplied by a subcontractor is logged but costs nothing here, because it is on their bill. See Equipment.
Billing and money
Is GST charged on the RA bill's net amount, after retention?
No — always on the gross value of work certified. Retention and advance recovery reduce what the client pays, not what you supplied. See RA bills.
Why can't I start a new RA bill?
The project already has an open bill (Draft, Submitted or Under certification). Close it first, or raise a supplementary bill. See RA bills.
Why is my invoice IGST when the client is in my state?
GST on a works contract follows the site, not the client's address. If the site is in a different state from your company, the invoice is inter-state (IGST). Check the project's site state in Create a project. See Tax invoices.
Can clients pay invoices online?
Yes, once your Company Admin connects your own Stripe or Razorpay account. Each issued invoice can then carry a pay-online link, and payments record themselves. See Payments and Integrations.
What is the difference between committed and actual cost?
Committed is money promised — issued POs and awarded subcontracts, without GST. Actual is cost the job has used — issued material, approved musters, plant logs and certified subcontract bills. See Cost ledger.
AI
Can the AI change my data?
No. Agents read and report, or prepare drafts. Nothing is created until a person confirms, and confirming runs with that person's own permissions. See How AI works.
Can the AI see things I can't?
No. Every agent and the Assistant work with your permissions and your projects. If your role cannot see rates, neither can the AI when it works for you.
What uses AI credits, and what happens when they run out?
Running agents and chatting with the Assistant use credits from the company's monthly allowance, which resets on the 1st. When it runs out, AI pauses until the reset or until your Company Admin moves to a larger plan. See AI credits.
Does the AI file our GST returns?
No. The GST & TDS Agent checks a month's figures and lists what to fix and when to file. Filing is always done by you.
Still have a question?
Ask the Zaptiz Assistant inside the app, or write to support@zaptiz.com — see Contact support.