Troubleshooting
The messages people see most in Zaptiz Construction, what each one means, and how to fix it — grouped by where you meet them.
The app's messages are specific — most of them name the cause. Find yours below (or press Ctrl + F and type a few words of it). Messages are quoted as they appear; "…" stands for a number, a name or a date that changes.
Signing in
"This account is temporarily locked after repeated failed sign-ins"
Five wrong passwords in a row lock the account for 15 minutes. Wait, or use Forgot password — a successful reset unlocks the account straight away. See Signing in.
"Your account was signed in on another device, so this one was signed out"
An account can be signed in on one device at a time; the newest sign-in wins. If this happens when you did not sign in elsewhere, someone else has your password — change it now and turn on two-factor sign-in in Personal settings. If two people share one login, give each their own account instead (Users & roles).
"That code is not right, and this one is now spent. Ask for a new one."
Email codes work once, and only the newest code is valid. Click Resend code (it becomes available after a short wait) and use the code from the latest email. See Create an account.
"That code did not match. Check that your phone's clock is set automatically…"
Authenticator codes depend on the time. Set your phone's date and time to automatic, then try the code shown now. If you have lost the phone, sign in with one of your backup codes.
"This password-reset link is invalid or has expired."
Reset links last 30 minutes and work once. Request a new one from Forgot password.
"No Zaptiz Construction account uses …"
You tried Google or Zoho sign-in with an email that has no account here. The email must be exactly the one your account was created with. Register first, or ask your Company Admin to add you.
Projects and access
"Project not found — It may not exist, or you may not be on its team."
You can only open projects whose team you are on (a Company Admin can open all of them). Ask the project manager to add you — see Team.
"Request failed (409). — somebody changed this since you opened it. Reload and try again."
Someone saved the same record after you opened it. Reload the page, check their change, and make yours again. On a Closed or Cancelled project the same message appears for any change — a closed project accepts no new work.
"Someone else changed this record while you were editing it."
Same cause as above: reload, review, re-apply your change.
"A project becomes AWARDED by recording its contract award…"
You cannot set a project to Awarded by editing it. Award the quotation instead and link it to this project — see Contracts.
"You cannot grant financial visibility you do not hold on this project."
Only someone who can see the project's money can tick Sees financials for someone else. Ask a Project Manager with financials, an Accountant on the team, or the Company Admin.
A tile on a workspace hub is greyed out
Material requests, purchase orders, goods receipts, subcontracts, RA bills, tax invoices and the cost ledger belong to a project. Their hub tiles are disabled on purpose — open the project and use its tab. See Navigation.
Estimating and BOQs
"This BOQ is APPROVED. Lines cannot be added to it…"
An approved BOQ is frozen. Before the award, raise a revision; after the award, record the change as a change order.
"'…' is not a unit of measure in this company…"
The unit in your file (for example Cu.M) is not in your company's unit list. In the import's mapping step, map it to a standard unit (cum). See Import a BOQ.
"This file could not be read as an .xlsx workbook."
Only .xlsx files are read. Open an older .xls or a .csv in Excel and save it as .xlsx.
"This quotation totals zero. Price its lines before sending it."
The BOQ behind the quotation has no rates. Price its lines (from rate analysis or by hand) and send again. See Quotations.
"Lead … has no client yet. Convert it to a client … before quoting"
A quotation needs a client. Pick a client in the form, or ask your Company Admin to convert the lead. See Leads.
"A quotation in DRAFT cannot be awarded…"
Click Send to client first — only a Sent or Negotiating quotation can be awarded.
"… has been superseded. Award the revision that replaced it."
Open the latest revision of the quotation (R2, R3 …) and award that.
Purchasing and stores
"This line has … left to order … Raising it would buy the same material twice"
Another order already covered part of that request line. Order only what the line still shows under To order. See Purchase orders.
"Above the approval threshold — a company admin must approve."
The order's total, with GST, is above your company's approval limit, so only a Company Admin can approve it. The limit is set during company setup; the default ₹0 sends every order to the Company Admin.
"This order totals zero. Price its lines before submitting it for approval."
Enter a rate on each line, then submit.
"… available (… on hand, … reserved); … was asked for. Negative stock is prohibited…"
The store does not hold enough to issue. If the material is physically there, its receipt has not been entered — post the goods receipt first, then issue.
"… is outstanding on this order line …; … was receipted."
You are receiving more than is still due on the PO line. Accept only the outstanding quantity; extra material needs a new order.
"The purchase order behind this receipt is now …"
The order was closed or cancelled after the receipt was started. Material can only be received against an order that is still open.
"… is a SUPPLIER, not a SUBCONTRACTOR…"
A subcontract needs a vendor whose kind is Subcontractor. Add the subcontractor as its own vendor. See Vendors.
On site
"There is already a report for … — one per day."
Each project has one DPR per day. Click Open it and add to that report. If it is already submitted, ask the approver to Return it. See DPR.
"You submitted this report and cannot approve it yourself…"
Someone else with approval rights — another Project Manager or the Company Admin — must approve it.
"The DAY muster for … has been approved and its wage cost posted…"
The day is closed. A Project Manager clicks Reopen day, gives a reason, and you can then add to it. Reopening reverses the day's cost; approving again posts it fresh. See Labour.
"… are marked inactive. Reactivate them before putting them on a muster…"
The worker is inactive in the register. Go to Workforce › Workers, tick Active, then mark attendance.
"Approving posts wage cost and needs somebody who may see wages."
Muster approval is for a Project Manager or Company Admin — roles that can see labour rates.
"… was not deployed to this project on …"
Plant can only be logged on days it is deployed to the project. Deploy it first, or check the deployment's From date. See Equipment.
"… is already deployed to another project since …"
Release the machine on the other project before deploying it here.
"Every hold point needs a result…" / "A hold point failed …, so the inspection can only be recorded as FAILED."
Answer every hold point. If any one fails, the whole inspection fails — record it as failed and raise the follow-up. See Quality.
"… is not on this project's team… Add them to the team first."
You can only assign snags, tasks or actions to people on the project team. See Team.
Billing and payments
"… is still submitted. A running account allows one open bill per project…"
Only one RA bill can be open (Draft, Submitted or Under certification) at a time. Certify, reject or cancel the open bill first — or raise a supplementary bill if the work cannot wait. See RA bills.
"… item(s) claim more than the contract quantity … Raise a change order for the excess."
You are billing beyond the contract quantity. Get a change order approved and applied for the extra work; the contract quantity then rises and the work becomes billable.
"Certifying a bill on this project requires …"
A Project Manager can certify only where they are ticked Certifies on the project's Team. The project's named manager has it automatically; a Company Admin can certify anywhere.
"… has already been invoiced."
Each certified bill is invoiced once. Credit notes are not in the app yet — contact support if an issued invoice needs correcting.
"Allocating … to INV…, which has … outstanding…"
You allocated more than the invoice still owes. Allocate up to its balance; anything extra stays on account. See Payments.
"This payment allocates across two projects. Record one payment per project…"
Split the receipt: record one payment per project.
"This payment is BOUNCED, which is terminal."
A bounced cheque cannot be revived. When the client re-presents it, record it as a new payment.
"Connect your Stripe or Razorpay account to collect online…"
Pay-online links always use your company's own gateway account. Your Company Admin connects one under Integrations. The invoice must also be issued (not draft) and unpaid.
"Taking … to zero is an OMISSION, not a QUANTITY_CHANGE."
Removing a line's whole quantity is an omission. Change the line's kind to Omission in the change order.
AI
"Your company has used this month's AI credits…"
Credits are shared by the whole company and reset on the 1st of the month. To get more now, your Company Admin requests a larger plan under Subscription & billing or writes to support. See AI credits.
"This conversation has reached its credit limit. Start a new conversation to continue."
Click New chat. Long conversations have their own limit.
"You are sending messages faster than the assistant allows. Please wait a moment."
Wait a minute and send again.
"Your role cannot create this document; someone who can must confirm it."
A draft is confirmed with the confirming person's permissions. Ask someone whose role can create that record. See Drafts to review.
"This proposal is expired and cannot be confirmed."
Drafts expire. Run the agent again, or ask the Assistant again, for a fresh draft.
"The run was interrupted (the server restarted). Run it again."
Click Run again — nothing was half-created.
"That file type is not accepted…" / "The document is larger than 20 MB." / "Images must be under 5 MB…"
Use a PDF, JPG, PNG or WEBP; compress large files; resize large photos. Attachments are kept for about an hour — if one is "no longer available", attach it again.
"Microphone access is blocked…"
Allow the microphone from your browser's site settings (the icon at the left of the address bar), then try again.
Files and drawings
"Revision … already exists. Revisions are never replaced…"
Upload the new drawing under a new revision code (C → D). See Drawings.
"The current revision cannot be cancelled — the site would be left with no drawing."
Issue the replacement revision first; the old one is then superseded.
"The file is named .pdf but its content is PNG…" / "This file is larger than the 50 MB limit."
Rename the file to match what it really is, or upload the right file. Split or compress anything over 50 MB.
Still stuck?
Write to support@zaptiz.com with the exact message and a screenshot — see Contact support for what to include.