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Your first project

The shortest real path from an empty company to a paid RA bill — each stage in order, what it needs before it, and the page that explains it.

Who
  • Company Admin

This is the order a job actually runs in Zaptiz, and the order the app expects. Each stage needs the one before it — a quotation needs a client, an award needs a sent quotation, an RA bill needs the contract BOQ the award creates. Follow it once end to end on a small job and the rest of the guide will make sense.

Most stages can be done by several roles. As the Company Admin you can do all of them yourself; the right-hand note on each says who normally does it.

CompanyClientRates & BOQQuotationAwardTeam & budgetSiteRA billInvoicePaid

Set up the company​

  1. Create your account and verify your email. You become the company's administrator. See Create your account.
  2. Finish the setup wizard. Enter the company name, GSTIN and — most important — the GST state code. Without the state code a tax invoice cannot work out CGST + SGST versus IGST. See Company setup.
  3. Add your people (optional for a first run). Give each person the role that matches their job. See Users and roles.

Win the job​

  1. Add the client. Sidebar › Clients › New client — code, name, GSTIN and state code. A quotation cannot be created without a client. Only a Company Admin can create a client. See Clients.
  2. Build your rates. Sidebar › Estimation › New rate analysis. Add material, labour and equipment components, overhead % and profit %. Units of measure are already loaded for your company; adding items to the resource master first lets components pull current rates, but a first analysis can use typed rates. See Rate analysis.
  3. Create the BOQ. Estimation › New BOQ (or Import BOQ for a client's Excel file). Add lines with quantities, and link each line to its rate analysis. See BOQ and Import a BOQ.
  4. Quote it. Sidebar › Commercial › Quotations › New quotation, choose the BOQ under From BOQ and the Client, then Create draft. Open the draft and click Send to client. See Quotations.
  5. Award the contract. When the client accepts, open the quotation and click Award contract. Fill in the project name, the site's State code, Retention % and Advance %, then Award contract. This creates the project and freezes the contract BOQ. Only a quotation that has been sent (or is under negotiation) can be awarded, and only a Company Admin can award. See Contracts.

Set up the project​

  1. Put the team on the project. Apart from the Company Admin, nobody can open a project until they are on its team. Open the project › Team. See Project team.
  2. Derive the budget. Project › Budget › Create budget › leave Source BOQ blank to use the contract BOQ › Derive budget. The budget is built at rate-analysis cost, so it carries no profit — the gap between contract and budget is your planned margin. See Budget.
  3. Set the programme (optional for a first run). Dates and tasks on the Schedule tab.

Run the site​

  1. Buy and receive material. Site raises a material request, the project manager approves it, procurement turns it into a purchase order, and stores records the goods receipt. See Material requests, Purchase orders and Goods receipts.
  2. Record the work. Daily progress reports and the muster roll from the Site and Labour tabs. See DPR and Labour.
  3. Record variations as they arise, so they can be billed once approved. See Change orders.

Bill and get paid​

  1. Draft the RA bill. Project › Billing › New RA bill. Enter the cumulative quantity executed to date against each BOQ line, then Draft bill. Usually the QS / Estimator. See RA bills.
  2. Submit and certify. Open the bill › Submit to client. When the client's QS returns their figures, Certify… › Certify in full (or certify with reductions). Usually the Project Manager.
  3. Raise the tax invoice. On the certified bill, Raise tax invoice… › Raise draft invoice, check it, then Issue invoice. Usually the Accountant. See Tax invoices.
  4. Record the payment. Sidebar › Finance › Payments › Record payment, allocate it to the invoice, then Mark cleared when the money is in the bank. Or send a pay-online link from the invoice. See Payments.
  5. Check the numbers. The project's Budget tab and Financials now show contract, cost, progress and forecast margin.

A worked example​

One BOQ line, so the figures can be checked by hand:

StepFigure
Rate analysis, M25 concrete per cum₹3,000 material + ₹800 labour + ₹200 plant = ₹4,000; +10% overhead = ₹4,400 cost; +8% profit = ₹4,752
BOQ and contract, 500 cum₹23,76,000
Budget, 500 cum at cost₹22,00,000 — planned margin ₹1,76,000
RA 1, 200 cum certifiedGross ₹9,50,400; retention at 10% ₹95,040
Tax invoice, 18% GST, same stateTaxable ₹9,50,400; CGST + SGST ₹1,71,072
The rule that matters

GST is charged on the gross value of work certified — ₹9,50,400 above — never on the amount left after retention.