New opportunity

Opportunities page

The term "Opportunity" refers to how you save the contact and site details of a lead, the approximate budget, the target site area, and assign some Cloud-specific attributes that help you analyze your sales pipeline and conversions.

You can move opportunities across different opportunity stages (from a lead to a confirmed customer), and you can fully customize those stages.

In other words, an opportunity is a project you're about to win.

Adding products

Visual quoting

Client-Selectable

Add products and labor to the quote by searching for them in the catalog or creating them on the fly in the quote. Assign products and labor to the work site room/location, project phase, and technological system if you or the customer wants to be methodical.

You can add notes, to-dos, and files to each location or system, which helps you collaborate more easily with your team.

Cloud offers a wide array of features, such as drawing-based quotes, item validation, customer opt-in for items, product-associated labor, product-level discount, project-level discount, and margin review, to make quoting extremely efficient.

Product grouping

Pricing summary

On Cloud, the quote is for internal use only. With just a single click, you can convert a quote into an appealing proposal that you can share with the customer in person or electronically.

You can choose a layout and template, change colors and fonts, and customize each section of the proposal.

The customer's acceptance of the proposal marks the end of the sales process and the beginning of project execution.

Projects page

Task template

Project Time Tracker

On Cloud, a "Project" is automatically created when you mark an opportunity as Won. When a project is created, Cloud carries over everything from the opportunity and the quote: notes, files, items, payment schedule, and so on.

To execute a project, you need to first create tasks in the project with the expected effort and actions at the work site and associate the relevant products. Then you need to schedule the tasks as events and assign technicians to each.

Technicians see their tasks in their view (Field User view), complete them, mark them as completed, and log the time spent on the tasks. This way, you can track the project's real-time progress on the Project Overview dashboard.

With access to features such as Procurement, Inventory Management, Time Tracking, and Billing in the project view, you can do most of what you need to execute a project on Cloud.

Adding plan features

Plans in the quote

Renewing a contract

You can include a "Service Plan" in the project quote or in a separate service quote, then send it as a service proposal.

You can set a fixed base price or a price based on product and/or labor, and add well-defined service plan features. You can let the customer choose the plan length and billing frequency.

You can set service plans to auto-renew on or after completion, with a percentage increase in the base price to account for product aging and inflation.

Scheduling a call

Call timer

Service dashboard

Once a service or monitoring contract has started, you can log service calls for it from the back office. The service call interface lets you note the issue, assign a technician, schedule a site visit, and repair, replace, or add a new product if needed.

In the technician's view for service calls (Field User view), the technician can note the actual issue, the steps taken to fix it, and any remaining work. The back office can view updates and monitor all calls from the Service Management dashboard.

The Field User view includes a mechanism to clock in and out of a service call, making it super easy to track time. The tracked time is instantly synchronized with the back office view as time entries.

Products

Labor

The term "Item" covers a wide range of customer requirements you can add to a quote from your catalog: products, labor, allowances, subscriptions, packages with products and/or labor, alternates for customers to choose from, and more.

The term "Item" in the documentation or user interface suggests it applies to all item types.

D-Tools Library

CSV import

Catalog is a place on Cloud where you create and store all your items. You can add products from D-Tools Library (a library with products from thousands of D-Tools partners), QuickBooks Online, and your own products via CSV files. If you want us to add vendors that don't exist in the D-Tools Library, you can request it, and we'll do so.

You have heaps of flexibility to manage thousands of products using Cloud's automation features, such as supplier-provided pricing, category rules, and inventory tracking.

Brand rule

Review updates

For the labor items and products you have added manually, you will need to set the cost and price.

For products and items created using products (packages, alternates, etc.), you can use the supplier rule and the brand rule to automate pricing or set it manually. You can always change the pricing of an item in the quote after you add it.

Product costs and prices can change at any time, which matters when you build large quotes over weeks or months. Cloud has a Review updates from catalog feature that lets you update product prices just before you create and send the proposal.

Suppliers page

Ordering in catalog view

Ordering in project view

Ready to Order page

The product's "Supplier" is crucial to using the Procurement feature. You can build the list of suppliers on Cloud along with the dealer account number, shipping method, and payment method in one of the following ways:

All these suppliers are listed under "Settings > Catalog > Suppliers" in the left navigation menu. Once you link products to suppliers, procurement becomes much easier on Cloud.

You can create a purchase order (PO) for a specific supplier, add multiple products linked to that supplier, and send a printed copy or send it electronically. You can create purchase orders from the catalog view, project view, or the Purchase Orders page in the left navigation menu. You can also add products to existing draft purchase orders that you haven't sent to the supplier yet.

To facilitate bulk orders, Cloud has a Ready-To-Order feature that lets you mark products "Ready-To-Order" across multiple projects; these products are listed on the Ready-To-Order page. From this page, you can place bulk orders with preferred suppliers.

Warehouse

Mark as inventory-tracked item

Inventory status

Reserve inventory-tracked item

Inventory Management is an optional feature that you can enable to track the consumption of selected products (also called "Inventory-Tracking Items") used in Cloud projects. You can see real-time On-Hand, Available (for projects), Allocated (to projects), and Needed (in projects) quantities in the inventory view.

If you use the Procurement feature on Cloud, you can see ordered product quantities in the inventory view. This is because the Procurement feature is closely coupled with Inventory Management. You can place orders from the inventory view, with Cloud showing the exact quantities required across projects, and check in shipments directly into the warehouse using handheld scanners.

You can replicate your warehouse in Cloud, reserve and unreserve products in projects, manually adjust on-hand quantity, and check product check-in, usage, and movement history.

Multiple milestones

Partial milestone payment

Cloud uses a common framework and methodology to bill for projects, change orders, contracts, subscriptions, and calls. You select the project milestone, recurring payment instance of a contract or subscription, or call, then create an invoice with the payment modes.

You can download the invoice and hand it to the customer or send it electronically. Invoices are numbered sequentially across projects, contracts, subscriptions, and service calls, and you can track their statuses from creation through payment receipt.

If invoicing for every milestone feels cumbersome, you can combine multiple milestones into a single invoice. You can also collect payment for a milestone across multiple invoices.

Automate invoices

Invoices page

With service contracts and subscriptions on a fixed billing frequency and predefined billing dates, you can use Invoice Creation automation to automatically create invoices and send them to the customer on the billing dates.

If you want to manage invoices manually, Cloud has an "Invoices" page where you can create and send invoices for all your projects, contracts, and subscriptions.

Merchant onboarding

D-Tools Payments

Enroll in Auto Pay

Cloud goes beyond automatically sending invoices. You can set up the Auto Pay feature for a contract's recurring payments, so they are debited from the customer's account without the customer's intervention. Customers can enroll in Auto Pay by selecting the Enroll in Auto Pay option on the invoice and can be unenrolled at any time.

Auto Pay is available with D-Tools Payments, D-Tools' homegrown payment processing solution. Once your merchant account is onboarded to Cloud, you can collect payments, monitor transactions and deposits, issue refunds, and handle chargebacks. Auto Pay is just one of many automation features available with D-Tools Payments.

Integrations

QuickBooks Online

Cloud supports integrations with a few well-known third-party software platforms, so you can integrate Cloud to enhance your business workflow without any disruption or delays. You need to have an account with the third-party software to enable the integration.

The following are the supported integrations.

The integrations are easy to enable and come with detailed documentation to implement their capabilities.