New opportunity

Opportunities page

The term "Opportunity" refers to how you will 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 the stages are entirely customizable.

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

Adding products

Visual quoting

Client-Selectable

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

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

Cloud has 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 the layout and template, change the colors and fonts, and customize the individual sections in the proposal.

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

Projects page

Task template

Project Time Tracker

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

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

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

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

Adding plan features

Plans in the quote

Renewing a contract

A "Service Plan" can be included in the project quote itself or included in a separate service quote and sent as a service proposal.

You can set a fixed base price or set a price based on product and/or labor pricing, and add over 10 well-defined service plan features to the plan. You can allow the customer to choose the plan length and the billing frequency.

The service plans can be set for auto-renewal on or after completion, with a percentage increase in the base price to take product aging and inflation into account.

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 will let you note down the issue, assign a technician, schedule a visit to the site, and repair a product, replace a product, or add a new product if needed.

In the technician's view for service calls (Field User view), the technician can note down the actual issue, steps taken to fix, and what more needs to be done. The back office can see the updates and monitor all the calls from the Service Management dashboard.

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

Products

Labor

The term "Item" is used for a wide range of customer requirements you can add to a quote from your catalog: product, labor, allowance, subscription, package with products and/or labor, alternates for customers to choose from, and so on.

The usage of the term "Item" in the documentation or the user interface suggests that it applies to all types of items.

D-Tools Library

CSV import

Catalog is a place on Cloud where you will 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 you can also add 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 that we add them, and we'll do it.

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 manually added, you will need to set the cost and price manually.

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

The cost and price of products can change at any time, and this matters when you are building large quotes over weeks or months. Cloud has a Review updates from catalog feature that lets you update the price of the products just before you create the proposal and send it.

Suppliers page

Ordering in catalog view

Ordering in project view

Ready to Order page

The "Supplier" of the product is the crucial piece for 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 have linked the products to suppliers, procurement becomes way easier on Cloud.

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

To facilitate placing bulk orders, Cloud has a Ready-To-Order feature that lets you mark products "Ready-To-Order" in multiple projects, and all these products are listed on the Ready to Order page. Then, bulk orders can be placed with preferred suppliers from this page.

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 will be able to see the real-time On-Hand, Available (for projects), Allocated (to projects), and Needed (in projects) quantities of products in their inventory view.

If you are using the Procurement feature on Cloud, you will be able to see the Ordered quantities of products in their inventory view. This is because the Procurement feature is closely coupled with the Inventory Management feature. You can place orders from the inventory view, with Cloud giving you the exact quantities required across projects, and check in shipments directly into the warehouse using handheld scanners.

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

Multiple terms

Partial term payment

Cloud uses a common framework and methodology to bill for projects, change orders, contracts, subscriptions, and calls. You select the term (milestone) of the project, or the recurring payment instance of a contract or subscription, or the call, and create an invoice for it 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 the time they are created to when the payment is received.

If you find it to be cumbersome to invoice for every term, you can combine multiple terms in an invoice. If you want, you can collect payment for a term over multiple invoices.

Automate invoices

Invoices page

With service contracts and subscriptions using a fixed billing frequency and predefined billing dates, you can leverage the Invoice Creation automation, which creates invoices and sends them to the customer automatically on the billing dates.

If you want to manage invoices manually, Cloud has a page, "Invoices," from 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 a step further than just sending invoices automatically. You can set up the Auto Pay feature for the recurring payments of a contract, so the payments are debited from the customer without the customer's intervention. The customer will have a choice to enroll in Auto Pay by seeing the Enroll in Auto Pay option on the invoice, and can be unenrolled at any time.

Auto Pay is available with D-Tools Payments, a home-grown payment processing solution from D-Tools. Once your merchant account is onboarded to Cloud, you can collect payments, monitor transactions and deposits, issue refunds, and handle chargebacks from Cloud. 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, so you can fuse Cloud to enhance your business workflow without any disruption or delays. You will 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.