Managing quote change requests just got easier!

We’re introducing a new Quote Variations module to take control of this challenging process and simplify it.

Now, you can create multiple Variations for Project Quotes to track change requests and modify the scope of approved quotes by editing items.

It’s possible to change unit cost/price, quantity, or add items. In case of omission, some items might be removed from the scope. All items changed through variation (or newly added) are easily identified by the 'Changed' column, which flags modified rows.

To send a Quote Variation for approval, go to File → Send via E-mail, similar to how you send the main quote. The recipient receives an e-mail with a link to approve and can download the PDF.

After the final approval, the data from the quote variation is integrated into the parent quote, leading to several updates:

1. Quoted Price and Quoted Cost are adjusted, with new inputs showing aggregated change values from all approved variations: Quote Variation Price Change and Quote Variation Cost Change.

2. Quote Payments are updated: 

   1. Valuations - Archdesk recalculates Current Delivered and Total Delivered values,
   2. Payment Stages - Financial values for each stage are recalculated.
3. Financial Dashboard: Project Total Cost and Project Net Value are updated.
4. Project Budget: values related to Quotes are adjusted, while Total Variation Cost Change is visible on the budget as Quote Variations.

To ensure data consistency and prevent user errors, we implemented several validations, the most important are:

• Changes to the same item cannot be progressed in two separate variations,
• Items already delivered via quote valuation cannot be removed through a variation change.

⚠ To enable variations on your quotes, please contact Archdesk Support Team.

We’ve made it easier to get external approval for your project documents! 

Now, you can send project documents via email for external approval. The recipient receives an email with an external link to the document and is able to:

• preview document,
• download document,
• accept/decline document (with optional options to add comments and enter full name for identification).

Once a decision is made, whether the document is declined or approved, the Archdesk user receives an instant system notification with the external user's comments and full name. To ensure the security of your documents, the link expires and is no longer accessible after approval or decline.

⚠ To enable external approval of documents on your account, please contact Archdesk Support Team.

We simplified the document preview process and differentiated document views into Preview and Advanced modes:

• Preview - the default view displaying documents without annotations,
• Advanced - the advanced view displaying documents with annotations.

Additionally, Archdesk now supports various viewers, adjustable to match your company's tools:

1. Google Viewer
2. Microsoft Office Viewer
3. PDF Tron Viewer - This viewer does not support the differentiation between Preview and Advanced modes, so it operates as before without these options. 

This allows documents to be viewed in Archdesk just as they are in your preferred tools (e.g., .txt files will open as they do in Google).

⚠ To enable certain viewer on your account, please contact Archdesk Support Team.

Now, it’s possible to create a Purchase Invoice directly from the individual Purchase Order Valuation through Financial → Create Purchase Invoice. The invoice includes all items delivered within the selected valuation, retention configuration and general information such as company profile, company address, supplier, date, and due date. Custom input data is copied according to the system-wide rules, so when they have the same name and type, they are copied automatically from Purchase Order to Purchase Invoice.

Previously, to connect a Purchase Invoice with PO Valuation, it was required to start from the Purchase Invoice and then allocate it against a selected Purchase Order. With this release's development, users can complete this flow more simply, starting from the other way around.

Moreover, we also changed the location of the Create Amendment to the Financial section, as it was before in the File.

Now, it’s possible to upload the Purchase Order items via Excel file, using the same structure as in the exporter Excel file (you can download it from View → Templates). To upload an Excel spreadsheet, select Purchase Order and use File → Import.

Available columns scope:

• Reference

  • If item Reference from Excel Importer matches the already existing PO Item - item is updated,
  • If item Reference from Excel Importer doesn’t match the already existing PO Item - new item is created,
• Item - item’s name,
• Contracted Quantity - item’s quantity,
• Unit - item’s unit,
• Contracted Unit Price - item’s unit price,
• Other input, e.g. Cost Category, Budget Code, Dimensions, and custom inputs, work in a standard way as for other importers - the column in Excel must match the name from the system.

Now, there’s a possibility to record additional information on tender using forms.

There’s a way to log additional information during the tendering process to keep everything in one place. This includes questions and answers from tender participants, which can be added in Tender Forms and then shared via email if needed (submission email).

⚠ To create a new form on Project Tender on your account, please contact Archdesk Support Team.

We have introduced a cascade delete functionality for expenses associated with an employee’s timesheet. With this update, when a user deletes a timesheet record, the related expense record is automatically deleted. This improvement eliminates the need for separate deletion operations.

To provide more flexibility for the users, we added two more available actions for the document approval process: Abstain (Skip Stage) and Step Back. They work analogously to other modules, e.g., the Quote approval process. 

Now, it’s possible to use custom date attributes to calculate the total number of projects within a certain period. Thanks to that, the user can see on the dashboard how many projects are within the quarter range, based on custom input (in this case, it’s Order Date) vs how many there were last quarter. You can modify the ‘Compare with’ parameter according to your needs and select one: Don’t compare, Last Day, Last Week, Last Month, Last Quarter, Last Year (no change to previous behaviour). 

Previously, the base for comparisons was always the Project Creation Date, but now we have more flexibility with selecting date custom inputs. Optionally, the Project Last Update Date can be used.

⚠ To create/edit criteria on your widgets, please contact Archdesk Support Team.

Now, it’s possible to copy input values from the Employee’s form into the Employee details. You may, for example, request employees to fill in the Training Form and then, for every submission, copy it into their employee profiles.

⚠ To enable such automation on your account, please contact Archdesk Support Team.