Requests for new projects come in under Offertes & facturen → Aanvragen (Quotes & invoices → Requests). You discuss them in the request itself, draw up a quote for them and convert the request into a project. The menu is visible with the add-on Offertes & Facturatie (Quotes & Invoicing). The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
How a request comes in
A request is submitted by a user with the right Project-aanvraag indienen (Submit project request). By default the roles klant (customer), aannemer (contractor) and tekenaar (draughtsman) have that right. The role admin does not have it by default, because that role assesses requests.
In the portal under Aanvragen the submitter fills in a form: Versturen naar (naam) (Send to (name)), E-mailadres ontvanger (Recipient's email address), Project-naam (Project name), Omschrijving (Description), Budget-indicatie (Budget indication), Gewenste eind-week (Desired end week), Bijlagen (Attachments) and Voorgestelde teamleden (Proposed team members). If the recipient has a Beamcore account, the request appears in their portal. If not, they get an email with a public link.
Tabs and statuses
- Ontvangen (Received): requests that have come in at your company. Users without the right Aanvragenlijst zien (View request list) only see requests addressed to them here.
- Verstuurd (Sent): requests you have submitted yourself.
- Archief (Archive): archived and converted requests.
A request has the status In afwachting (pending), Goedgekeurd (approved), Afgewezen (rejected) or Omgezet naar project (converted to project).
Discussing in the request
Open a request to see the description, the budget, the Voorgestelde teamleden, the Bestanden (Files) and the Gesprek (Conversation). With Bericht plaatsen (Post message) you send a message, optionally with attachments. The submitter can adjust the budget and the desired weeks through Meer → Aanvraag bijwerken (More → Update request). That change is added as a line in the conversation.
Under Meer you also find Alles downloaden (ZIP) (Download all (ZIP)). That option is there if the request has files and delivers all files in one go.
Drawing up a quote for the request
- In the request, click Offerte opstellen (Draw up quote). You need the right Offerte opstellen.
- The quote form opens with the project name as reference and one line. Fill in the lines and prices and click Aanmaken (Create).
- The quote is now listed as a draft under Offertes (Quotes). Open it there and click Versturen (Send). The submitter of the request gets a notification in the portal.
As soon as you draw up a quote, the request moves to the tab Archief. In the request you see the block Offerte (Quote) with number, status, version and total. Through the button Offerte you can then choose Offerte herzien (Revise quote), Offerte accepteren (Accept quote), Offerte afwijzen (Reject quote) and Offerte (PDF) (Quote (PDF)).
Approving and converting
- Click Goedkeuren & converteren (Approve & convert). The button is there at the status In afwachting and if you have the right Aanvraag goedkeuren + converteren (Approve + convert request).
- Confirm with Naar project-aanmaak (To project creation). The project form opens with the name, description, desired weeks and proposed team members from the request.
- Adjust what is needed and save the project.
After saving, the files of the request are copied to the project, the request gets the status Omgezet naar project and it is in the archive. If you do not want to take on the request, click Afwijzen (Reject) and enter a reason.
Requests to an external party
If a request goes to someone without a Beamcore account, they open the request through the public link. There they can choose Accepteren (Accept) or Weigeren (Decline) and upload a quote as a PDF of at most 20 MB. After accepting, the request gets the status Goedgekeurd.
Users with the right Aanvragenlijst zien see the table Ontvangen offertes (Received quotes) below the request. Per quote you choose Download, Goedkeuren (Approve) or Afwijzen. The external party gets the outcome by email.