Construction, Contracting, and Project Management
A job in the construction and contracting sector begins with acquiring a sales opportunity and continues through project delivery and warranty processes. Throughout this process, customer relations, offers, contracts, site tasks, procurements, subcontractors, materials, expenses, and documents must be managed together.
XtraCRM integrates CRM, sales, project, task, procurement, inventory, finance, fleet, and document management features to ensure that headquarters and field teams work together based on the same up-to-date information.
How does the process work in the sector?
The process usually starts with a customer request, tender, or new project opportunity. The job scope, location, approximate budget, delivery expectations, and technical requirements are determined. After exploration and evaluation, an offer is prepared.
When the offer is accepted, contracts, job scope, project team, planned dates, and budget information are established. The project is divided into phases, work items, and tasks, which are assigned to the responsible parties.
During implementation, procurement processes are conducted for materials and service needs. Site progress, subcontractor work, expenses, change requests, and documents are recorded. When the work is completed, provisional or final acceptance, incomplete tasks, delivery documents, and the warranty process are followed up.
How is XtraCRM adapted to your company's working method?
Each construction and contracting company has different project types, task distributions, and approval structures. In XtraCRM, custom fields, sales stages, project tasks, forms, and workflows can be configured according to your company's current system.
You can create your sales process from the stages “New Opportunity, Pre-Evaluation, Discovery Planned, Proposal Being Prepared, Proposal Submitted, Revision, Negotiation, Contract, and Won.”
You can track your project process with stages such as “Project Opening, Planning, Preparation, Implementation, Control, Incomplete Works, Provisional Acceptance, Final Acceptance, and Warranty.”
You can define different special fields and processes for residential, commercial buildings, infrastructure, industrial facilities, renovation, and maintenance works.
Project-specific fields you can use
Project and contract number
Customer and employer information
Project type
Site and implementation address
Project manager and field team
Contract start and end date
Planned and actual delivery date
Contract and proposal amount
Budget and cost center
Scope of work
Project progress rate
Main contractor and subcontractors
Subcontractor and supplier information
Permit, license, and document status
Progress payment period and status
Guarantee and warranty information
Occupational health and safety inspections
Provisional and final acceptance status
Incomplete and defective work
Project-specific notes
Position, neighborhood, block, phase, measurement or similar information used by your company can also be added as custom fields.
Manage customer, tender, and proposal processes
New customer requests, tender invitations, and project opportunities can be tracked via CRM. The type of work, estimated budget, delivery expectations, and decision date can be recorded in the opportunity entry.
If a site survey is required, a task can be assigned to the relevant personnel. Survey notes, photos, and customer requests can be added to the opportunity record.
Prepared proposals, revisions made, and customer communications can be viewed together in the history. For lost business, reasons such as price, duration, technical adequacy, or competitor preference can be recorded.
Divide projects into phases and tasks
Completed contracts can be opened as projects. Projects can be divided into main phases such as preparation, implementation, inspection, and delivery.
Tasks to be done under each phase can be defined. The following information can be tracked for tasks:
Responsible employee or team
Start and end date
Priority
Status of the work
Completion percentage
Associated project or customer
Description and checklist
Files and photos
Approval or tracking information
Interdependent tasks can be sequenced so that tasks that should not start before previous ones are completed can be identified. Delayed tasks and upcoming delivery dates can be monitored.
Organize communication between headquarters and field
Needs, problems, and tasks identified in the field can be created as tasks or records. They can be associated with the relevant project, location, and responsible person.
Field personnel can add the performed work, description, photo, or relevant document to the record. Headquarters teams can track the current status and create new tasks or directions.
Thus, important decisions are prevented from remaining only in messaging groups, and the project history is preserved.
Track subcontractor and supplier processes
Subcontractors and suppliers can be managed as company records. Contact information, work areas, related projects, proposals, orders, and documents can be associated with the same account.
Subcontractor tasks can be monitored through project assignments. The scope of work, planned date, responsible person, completion status, and inspection results can be recorded.
Subcontractor contracts, qualification documents, and other documents can be stored in the related company or project record. Tasks can be created for document expiration and renewal dates.
Manage purchasing and material requirements
Purchase requests and orders can be created for materials or services needed in the project. Product, quantity, supplier, expected delivery date, and project connection can be tracked.
Offers from different suppliers and order statuses can be recorded. The expected delivery date of the ordered material can be monitored.
Received materials can be linked with stock and warehouse records. This way, it is possible to see which product was ordered when, which project it will be used for, and whether delivery has been completed.
XtraCRM does not replace automatic surveying or quantity measurement software in this structure; it enables the results prepared in these systems to be linked with project, purchasing, and cost processes.
Monitor stock and warehouse movements
Products in central warehouse or different stock areas can be tracked. Product cards can hold codes, units, categories, and special information required by the business.
Materials to be sent to the project can be evaluated along with ordering and stock processes. Products approaching critical levels and pending purchases can be tracked.
If a special stock arrangement is required for the construction site, information such as project, site, block, or usage area can be recorded with custom fields.
Track project expenses and costs
Materials, services, transportation, accommodation, equipment, and other expenses related to the project can be linked with the relevant project or cost center.
Supplier, date, amount, currency, category, document, and approval status can be tracked in expenses. Expenses requiring approval can be directed to relevant managers according to the company's authorization structure.
The financial status of the project can be monitored by evaluating the budget together with recorded orders and expenses.
Configure progress payment processes according to your company
Special fields such as period, sequence number, progress rate, gross amount, deductions, approval status, and payment date can be created for progress payments.
The progress payment process can be tracked through the stages "Preparing, Awaiting Review, Submitted to Employer, Revision, Approved, Invoiced, and Collected."
For each progress payment period, tasks such as review, document preparation, approval, and invoicing can be assigned to the relevant personnel.
This structure does not replace progress payment calculation software; it enables tracking of the workflow, document, approval, invoice, and collection status of prepared progress payments.
Manage change and additional work requests
During the project, additional work and change requests can be created by the customer, field, or technical team. The description, reason, cost, and duration impact of the request can be recorded.
Stages for evaluation, pricing, and customer approval of change requests can be established. Approved additional works can be linked to the project as new tasks, proposals, or orders.
This prevents verbal additional work requests from being lost and uncontrolled start of unapproved work.
Manage project documents in a single centralized location
Contracts, projects, drawings, surveys, proposals, meeting minutes, field photos, quality certificates, and delivery documents can be stored under the relevant project.
Document revisions and current files can be tracked in a controlled manner. Documents requiring review or approval can be directed to responsible personnel.
Access to files and records can be restricted based on employees' roles and permissions. This reduces the risk of using outdated drawings or documents.
Track vehicle and fleet processes
Company vehicles can be managed in the Fleet section with license plate, brand, model, mileage, insurance, and inspection information.
Vehicles can be assigned to employees or departments. Assignment purpose, start and return mileage, delivery status, and notes can be recorded.
Vehicle maintenance history, maintenance costs, and next service date can be tracked. Site or project information can be added to vehicle assignments via custom fields.
Manage quality, deficiencies, and acceptance processes
Deficient or noncompliant work identified during field inspections can be opened as tasks. Location, responsible subcontractor, final completion date, photos, and inspection results can be recorded.
Deficient works can go through the stages "New, Responsible Assigned, Correcting, Awaiting Review, and Closed."
Preliminary inspections before provisional and final acceptance can be tracked with task lists. Acceptance protocols and delivery documents can be stored in the project record.
Track the maintenance and warranty period
Warranty start and end dates can be recorded after project delivery. Requests under warranty can be linked to the customer and project records.
Requests can be assigned to the relevant team or subcontractor; actions taken, materials used, and resulting solutions can be recorded.
Reminders can be created for responsible persons for projects with approaching warranty periods and ongoing customer requests.
Define authorizations according to task distribution
Different access rights can be defined for sales, project management, field, purchasing, warehouse, finance, and management teams.
For example, field workers can update tasks assigned to them, while the purchasing team manages supplier and order processes. The finance team can access expense, invoice, and collection records.
Company managers can monitor the overall progress of projects, overdue tasks, and financial status.
Establish a measurable structure for management
Sales opportunities, ongoing projects, upcoming delivery dates, overdue tasks, pending purchases, missing documents, and open field tasks can be tracked on management screens.
The following information can be evaluated based on customer, project, site, responsible team, or period:
Ongoing sales opportunities
Conversion rate of quotes to contracts
Project and task progress status
Overdue tasks
Tasks assigned to subcontractors
Pending purchase orders
Project expenses and budget status
Progress of progress payments, invoices, and collections
Incomplete and non-compliant tasks
Upcoming document and contract dates
Vehicle assignment and maintenance information
Ongoing requests under warranty
XtraCRM does not force your company into a fixed project model. By customizing CRM, project, task, procurement, inventory, finance, fleet, and document processes with custom fields and workflows to fit your working style, you can make the entire process—from the initial customer request to project delivery and warranty period—more organized, measurable, and trackable.