System

Migration from Zoho

The object inventory for the move off Zoho. Every source application, every form inside it, its record count, and the module it lands in. Spreadsheets currently held outside Zoho are inventoried alongside it. Primavera P6 is retained as an integration rather than migrated.

Source systems

7 Creator apps, CRM, Books, People, Sign

Objects

11 superseded rather than migrated

Records

748k

709k mapped and loaded

Deluge script

35.5k

lines of Deluge in the source applications

Exceptions

98,000 records, 0 blockers

No dry run recorded yet

A dry run loads all 748,210 records into a parallel environment, recomputes every derived figure (contract sums, claim values, retention, project margin) and reconciles them against the source figure line by line. Anything that does not reconcile is listed as an exception with a proposed resolution. Nothing is written back to Zoho; the export credentials are read-only.

Supporting tools in use

20 third-party tools and manual steps currently sit alongside the Zoho applications to complete a workflow. Each is listed against the function it supports so it can be retired or re-pointed at cutover.

Zoho Sheet for the rate build-upsA Zapier hop to get the PDF into DriveManual re-key into Books when a quote is wonAn Excel sheet per project for the cost reportZoho Flow to copy variations into the claim appA shared Drive folder for site photosExcel for the retention registerManual GST recalculation before it hits BooksA separate app just to generate the s.68 claim formZoho Creator mobile app for field data captureA nightly Deluge job to roll hours into project costExcel export every Monday for payrollZoho Sign for SWMS sign-onA separate Forms app for Take 5s because Creator's offline mode drops themExcel for the ticket expiry matrixExcel for the store stock countManual PO email out of Zoho MailRe-key of supplier invoices into BooksZoho WorkDrive for the actual filesA transmittal spreadsheet the head contractors insist on

66 shown

Object	Source	Records	Fields	Lands in	Outcome
QClad Quoting Zoho Creator owned by Dylan Fraser · built 2021 · 4,180 lines of Deluge 49,540 records
Tender_Register	QClad Quoting	1,842	34	Tenders	Mapped
Tender_Line_Item	QClad Quoting	41,206	18	Tender lines	Mapped
Rate_Schedule 46 live rates plus 566 superseded versions. Only live rates come across as rates; the rest become rate history.	QClad Quoting	612	22	Pricing schedule	Mapped
Rate_Buildup	QClad Quoting	3,190	14	Rate cost build-up	Mapped
Quote_PDF_Log A log of which PDFs got generated. The document is generated on demand here, so there is nothing to log.	QClad Quoting	2,204	8	-	Superseded
Client_Contact	QClad Quoting	486	21	Clients	Mapped
QClad Projects Zoho Creator owned by Marcus Deng · built 2021 · 7,940 lines of Deluge 102,396 records
Project_Master	QClad Projects	318	41	Projects	Mapped
Project_SOR_Line	QClad Projects	9,884	16	Schedule of rates	Mapped
Variation_Register	QClad Projects	2,106	27	Variations	Mapped
Variation_Line	QClad Projects	8,412	12	Variation lines	Mapped
Site_Diary	QClad Projects	14,820	19	Site diaries	Mapped
Project_Photo 61,408 photos, 214 GB in Zoho WorkDrive. Migrated by reference in the first pass, then bulk-copied over a weekend.	QClad Projects	61,408	7	Diary attachments	Mapped, review
Programme_Milestone	QClad Projects	4,260	11	Project programme	Mapped
Cost_Report_Snapshot A monthly frozen copy of a spreadsheet cost report. Superseded by the live project position; loaded as read-only history.	QClad Projects	1,188	24	-	Superseded
QClad Claims & Variations Zoho Creator owned by Janelle Roe · built 2022 · 5,320 lines of Deluge 55,470 records
Progress_Claim	QClad Claims & Variations	2,884	32	Progress claims	Mapped
Claim_Line	QClad Claims & Variations	46,180	15	Claim measures	Mapped
Payment_Schedule	QClad Claims & Variations	2,640	18	Certification	Mapped
Retention_Register Currently reconciled by hand against an Excel sheet each month. Here it is computed from certified claims.	QClad Claims & Variations	318	12	Retention	Mapped
Sub_Claim	QClad Claims & Variations	3,402	21	Subcontractor claims	Mapped
BIF_Notice	QClad Claims & Variations	46	14	Claim notices	Mapped
QClad Timesheets Zoho Creator owned by Rebecca Tunstall · built 2022 · 6,610 lines of Deluge 281,306 records
Day_Card The single largest object. Four years of day cards at ~55 people a day.	QClad Timesheets	214,806	17	Timesheets	Mapped
Timesheet_Approval	QClad Timesheets	46,240	9	Approval trail	Mapped
Allowance	QClad Timesheets	18,940	11	Allowances	Mapped
Payroll_Export_Log The Monday Excel export. Replaced by a direct payroll extract from the same rows.	QClad Timesheets	214	6	-	Superseded
Crew_Roster	QClad Timesheets	1,106	13	Crews	Mapped
QClad HSEQ Zoho Creator owned by Sam Kirkwood · built 2023 · 5,880 lines of Deluge 156,594 records
SWMS	QClad HSEQ	604	28	Health & safety	Mapped
SWMS_Signon	QClad HSEQ	38,412	8	SWMS sign-on	Mapped
Take5 Held in a separate Zoho Forms app because Creator's offline mode drops records where there is no signal. Loaded against the Take 5 register.	QClad HSEQ	96,840	12	Take 5s	Mapped
Incident	QClad HSEQ	486	34	Incidents	Mapped
Toolbox_Talk	QClad HSEQ	3,218	10	Toolbox talks	Mapped
Competency_Ticket Ticket expiry matrix.xlsx holds the same data and loads into this object; the two are maintained separately today.	QClad HSEQ	1,842	15	Tickets & competencies	Mapped
Site_Induction	QClad HSEQ	4,106	12	Inductions	Mapped
ITP	QClad HSEQ	1,204	19	ITPs & handover	Mapped
ITP_Item	QClad HSEQ	9,882	14	ITP hold points	Mapped
QClad Procurement Zoho Creator owned by Toby Ellison · built 2023 · 3,440 lines of Deluge 25,806 records
Purchase_Order	QClad Procurement	4,218	26	Purchasing	Mapped
PO_Line	QClad Procurement	16,940	13	PO lines	Mapped
Goods_Receipt	QClad Procurement	3,886	11	Receipts	Mapped
Supplier	QClad Procurement	214	19	Suppliers	Mapped
Material_Master	QClad Procurement	486	21	Materials	Mapped
Subcontractor	QClad Procurement	62	24	Subcontractors	Mapped
QClad Document Control Zoho Creator owned by Grace Lindqvist · built 2024 · 2,120 lines of Deluge 11,442 records
Transmittal	QClad Document Control	2,640	17	Document control	Mapped
Drawing_Register	QClad Document Control	8,204	22	Drawings	Mapped
Handover_Pack	QClad Document Control	186	15	Handover	Mapped
Warranty	QClad Document Control	412	13	Warranties	Mapped
Zoho CRM Zoho CRM owned by Nathan Carter · built 2020 18,382 records
Accounts	Zoho CRM	486	38	Clients	Mapped
Contacts	Zoho CRM	1,204	41	Client contacts	Mapped
Deals Overlaps the Tender_Register in Creator: the same tender exists in both, keyed differently. Deduplicated on client and site during the load.	Zoho CRM	1,886	32	Tenders	Mapped
Activities	Zoho CRM	14,806	18	Client activity	Archive only
Zoho Books Zoho Books owned by Rebecca Tunstall · built 2020 14,380 records
Invoices	Zoho Books	3,106	29	Invoicing	Mapped
Bills	Zoho Books	6,842	26	Supplier invoices	Mapped
Chart_of_Accounts The ledger stays where it is. QClad keep their accounting package; this system posts to it and reads the payment status back.	Zoho Books	214	12	-	Integration
Payments	Zoho Books	4,218	14	Payment status	Integration
Zoho People Zoho People owned by Rebecca Tunstall · built 2022 6,488 records
Employee 58 current, 84 past employees. Past employees migrate for the timesheet history to stay whole.	Zoho People	142	46	People	Mapped
Leave	Zoho People	6,204	12	Leave	Mapped
Onboarding_Checklist	Zoho People	142	18	-	Archive only
Zoho Sign Zoho Sign owned by Sam Kirkwood · built 2023 9,842 records
Signed_Documents Signature images and audit trails come across as attachments against the SWMS or subcontract they belong to.	Zoho Sign	9,842	9	Signed records	Mapped, review
Excel, the sheets not yet in the system Excel owned by Rebecca Tunstall 3,484 records Sheets maintained outside Zoho, mostly covering functions not yet built there. Each is a view of data that already exists in another object, so they are superseded rather than migrated.
Project cost report (one per live job) Rebuilt from claims, timesheets and purchase orders. It is the live project page.	Excel, the sheets not yet in the system	24	60	Project position	Superseded
Retention register.xlsx	Excel, the sheets not yet in the system	318	14	Retention	Superseded
Ticket expiry matrix.xlsx	Excel, the sheets not yet in the system	1,842	9	Tickets & competencies	Superseded
Store stock count.xlsx	Excel, the sheets not yet in the system	486	11	Materials	Superseded
Plant & EWP hire tracker.xlsx	Excel, the sheets not yet in the system	214	12	Purchasing	Superseded
Tender register (estimating copy).xlsx	Excel, the sheets not yet in the system	486	22	Tenders	Superseded
Subcontractor insurance tracker.xlsx	Excel, the sheets not yet in the system	62	15	Subcontractors	Superseded
Weekly labour forecast.xlsx	Excel, the sheets not yet in the system	52	18	Timesheets	Superseded
Primavera P6 Primavera owned by Marcus Deng 13,080 records Retained as an integration rather than migrated: the head contractors programme in P6. Activity IDs are held against the project so a P6 update lands on the right job, and dates read in both directions.
Activity (imported)	Primavera P6	4,260	16	Project programme	Integration
Resource assignment	Primavera P6	8,820	12	Programme resourcing	Integration

Spreadsheets held outside Zoho

Each of these is a view of data that already exists in another object, so they are marked Superseded rather than migrated. The target module that reproduces each one is listed against it.

Project cost report (one per live job) → Project position
Retention register.xlsx → Retention
Ticket expiry matrix.xlsx → Tickets & competencies
Store stock count.xlsx → Materials
Plant & EWP hire tracker.xlsx → Purchasing
Tender register (estimating copy).xlsx → Tenders
Subcontractor insurance tracker.xlsx → Subcontractors
Weekly labour forecast.xlsx → Timesheets

Primavera P6

Retained as an integration rather than migrated: the head contractors programme in P6. Activity IDs are held against the project so a P6 update lands on the right job, and dates read in both directions.

Activity (imported) 4,260 Integration
Resource assignment 8,820 Integration

Activity IDs are held against the project (QRSAUP is QRSAUP.RC.4400, Saraji is SAR.WSU.2200), so a P6 update lands on the right job and dates read in both directions.

Field by field, for the highest-volume objects

Fields marked derived are not imported: they are stored figures that the target computes instead. A contract sum becomes the sum of its lines, retention a calculation on certified claims, and GST 10% of the net.

Project_Master QClad Projects 318 records

Zoho field	Type		QClad field	Type	Rule
Project_Number	Single Line	→	code	text	Kept verbatim. QClad's own numbering is the key everywhere else. Clean
Project_Name	Single Line	→	name	text	Straight copy Clean
Client_Lookup	Lookup → Client_Contact	→	client	ref → Clients	Resolved to the deduplicated client, since the same head contractor exists in both Creator and CRM. Transform
Site_Address	Address	→	site + state	text + enum	Split; state parsed out of the address and validated against AU states. Transform
Contract_Value	Currency	→	-	derived	Not imported. The contract sum is the sum of the schedule-of-rates lines, so a typed total can never disagree with them again. Decision
Status	Dropdown (11 values)	→	status	enum (7 values)	Eleven Zoho values collapse to seven. 'Awaiting PO', 'PO received' and 'Pending start' all become Awarded. Transform
PM_Email	Email	→	pm	ref → People	Matched to the person record by email; 4 historic PMs no longer employed resolve to their archived record. Transform
Retention_Pct	Decimal	→	retention	decimal	Straight copy Clean
P6_Activity_ID	Single Line	→	p6	text	Kept, this is the join to Primavera. Clean
Cost_Report_Link	URL → WorkDrive	→	-	-	Dropped. The link points at an external spreadsheet superseded by the project position page. Decision

Day_Card QClad Timesheets 214,806 records

Zoho field	Type		QClad field	Type	Rule
Employee	Lookup → Employee	→	person	ref → People	Straight copy Clean
Date	Date	→	date	date (ISO)	Zoho stores dd-MMM-yyyy; parsed to ISO with the Brisbane offset. Transform
Project	Lookup → Project_Master	→	project	ref → Projects	Straight copy Clean
Task_Text	Multi Line	→	task	text	Free text today. Kept as written, and a rate code is inferred where the wording matches a schedule item, 84% match rate on the sample. Decision
Hours	Decimal	→	hours	decimal	Straight copy Clean
OT_Hours	Decimal	→	otHours	decimal	Straight copy Clean
Approved_Flag	Checkbox	→	status	enum	Checkbox plus the separate approval record become one status: Draft, Submitted, Approved or Queried. Transform
Cost_Rate_Snapshot	Currency	→	-	derived	Not imported. Cost is read off the person's rate at the date of the card, so a rate change no longer needs a back-fill script. Decision

Progress_Claim QClad Claims & Variations 2,884 records

Zoho field	Type		QClad field	Type	Rule
Claim_Number	Auto Number	→	id	text	Kept verbatim, these appear on lodged statutory documents and cannot be renumbered. Clean
Project	Lookup	→	project	ref → Projects	Straight copy Clean
Claim_Period	Date	→	period	month	Straight copy Transform
Claimed_Amount	Currency	→	-	derived	A lodged claim's amount is frozen against the measure it was cut from, so the figure is reproducible rather than stored twice. Decision
Retention_Amount	Currency	→	-	derived	Computed at the contract's retention rate. This is the number the Excel retention register exists to double-check today. Decision
GST	Currency	→	-	derived	10% of the net. Today it is recalculated by hand before the claim reaches Books. Decision
Status	Dropdown (8 values)	→	status	enum (6 values)	'Submitted (awaiting schedule' and 'Submitted) overdue' become one status with the BIF clock computed from the lodgement date. Transform
Payment_Schedule_Date	Date	→	certifiedOn	date	Straight copy Clean
Books_Invoice_Ref	Single Line	→	invoice	ref → Invoices	Straight copy Clean

Take5 QClad HSEQ 96,840 records

Zoho field	Type		QClad field	Type	Rule
Submitted_By	Lookup → Employee	→	person	ref → People	Straight copy Clean
Submitted_On	DateTime	→	date	date	Straight copy Transform
Project	Single Line (typed)	→	project	ref → Projects	Typed free text in the Forms app. Matched to a project by name; 1,204 records (1.2%) need a human eye, they are listed as exceptions. Decision
Hazard_1..5	5 × Single Line	→	hazards[]	text[]	Five fixed columns collapse to a list, so a sixth hazard no longer needs a schema change. Transform
Control_1..5	5 × Single Line	→	controls[]	text[]	Straight copy Transform
Offline_Sync_Flag	Checkbox	→	-	-	Dropped. The flag marks records the source app failed to sync; the target captures and syncs offline natively. Decision

What did not reconcile, and what we did about it

Records the dry run could not reconcile automatically, each with a proposed resolution. 98,000 records across 7 issues, none of them a blocker.

EX-01 Needs a decision QClad HSEQ · Take5 1,204 records

Project typed as free text on 1.2% of Take 5s

The Take 5 form lives in Zoho Forms rather than Creator, so the project is a typed string with no lookup. 95,636 of 96,840 match a project by name. The remaining 1,204 are things like "Saraji", "MTW workshop" and "Bris rail": readable by a person, ambiguous to a loader.

Resolution. Loaded against the project their author was rostered to on that date, with the original string kept. 41 remain genuinely ambiguous and are listed for Sam to resolve by hand.

EX-02 Needs a decision Zoho CRM · Deals ↔ QClad Quoting · Tender_Register 642 records

The same tender exists in both CRM and Creator

Estimating raise tenders in Creator; the same opportunities are tracked as Deals in CRM. 642 pairs are the same tender under two different keys, and the values disagree on 88 of them because one was updated and the other was not.

Resolution. Deduplicated on client + site + close date. Where values disagree the Creator figure wins (it is the one the quote was issued from) and the CRM value is kept as a note on the record.

EX-03 Informational QClad Timesheets · Day_Card 34,291 records

Task text does not resolve to a rate code on 16% of day cards

Day cards carry free text rather than a schedule-of-rates item, so hours cannot always be attributed to a rate. 180,515 of 214,806 match a rate by wording. The rest are things like "general", "site" and "cleanup".

Resolution. Loaded with the text intact and no rate code. From cutover the crew app offers the project's own schedule of rates, so this stops accumulating on day one.

EX-04 Needs a decision QClad Projects · Project_Master 27 records

Stored contract value disagrees with the sum of the schedule-of-rates lines

27 projects have a typed Contract_Value that does not equal the sum of their SOR lines: variance from -$18,400 to +$62,900. This is the drift that happens when a total is typed and lines are edited separately.

Resolution. The typed total is not imported. The contract sum becomes the sum of the lines, which is the figure the claims were actually cut against. All 27 are listed with their variance for Janelle to confirm.

EX-05 Informational QClad Projects · Project_Photo 61,408 records

214 GB of site photos in Zoho WorkDrive

Photos are referenced from the diary records but stored in WorkDrive. Pulling them at API rate limits takes roughly 31 hours.

Resolution. Migrated by reference in the dry run so nothing is blocked, then bulk-copied across the cutover weekend. No diary loses its attachments.

EX-06 Informational QClad HSEQ · Competency_Ticket ↔ Ticket expiry matrix.xlsx 214 records

Ticket expiry dates disagree between Creator and the Excel matrix

214 tickets have a different expiry date in the spreadsheet than in Creator, because the spreadsheet is the one that actually gets maintained. Three of them are expiries inside the next 30 days.

Resolution. The later of the two dates is loaded and both are shown on the record, flagged for Sam. After cutover there is one place for this to live.

EX-07 Informational Zoho Books · Chart_of_Accounts 214 records

The ledger is not migrated

QClad's accounting package stays exactly where it is. This system posts invoices to it and reads payment status back, the same as today.

Resolution. Kept as an integration. No accounting data moves.

The cutover, eight steps

Zoho remains the system of record until the parallel run reconciles twice. Crews move across one at a time, and no data entry stops during the changeover.

Read-only export from Zoho

Done 2 days

A full export of every Creator app, CRM module and Books ledger through Zoho's own API: read-only credentials, nothing written back. This is the analysis on this page.

Build partner + Wes Nakamura

Object inventory and mapping sign-off

Done 1 week

Every form on this page mapped to a target, reviewed by the person who owns it. Anything marked Superseded is confirmed dead by its owner before it is dropped.

QClad module owners

Dry-run load into a parallel environment

Ready 3 days

All 748,000 records loaded into a copy of this system. Every derived figure (contract sums, claim values, retention, project margin) recomputed and reconciled against the Zoho figure line by line.

Build partner

Reconciliation review with QClad

Planned 1 week

The directors, the business manager and contracts administration review the parallel environment against their own reporting. Anything that disagrees is explained or corrected before cutover proceeds.

QClad directors + build partner

Parallel run, one claim cycle

Planned 4 weeks

One full month claimed in both systems. Zoho stays the system of record until the numbers match twice.

Janelle Roe

Crew app rollout by crew

Planned 4 weeks

One crew at a time, a week apart, so the leading hand of the crew already on it can help the next. Zoho timesheets stay open until every crew is across.

Sam Kirkwood

Delta load and cutover weekend

Planned 1 weekend

Everything created in Zoho since the dry run is re-loaded, the 214 GB of site photos are bulk-copied, and Zoho goes read-only on the Monday. No data entry stops.

Build partner + Wes Nakamura

Handover

Planned 1 day

The source repository, the schema, the deployment and the build pipeline are transferred to QClad, with a walkthrough for Wes and the QClad developer.

Build partner → QClad