Create New Engagement
New Engagement
This document provides you step-by-step guidance on how to create a New Engagement in the system. An engagement represents a contract or service assignment for a customer that involves service delivery, billing terms, and associated details.
The New Engagement page in the BizOps allows you to Create New Engagement and assign service team in to the Engagement.
To view the New Engagement page, Login to BizOps > Engagement > Click on New Engagement.
You can perform the following steps on the New Engagement page:
1.Engagement Overview:
This is the top section where basic engagement information is entered.
Field | Mandatory | Description |
---|---|---|
Id | Auto/Manual | Unique identifier for the engagement. Usually auto-generated or follows organizational format. |
Owner | ✅ | A Business Entity Owner is the person or party who owns or controls a business. Select from a dropdown. |
Customer | ✅ | The client or organization receiving the service. This links the engagement to a customer master record. Select from a dropdown. |
Service To | ✅ | The end-user or department or factory within the customer organization where the service is delivered. |
Service Schedule? | yes / no | Indicates whether a service schedule is required for the engagement. Display-only (✅ = yes, ❌ = no). |
Billing? | yes / no | Displays whether this engagement is billable (✅) or non-billable (❌). This affects the visibility of billing fields. |
Reporting Category? | yes / no | |
Currency | ✅ | Select the billing currency (INR, USD, GBP etc.) from the dropdown. Determines how amounts are calculated and displayed. |
PO No. | Optional | Purchase Order number provided by the client for reference. Used for billing/validation. |
PO Date | Optional | Date of issue of the PO. Select using the calendar picker (format: dd-mmm-yy). |
Instructions | Optional | The Instructions is a text area provided on the engagement screen where users can enter specific notes, guidelines, or directions related to that engagement. |
2. Engagement Items
This is the core of the engagement, where you define what services or items will be delivered or billed.
2.1 General Item Details
Field | Mandatory | Description |
---|---|---|
Item | ✅ |
A service item is something you do for a customer. It could be any kind of work, help, or support that you provide. Select the type of service or billing item (e.g., Consulting, Audit, payroll etc.,) from dropdown. |
Description | ✅ |
Select the description of the item. |
- Click on + Add Item to add a new item rows to this Engagement.
Each item contains Billing and Service configurations.
2.2 Billing Section (Per Item)
Visible only if Billing = ✅.
Field | Mandatory | Description |
---|---|---|
Billing Frequency | ✅ | Choose how often billing occurs: Half-Yearly, Monthly, Quarterly, One-time, etc. |
Billing From | ✅ | The month and year from which billing starts. Often matches the service start date. |
Bill In | ✅ | Indicates whether billing is in Advance or Arrears (post-service). |
Bill On | ✅ | Specific date on bill in for billing generation (e.g., 1st of every month). |
Cycle | ✅ | Number of billing cycles (e.g., 12 for a 1-year monthly engagement). |
T&M? | ✅ |
Time refers to the hours or effort contributed by service team members, while Money represents the related costs and charges for the work done during the engagement. Is the billing type Time & Money? (Select ✅ if choosing T&M — you must add the service team. Select ❌ if it is a fixed fee.) This setting affects rate calculations. |
Quantity | Optional |
Applicable for quantity-based services. Leave blank for fixed fee. [This option is available only when Time & Money is not selected.] |
Value | ✅ |
Total value for the item (inclusive of all cycles, unless otherwise specified). [This option is available only when Time & Money is not selected.] |
2.3 Service Section (Per Item)
Visible if Service Schedule = ✅
Field | Mandatory | Description |
---|---|---|
Service Frequency | ✅ | How often the service is delivered (Weekly, Monthly, On-demand). This will depend on the selection of service item. |
Service From | ✅ | The start date of service delivery. |
Start Delivery In | Optional | Optional lead time from engagement approval to actual service start (e.g., 15 days). |
Start Delivery On | Optional | The specific date when service is expected to begin. |
End Delivery In | Optional | Lead time until service completion. Used for planned delivery tracking. |
End Delivery On | Optional | Actual or expected service end date. |
3. Service Team
- ➕ Add : Adds a new user row to the service team for the engagement.
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❌ Close : Closes the Engagement Team section (does not delete data).
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Each person can have a role like Engagement Manager, Biller, Approver, or Executive, based on what they need to do.
Description User Displays the name or email ID of the user assigned to the engagement. Engagement Manager Indicates if the user is assigned as the Engagement Manager (✔️ for Yes, ❌ for No). Biller Indicates if the user is responsible for billing-related tasks (✔️ for Yes, ❌ for No). Approver Shows whether the user has approval rights for the engagement (✔️ for Yes, ❌ for No) Executive Indicates if the user plays an executive role in the engagement (✔️ for Yes, ❌ for No). Delete Provides the option to remove a user from the team using the delete icon.
4. Save Engagement
Once all required fields are filled:
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Click “Save” button at the top.
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The engagement will be saved and activated.
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After saving the Engagement ID will be generated and the Service Team will get access.
5. Quick Tips
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Always check currency and billing start date before saving.
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Fill both Billing and Service sections carefully—they affect invoicing and delivery schedules.
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For multi-service engagements, you can add more items.
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