What is the Voly Projects Integration?
This new module seamlessly integrates refit and new-build projects from the Pinpoint Works platform with Voly's comprehensive accounting and payment features.
The Voly Projects integration module is more than just a time-saver; it reduces administrative burdens, enhances transparency, and offers instant insights into project timelines and budgets.
The module also allows managers to track tasks, manage budgets, and process payments to suppliers, complete with real-time budget alerts.
Setting Up Your Integration
To set up the integration for both platforms, you will need both a Pinpoint Works & Voly Account. The connection process starts on the Pinpoint Works site and then completes on the Voly Account.
An Account Admin will need to enable the new permission via a toggle on the site they wish to include in the integration with Voly. This ensures that users with high-level permissions in Voly do not automatically gain access to data in Pinpoint without appropriate permissions.
In Pinpoint Works navigate to Site Settings in the Site that you want to Integrate With Voly and click "Integrations".
2. Click on "Authorise Connection."
3. Confirm Authorisation.
4. The site is then authorised for Voly connection.
5. To complete the connection process you will now need to sign in to Voly
Once a site is open for integration any Account Admin or Site admin on the site can be the user to connect it via Voly. The setup does not have to be completed by the same user.
Once you have followed the steps in Pinpoint Works, you will then need to follow the steps below in Voly.
6. Navigate to the Voly Settings in the asset/account that you requested to Integrate via Pinpoint Works first and click on "Projects." Speak with the Voly Team if the Projects tab is unavailable on your Voly Dashboard.
7. Click on "Add Project." which will be found in the top right-hand corner of the "Projects" Page.
8. You will be then directed to log in to the Pinpoint Works page to enable the integration. This will be your Pinpoint Works credentials, not your Voly credentials. You will also need to agree to the data exchange between Voly & Pinpoint Works.
9. Select the project(s) you want to add to the integration from the drop-down menu available. Projects can only be connected to one Asset within Voly at a time.
10. Once the connection is completed, you will be able to see the project details under the Project Settings tile with the status connected. There will also be an audit trail of who created the connection and when it was created which can be seen when you hover over the clock symbol under the connection column. You will receive an email notification that Pinpoint Works and Voly are connected once the integration is finalised.
On both Voly and Pinpoint Works, you should now see the accounts are connected and they will remain this way until you decide to disconnect them.
On the Pinpoint Works site, you will be able to toggle three dynamic Custom Fields for use on the site within Pinpoint Works. These figures include all expenditures to the points/jobs, and will come directly from Voly and are labelled as Invoice Net, Invoice VAT, and Invoice Total.
These fields will display on point cards and tables like regular Custom Fields but will feature a Voly icon, indicating that the data is dynamically pulled from Voly. The data from Voly is not editable within the platform.
Users can opt to exclude Voly data and only provide data from the Pinpoint Works platform to Voly. If the site disconnects from Voly, the custom fields and their values will remain but will no longer update automatically. The Voly icon will also change to reflect this.
Both active and disconnected dynamic custom fields are controlled by advanced access levels, but no one can be assigned edit rights over the values in these fields.
Using Voly Projects
Once you have completed the steps outlined above to connect Voly and Pinpoint Works, you can use the newly provided features in Voly to manage your expenses.
On Voly you will now see your integrated projects under the 'Projects' Tab in your navigation bar. All of your connected projects and data will be visible here.
For example, you can use the Voly Project module to manage a yacht refit linked to a Pinpoint site. When the shipyard sends an invoice for work, they includes the Pinpoint site and point number, which can then be used to create the invoice within Voly.
This integration saves time, ensures accuracy, and keeps both systems updated.
You will also see a new 'Job' field on your transaction lines across the system. Whether that is on your Invoices, Voly Prepaid Card Purchases, Cash Purchases etc.
The Job field is all of the points associated with the site in Pinpoint Works. If you have multiple projects connected they will all be shown in the Jobs drop down. This means you can add invoices for the works being completed on the asset and have the dynamic fields of Invoice Net, Invoice VAT, and Invoice Total displayed across both Voly & Pinpoint Works.
Adding an Invoice via the Projects Page
You are also able to directly add invoices from the projects page for the point you like to invoice/pay from Voly. To add invoices via the Projects page you will need to complete the following steps.
Select Projects from the navigation bar
Select the Job(s) you would like to include on your invoice. When selecting multiple jobs, they will all display on the same invoice. There is no limit to how many jobs you can select.
Once all your Jobs are highlighted select 'Add Invoice' from the pop-up displayed at the bottom of the Projects page.
Complete the invoice fields and make any edits as needed. You should also see that the 'Job' Field and 'Description' will have been prepopulated with the details found on the 'Projects' page. This is editable if required.
5. Once you have added all the necessary information you can either 'Save Invoice' or 'Save Draft Invoice'
6. Once the invoice has been created in Voly, you will see the Invoice Net, Invoice VAT, and Invoice Total on the Job line in the 'Projects' Table.
You will also be able to see the same data within Pinpoint Works on the Site where the 'Job' is located.
Projects Table
On the Projects page, you will be able to filter, group and even reorder your columns to show the necessary details required for your projects. This is customisable to the user on Voly.
To edit your Projects table you will need to complete the following steps.
Select the field you want to edit, you can select 'Filter', 'Group' or 'Show/Hide columns' All three of these options are in the top left-hand corner of the Projects Page.
Select the fields you would like to filter your table by, as seen in the images below.
Once the filters are in place you will see your updated table
If you would like to reorder the columns you can do this by clicking on the header for the column and moving this left or right to your preferred viewing order
Disconnecting the Integration
The integration can be disconnected at any time via either platform. To make integration-related changes on the Pinpoint Works and Voly sites, you will need the enabled permissions.
Please Note: If you disconnect a Project from your Asset and need to reconnect it to the account, you will need to get in contact with the Voly Team
Disconnecting from your Pinpoint Works Site:
Click "Disconnect from Voly."
2. Confirm Disconnection.
Disconnection from Voly:
Under the Projects tile in Settings, click on the 3 ellipses next to the project that you want to disconnect and click "disconnect."
2. Enter your password and disconnect the project.
If the connection is severed from either side, any data already exchanged is retained but will not be updated further by the other party.
The custom field names will have a date of disconnection appended, becoming, e.g., Invoice Total—Voly disconnected 2024-09-11.
If a site within Pinpoint has been made available for integration but not selected as a Project by a Voly asset within a week, it will revert to being unavailable, and the flow will need to be restarted.
Still have questions?
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