Convert sales documents into Vtiger Projects
Turn a Quote, Sales Order or Invoice into a new Project with selected Project Tasks. First, review the project details. Next, choose the items that need work. As a result, your team can manage delivery in Vtiger CRM.
- Create a Project from a sales document
- Turn selected line items into Project Tasks
- Keep the Project linked to its source record
See how a sales document becomes a Project
First, check the Project details in the conversion form. Then, select the line items and set task dates. Finally, create the Project and its tasks.
From a sales document to a delivery plan
Create a Project and its first tasks from a sales document. As a result, your team can avoid typing the same details again.
Three supported source modules
Start from a Sales Order, Quote or Invoice. Then use the action in .
Select the tasks you need
All line items are selected at first. However, you can clear unwanted rows. You can also edit task names and set dates before you convert.
Preserve source relationships
The new Project stays linked to its source document. Also, it copies the Organization and Opportunity when those values exist.
Respect Project fields
The form uses the Project quick create fields, including required fields. By default, the Project Name comes from the source document subject.
Create ready to manage tasks
Each selected line item becomes a Project Task with status Open. Also, the task keeps the line description and the related product or service.
Checks before conversion
Before conversion, the extension checks the license, module settings and user access. If a task fails, it then rolls back the records created in that attempt.
How to convert a document into a Project
Follow these five steps. You can complete them from the Vtiger document you already use.
Open the source document
First, open a Quote, Sales Order or Invoice with the items you want to deliver.
Open the conversion dialog
On its detail page click , then .
Review Project details
Next, edit the Project Name, dates, Assigned To and other Project fields as needed.
Choose Project Tasks
Then, keep the relevant rows selected. Rename tasks and fill in dates and required fields.
Create and open
Click . Vtiger opens the newly created Project.
What you can change before converting
You can edit the task name and dates for each selected line. Also, the form shows required task fields as extra columns when it supports their field types.
Useful checks
First, fill in any fields marked with an asterisk. If the document has line items, you must select at least one valid task row. However, a document with no line items can still create a Project without tasks.
The displayed and labels above illustrate the actual CRM controls; they are not interactive buttons on this page.
Know exactly what the conversion creates
The conversion creates one new Project. It also creates one Project Task for each selected line item.
Line item: Setup
Line item: Training
Linked to the Quote
Organization / Opportunity
Training · Open
Linked products or services
| Source / form value | Created record or field |
|---|---|
| Subject of the sales document | Prefilled Project Name; editable in the dialog |
| Organization and Opportunity | Copied to the Project when the source contains those values |
| Each selected line item | One Project Task, with editable task name and status Open |
| Line item description and related product / service | Project Task description and related record |
| Task dates entered in the dialog | Project Task start and end dates |
| Original Quote, Sales Order or Invoice | Related to the newly created Project |
Task dates do not come from the source document. Instead, you enter them in the form. The extension creates Project Tasks, not Project Milestones.
Practical ways to use Convert to Project
Use the extension when a sale or billed service needs a clear work plan. For example, these four cases show common ways to use it.
Approved customer Quote
After a customer approves a Quote, create a Project from the agreed services. Then turn setup, configuration and training lines into tasks for your team.
Sales Order fulfillment
First, open a confirmed Sales Order. Next, select the items that need work and assign a Project owner.
Invoice based service delivery
For prepaid or invoiced services, create a Project from an Invoice. That way, you can still find the source Invoice later.
Mixed product and service documents
For example, clear rows for goods that do not need tasks. Then convert only the setup or support lines into Project Tasks.
Choose where the conversion action appears
Administrators can choose the source modules under Settings → Extensions → Convert to Project. Then enable or disable the action for Sales Orders, Quotes and Invoices.
Click to apply changes. When you enable a source module, Vtiger adds the action and related lists. When you disable it, those links disappear. However, existing Projects and their saved links remain.
In some CRM layouts, you may find the extension under Integration or Other Settings instead.
Requirements
- ✓Vtiger CRM 7.x and 8.x
- ✓Enabled Project and ProjectTask modules
- ✓ITS4YouInstaller and an active extension license
- ✓Permission to view the source record and create Projects and Project Tasks
First, validate the license in ITS4YouInstaller. Then install the extension through ITS4YouInstaller. Do not use the standard Vtiger Module Manager for this extension.
Convert to Project FAQ
Here are answers to common setup and usage questions.
Supported modules and tasks
Which Vtiger modules support Convert to Project?
The extension supports Sales Orders, Quotes and Invoices. An administrator can choose which modules show the action.
Does the extension copy all line items into tasks?
All line items are selected by default. However, you can clear any row. Each selected valid row then becomes one Project Task.
Can I convert a document without line items?
Yes. The extension creates the Project without Project Tasks.
Are dates copied automatically to the tasks?
No. You can enter dates for each task in the form. However, task dates are not copied from the source document.
Links and task dates
Is the source document linked to the new Project?
Yes. The new Project stays linked to the original Quote, Sales Order or Invoice. Therefore, you can open the source later.
What happens if creating a task fails?
The extension rolls back records created in that attempt. However, it uses normal Vtiger record deletion, not a database transaction.
Setup and troubleshooting
Why might Convert to Project be missing?
First, ask an administrator to check whether the source module is enabled. Then check the license and your user access.
Can the dialog handle custom mandatory Project Task fields?
The form shows supported required fields as extra columns. However, it cannot accept some field types, such as reference, date and time, or multiple owners. If these fields are required, conversion may fail.
Does the extension create Project Milestones?
No. It creates a Project and Project Tasks from selected document line items.
Which Vtiger CRM versions are supported?
Convert to Project supports Vtiger CRM 7.x and 8.x. Before installing, check support for your specific CRM version.
Turn the next Quote, Sales Order or Invoice into a Project
Create a Project from a sales document. Then choose the items that need tasks. Your team can track the new Project and its source in Vtiger CRM.