Creating & Managing Projects

Create projects to organize multi-phase commercial jobs. A project groups work orders, estimates, purchase orders, expenses, and billing under a single entity tied to a customer, with eight dedicated tabs for managing every aspect of the job.

How to Access

Navigate to Projects from the main menu and click the Create Project button in the top-right corner.

Creating a Project

1. Click Create Project to open the Create Project modal.
2. Select a Customer from the dropdown (required, and only available during creation).
3. Enter a Project Number (required, up to 50 characters).
4. Enter a Project Name (required, up to 200 characters — for example, "Downtown Office Remodel").
5. Set the Start Date and End Date if known (optional, format MM/dd/yyyy).
6. Under Project Phases, check the boxes next to the phases this project will use (for example, "Demolition," "Rough-In," "Finishing"). These come from your Project Phases list, and you can change the selection later.
7. Click Create.

Result: The project is created in Open status and you are taken to the project detail page.

The Project Detail Page

The detail page is the command center for a project. The header displays:

• A Back button to return to the project list.
• A color-coded Status Badge (Open, Closed, On Hold, or Cancelled).
• The Project Name, which you can edit inline by clicking the pencil icon next to it.
• The Customer Name below the project name.

Header Buttons

• Save — save any changes you have made on the detail page.
• Create Estimate (blue) — create a new estimate tied to this project and customer.
• Setup Billing (blue) — create a contract for progress billing via pay applications. This button appears when no contract exists yet.
• Actions dropdown (black) — contains status changes and additional operations (see below).

Actions Menu

The Actions dropdown provides the following options depending on the project's current status:

• Create Work Order — create a new work order linked to this project and customer.
• Add Change Order — add a change order to the project's contract (available only after a contract is created via Setup Billing).
• Generate PDF — export a comprehensive PDF summary of the project.
• Resume Project / Reopen Project — return a paused or closed project to active status.
• Close Project — mark the project as completed.
• Put on Hold — pause the project temporarily.
• Cancel Project — cancel the project.
• Delete Project (red) — permanently remove the project.

The Eight Tabs

The project detail page is organized into eight tabs:

1. Details

The Details tab shows the project's core information:

• Contact Card — customer name, phone, mobile, and email.
• Service Address and Billing Address — each with an Edit button to update.
• Company — the customer's associated company.
• Project Number, Start Date, End Date, and Project Owner (a dropdown to assign the responsible person).
• Financial Summary — appears once a contract has been set up via Setup Billing (see Phases & Budgets for details on the financial calculations).
• Description and Scope — free-text areas for project details.

2. Work Breakdown

The Work Breakdown tab displays your project phases as expandable accordions. Use the Manage Phases toggle to add or remove phases. Each phase accordion shows its linked Estimates (with description, price, quantity, and total) and Work Orders.

3. Progress Billing

The Progress Billing tab lists pay applications created against the project's contract. See Creating Pay Applications for the full workflow.

4. Images

The Images tab displays all project images grouped by work order.

5. Documents

The Documents tab stores external documents and links associated with the project.

6. Expenses

The Expenses tab lists all expenses recorded against the project.

7. Purchase Orders

The Purchase Orders tab shows summary cards at the top (Total POs, Total Value, Received Value, Amount Paid) followed by a grid of individual purchase orders with columns for Status, PO #, Vendor, Order Date, Expected Date, Total, Amount Paid, and Items. Click Create PO to add a new purchase order linked to this project.

8. Notes

The Notes tab stores project-related notes and comments.

Changing Project Status

1. Open the project detail page and click the Actions dropdown.
2. Select the desired action: Close Project, Put on Hold, Cancel Project, Resume Project, or Reopen Project.
3. Confirm the status change.

Result: The status badge updates in the header and the project moves to the corresponding tab on the Projects list page.

Generating a PDF

1. Open the project detail page and click Actions → Generate PDF.
2. The system compiles a PDF that includes: project header (logo, name, number, status, date), project overview, addresses, phases and estimates, financial summary, work orders, expenses, images, notes, and a footer.

Result: The PDF downloads to your device, ready to share with stakeholders or print for records.

Next Steps

• Phases & Budgets — break projects into phases and track financial performance.
• Contracts & Schedule of Values — set up progress billing and retainage for a project.
• Creating a PO — create purchase orders linked to a project.