Managing Projects

1. Creating A New Project

Step 1: Navigate to the Projects Screen

Using the left sidebar, select Projects to open the Project Management page. The New Project button is in the top-right corner of the screen.

Step 2: Fill In The New Project Form

Click the button to open the form. Complete the following fields to create a new project:

• Customer (Required) – Select an existing customer from the dropdown. The customer must already be registered in the system. Error if missing: “The Customer field is required.”
• Name (Required) – Enter the project name or job site address. Error if missing: “The Name field is required.”
• Start Date / End Date (Optional) – Used for the dashboard calendar view. Leave blank if not needed.
• Type (Required) – Select the project type (e.g., Project, or any custom type your company has created). Error if missing: “Select a project type.”
• Services (Required) – Add at least one service line with a Description, Qty, and Unit Price.
• Total (Required) – The total must have a value (can be $0.00, but not blank). Error if missing: “The Total field is required.”
• Notes (Optional) – Internal notes for the project.

Step 3: Understanding the Name / Address Field

By default, the system treats the project name as a job site address — common for construction and field service businesses. If the project is not address-based, uncheck the Address checkbox next to the Name field and type any custom name you want.

Step 4: Adding Services

In the Services section, add one or more service lines each with a Description, Qty, and Unit Price. The Total updates automatically. To save time, click the + Empty Row button, then click the Find Service button to insert pre-saved service lines from your company’s library.

Step 5: Save the Project

Once all required fields are complete, click the Create Project button. The project will be saved and appear immediately in the Projects list below.

2. Overview, Filtering, and Managing Projects

At the top of the Projects page, you’ll find a real-time summary dashboard followed by controls to filter, search, and sort your project list.

Summary Metrics:

• Open Projects: Shows the total number of currently active projects.
• Closed Projects: Displays the total count of completed or archived projects.
• Open Amount: Represents the cumulative monetary value of all active/open projects.
• Outstanding: Indicates the total balance remaining to be collected across open projects.

Tabs and Filters:

• Status Tabs (Open Only / Closed / All):
  • Open Only: Displays active projects that are currently in progress.
  • Closed: Shows finalized or closed projects (note: closed projects cannot be reopened).
  • All: View all projects regardless of status.
• Type filter – Use the Type: All dropdown to filter projects by type (e.g., show only “Project” types or a specific custom type).
• Search box – Filter projects in real time by typing part of the customer name or address.

3. Updating An Existing Project

Step 1: Open Edit Mode

In the Projects list, click the Edit button on the project row you want to modify. The form will open with the current data pre-filled.

Step 2: Make Your Changes

Update any fields as needed — customer, type, name, services, pricing, dates, or notes. You can add as many services as needed; the project must always have at least one. The same required fields from creation apply when saving.

Step 3: Save, Close, or Delete

Click Save Changes to persist your changes and Close to mark the project as closed. Closing a project is also triggered automatically when all linked invoices are marked Closed and their sum equals the project Total.

Important: Closed projects cannot be reopened.

4. Delete An Existing Project

In the Projects list, click the Trash (Delete) icon on the row of the project you want to remove. A confirmation prompt will appear asking you to confirm whether you want to delete the project or cancel.

5. Accessing the Project Cost View

Click the $ (Cost) icon on any project row to open the Project Cost Viewer. This screen provides a breakdown of project finances:

• Project Overview: Quick details including Contract amount, Customer name, and Start date.
• Budget Tracker: Displays Spent, Remaining funds, and the percentage of contract used.
• Cost Summary Cards: Totals for Labor, Subcontractor, and Expenses.
• Detailed Tabs: Switch between Labor, Subcontractors, and Expenses tabs below to review itemized entries and missing punch warnings.

6. Creating an Invoice for a Project

To generate an invoice for a specific project directly from the list:

1. Locate the project row in the Projects list.
2. Click the Three Dots (⋮) menu icon in the Actions column.
3. Select Create Invoice from the dropdown menu to open the invoice page.

7. Emailing a Customer

To send the project or proposal details directly to the customer via email:

1. Click the Three Dots (⋮) menu icon on the project row and select Email customer.
2. A “Send Project/Proposal by email” pop-up window will appear with the following options:
   • To: Pre-filled with the customer’s email address. You can type additional recipient email addresses and press ENTER.
   • Message (Optional): Add a custom message to be included in the email body.
   • Attach a document: Automatically attaches your contract uploaded under Company Settings.
   • Require customer signature: Enable this toggle if you need the customer to sign the proposal.
   • Send a copy to me: Enable this toggle to receive a carbon copy of the sent email.
3. Click Send to deliver the email.

7. Closing a Project

To finalize or archive a project:

1. Click the Three Dots (⋮) menu icon on the project row and select Close project.
2. Confirm the action when prompted.

Note: Once a project is closed, it moves to the Closed tab and cannot be reopened.