Think of a project as the file folder for a single customer’s work at a single property. Open it once and everything related is a tab away.
Video: Create and Manage Client Projects (1:28)
What a project pulls together
Every project is tied to one client (the customer) and one property (the address where the work happens). From there it links the rest of the work for that address:- The estimate built for the job (and any alternates).
- The job that gets created when an estimate is sold.
- The contacts to reach about this work.
- The lead the project came from, when there is one.
- All the media, forms, schedule, and invoices for the work.
Open a project
1
Find the client
Go to Clients from the main navigation and open the customer you’re working with.
2
Open the project
From the client, open the project for the address you’re working on. The project opens on its Overview tab.
Create a project
If a client doesn’t have the project you need yet, you can create one directly from the client.1
Start a new project
On the client, open the Create New menu in the top-right and choose New Project. If the client has no projects yet, you can also use the Create Project button on the empty projects screen.
2
Name the project
The Project name is prefilled with the client’s name — keep it or change it. If the client already has a project with that name, a warning appears, but you can still continue.
3
Choose the property
Under Property address, pick one of the client’s existing addresses or add a new one.
4
Choose the primary contact
Under Primary contact, pick one of the client’s contacts or add a new one. A contact you add here is also saved to the client.
5
Create it
Click Create Project. The new project opens on its Overview.
A project created this way has no lead, so it won’t count toward your closing ratio. To include it, create a lead and log a lead activity first.
Find your way around
A project is organized into tabs along the top. You’ll always see Overview, and the rest appear depending on what your branch has turned on and what’s happened on the project so far.If you don’t see a tab, it isn’t part of your branch’s setup or there’s nothing for it yet — for example, Estimates and the billing tabs only appear once those features are enabled for you.
What you see on the Overview
The Overview is split into a main column and a sidebar. In the main column:- Contact Details — the primary contact and any secondary contacts for the work. See Edit project details & contacts.
- Property Details — the address, property type, and parking. The address links out to maps, and shows the driving distance from your branch when it can be worked out.
- Lead Information — where the project came from, shown when the project started from a lead.
- Upcoming Events — the next visits and appointments, when scheduling is turned on.
- Assignment — the Sales Person credited with the work and the Crew Lead assigned to the job.
- Recent Calls — the last five calls tied to this project, each with who it was with, whether it was completed or missed, how long it lasted, and when it happened. You see “No calls yet.” when there aren’t any.
- Shortcuts — quick links to the estimate, when one exists.
The Estimates tab
The Estimates tab lists every estimate on the project, along with how its proposal is doing with the customer. It shows up when estimates are turned on for your workspace, for every role that can open a project.
The buttons in Actions are:
- View breakdown (the calculator icon) opens the estimate’s breakdown.
- View proposal (the document icon) opens the proposal. If no proposal has been made yet, this reads Preview proposal.
- Delete estimate (the x icon) deletes the estimate after you confirm. Its proposal is deleted too.
Only Admin, Ops Manager, and Sales Admin can delete an estimate. Once the customer has signed the proposal, delete is turned off. Hovering it shows “This estimate was signed and cannot be deleted,” and on a smaller screen the menu option reads Delete Estimate (Signed).
The Schedule tab
The Schedule tab lists the calendar events tied to this project: lead activities, tasks, and job shifts. It shows up for every role that can open a project, as long as the schedule is turned on for your workspace. By default, events are sorted by day with the newest first.
If nothing has been booked yet, you see No events have been scheduled. with a Schedule Event button that takes you to the Schedule to book something. See View the schedule.
Let the customer know you’re on the way
When you open a project you’ll see a Send On My Way Text button near Create New at the top of the page. Use it to send the customer a quick text message letting them know your team is heading to their location. On a smaller screen the same action lives in the three-dot menu at the top of the page.1
Open the sender
Click Send On My Way Text. The Send an On My Way text window opens with the project’s contacts ready to choose from.
2
Pick who to text
Choose the contact to notify — the primary contact is selected for you, and you can switch to any secondary contact. If the contact you pick has no phone number on file, add a mobile number; it’s saved to that contact so it’s there next time.
3
Review the message
A message is filled in for you — it greets the contact by name and names your company. Edit it however you like; a character count shows how much room is left.
4
Send it
Click Send now. The text goes out to the customer right away, and you’ll see an On My Way text sent confirmation.
After a text goes out, the button shows Sent with the time it was last sent for this project (or the date, if it went out on an earlier day), so you can tell at a glance whether the customer has already been notified.
How a project moves forward
A project doesn’t have a status of its own — its story is told by the work inside it:1
It starts from a lead or a new estimate
Most projects begin when you build an estimate for a customer at an address. If the work came in as a lead, the project carries that lead’s information.
2
The estimate is sold
Selling the estimate creates the job and the Job Plan, and fills in the Crew Lead and scheduling so the work can be carried out.
3
The crew does the work
The crew works from the Job Plan, captures Media on site, completes Forms, and keeps the schedule up to date.
4
The job is billed and closed
Once the work is done, Invoices and Financial Summary track payment, and the job is closed out.
You manage the estimate’s status (In Progress, Sold, and so on) on the estimate itself — the project simply reflects whatever is happening with it.
Who can do what
- Sales roles and above can open projects and edit their details and contacts.
- Crew Leaders can open projects and send an On My Way text, but can’t edit a project’s details.
- A few actions are more protected — for example, only sales roles (Admin, Sales Admin, Sales Member) can delete a project, and only Admin, Sales Admin, Sales Member, and Client Coordinator can create one.