Projects

Free Web App Mobile App

A Project is the live, operational version of an accepted bid. Every personnel allocation, equipment assignment, and vendor line-item from the bid carries over automatically, and from there you track the actual work: milestones, haul logs, change orders, timecards, materials used, and photos.

Projects are available on every plan. Customer-facing sharing (inviting the client to a portal, collecting signatures, showing progress) is Business or above.

How a project gets created

You rarely create a project manually

Projects are almost always created automatically when a customer accepts a bid. The accepted bid’s personnel, equipment, vendors, milestones, and approved price all flow into the new project without you re-entering anything.

When a customer accepts a bid (either via the customer portal or when you mark it accepted internally), the app:

1. Creates a new project with sourceBidId pointing back to the bid.
2. Copies all allocated personnel (assignedPersonnelIds), equipment (assignedEquipmentIds), and vendors.
3. Copies milestones and tasks from the bid’s work breakdown.
4. Sets approvedBidPrice to the bid’s total.
5. Starts the project in Planning status.

Adding a project manually (two-step form)

For projects that are already approved or don’t need a bid, the Projects page has an Add Project button that opens a two-step form:

1. Customer. Pick an existing customer from the dropdown, or uncheck “Use existing customer” to create a new customer record. New customer records are created in your Customers list at the same time the project is saved, so you never end up with a project that isn’t linked to a customer.

2. Project details. Name, job-site location, start/end dates, manager, status, priority, value, and scope. Use Copy from customer next to the Location field to pre-fill the job site with the customer’s address.

Project statuses

Projects move through this lifecycle:

• Planning (orange): default on creation, before work starts.
• Awaiting Approval (yellow): internal review step.
• On Track (blue): work in progress, hitting milestones.
• At Risk (orange): behind schedule but recoverable.
• Delayed (red): blocked or significantly behind.
• Completed (green): all milestones done.
• Archived (gray): keeps the record around for history; hidden from default lists.

You also set a priority: Urgent, High, Medium, Low.

What’s on a project page

The project detail page (/projects/<id>) is the operational hub for a job. Tabs and sections include:

• Team — assigned personnel, foreman, project manager, crews. Visible on the mobile app to everyone on the team.
• Resources — equipment and vendor assignments. Edit here to add more as work expands.
• Milestones & tasks — work breakdown with estimated cost and timeline. Mark tasks complete as you go. Optional auto-update of project completion percentage based on task progress.
• Haul logs — all material hauls tied to this project, with driver, truck, quantity, and GPS route. See Haul Logs.
• Materials used — inventory items consumed on the job, with quantity, unit, date, and who logged them.
• Change orders — added scope or cost changes after the bid was accepted. Each has its own approval flow with the customer.
• Documents & photos — uploaded field photos and project docs.
• Timecards — hours clocked by personnel on this project (mobile app).
• Invoices — line-item billing; mark the project paid when the final invoice clears.

Mobile app access

Field crews see projects on the mobile app:

• Foremen see only projects where they’re assigned as foremanId.
• Operators, Drivers, Labor, Mechanics see projects where they’re in assignedPersonnelIds.
• Financial fields (value, approvedBidPrice, quote, paidAt) are stripped from mobile responses for non-financial roles — so a driver sees their jobs and tasks but not the bid amount.

From the mobile app, field users can:

• Clock in/out on a project (timecard).
• Log haul jobs and fuel levels.
• Upload photos.
• Mark tasks complete.

See Mobile App (coming soon) for the field-user perspective.

Change orders

Free Web App

When scope changes mid-project, log a change order instead of editing the original bid. Change orders:

• Capture added scope, cost, and justification.
• Go through an approval flow: Pending → Approved (with customer signature if sharing is enabled) or Deleted.
• Email notifications to configured recipients on create/approve (configurable under Smart Notifications).
• Show up on the project page with their own cost breakdown so you can see original bid vs approved changes vs total.

Customer sharing

Business or higher Web App

Business and Business Plus plans unlock customer-facing project sharing — the customer gets portal access to:

• See project status and milestone progress.
• Review and sign change orders.
• View and download documents.
• See invoices.

The Free plan can still run projects; it just can’t share them externally. See Customer Portal (coming soon).

Actuals reporting

Business or higher Web App

Project actuals reports compare estimated (from the bid) vs actual costs (from timecards, haul logs, materials used, and change orders). Available on Business and above. See Reports (coming soon).

Next steps

Manual Bids Build the bid that becomes a project.

Haul Logs Track material hauls on active projects.

Personnel Team members who get assigned to projects.