Projects

From an accepted quotation (recommended)

1. Open the quotation. If the customer has not accepted on the link, press Mark accepted.
2. Press Create project.

You get the scope of work copied from the quotation (the chosen version only, if there was a choice), starter tasks and stage milestones for the kind of work, payment milestones from the quotation's payment schedule, and a measurement visit. The project's contract value is the quotation total.

By hand

Open All projects and press New project. Fill in the name, customer, stage, contract value, internal budget, dates, project manager and site address. Add tasks, milestones and visits yourself afterwards.

1. Open the project and choose Costing & profit on the stage bar.
2. Press Add cost for each cost as it happens. Choose the head (profile, glass, hardware, factory labour, electricity, freight, measurement, installation, or name your own like "Scaffolding"), and type the amount, or quantity x rate. Several entries per head are fine, for example two glass suppliers.
3. Already recorded elsewhere lists purchase orders and expenses linked to this project. They are counted, never copied; untick one to leave it out of the profit.

The top shows Sold at, Received, Total cost and Profit.

Entries on the costing sheet are internal only; they are not added to Purchases or Expenses. Only company admins and accounts see this page. Reports > Project profitability gives the same for every project in a period.

1. Open the project > Payments.
2. Under Payment milestones, press Add payment milestone for each stage (booking, production, installation, handover). Give a percent of contract or an amount, and a due date.
3. Or press Use standard schedule for a usual split.

Projects made from a quotation with a payment schedule already have these. What is paid against each stage comes from payments recorded on the project's invoices. The client sees the payment schedule on their project link.

Set a contract value on the project first; without one, percentages cannot be worked out.

1. Open the project > Payments > Change orders.
2. Press Add change order: what is changing, the reason, the extra amount to charge, the extra cost to us, tax % and extra days.
3. It does not change the project value until you press Approve (once the client agrees). Reject keeps it on record without charging.

An approved change order adds to the contract value and the profit figures. Bill it with an invoice like any other part of the job.

1. Open the project > Materials.
2. Press Add material to plan, pick from your materials list (or type one) and the quantity needed.
3. The plan shows for each: Ordered, Received, On site and To order. Cards show the ordered value, open orders, what you owe vendors and how many items are short of plan.
4. Raise purchase orders for what is short. Deliveries recorded on the orders update the plan.

1. Open the project > Handover & service.
2. On the walk-through, press Add snag for each thing to fix: the room and what needs fixing (for example "shutter gap on tall unit").
3. Mark snags done as they are fixed.
4. When the list is clear, press Hand over the project. Enter Handed over to (the client's name) and a note (keys and warranty cards given), then Record handover.

After handover, complaints go in as service tickets and warranties are tracked on the same tab.

1. Open the project > Handover & service.
2. Under Service and client portal, press Create client link.
3. Press WhatsApp to send it, or copy it.

The client sees a read-only page: stage, progress, target date, money received, milestones, work in hand, design approvals shared with them, the payment schedule, complaints and their state, and warranty cover.

Press Turn off to stop the link working. A new link can be made any time; the old one stays off.

• Overview: stage, contract value, start and target dates, site address, tasks done, the scope copied from the quotation, the timeline of tasks, schedule milestones, site visits and documents.
• Design: drawings and views sent for client sign-off, material selections and documents for this project.
• Materials: what the site needs, what is on order, what has arrived and what is short.
• Site: daily site reports, man-days, wages and money due to subcontractors (and cameras, if you use them).
• Handover & service: the snag list, the handover record, complaints after handover, warranties and the client's private project link.
• Payments: contract value against cost, invoicing and collection; payment milestones; change orders; running bills.
• Costing & profit: the internal costing sheet and the profit left. Only company admins and accounts see it.

Use Switch project at the top to jump to another project without going back to the list. Some parts need a plan feature; a locked one says which.

• Planning: just started, measurements and scope being finalised.
• Design: drawings and selections with the client.
• Procurement: ordering material.
• Execution: work on site.
• Inspection: checking and snagging.
• Handover: handing over to the client.
• Completed: done. On Hold and Cancelled for paused or dropped jobs.

On All projects, press the pencil on the project and change Stage; set Completed on when it finishes. The By stage panel counts projects at each stage; tap one to filter. Completed and cancelled projects drop out of the active counts and the sidebar's project list. The person in charge is told when their project changes stage.

On Costing & profit, UPVC offcut wastage (estimate) uses the windows on the project to estimate how many profile bars are cut and how much is left as offcut, by weight.

• Bars and profile weights: set the bar length (mm), the allowance per cut (mm), the scrap rate (₹/kg) and each profile's weight. Check them against your profile supplier's catalogue. They apply to every project's estimate.
• Record scrap sold notes money you got back for offcuts.

It is an estimate from the drawings, not a cutting list.

• No Projects in the menu: your role does not open it (Sales, for example). Ask your company administrator to give you access on Team > Access.
• Costing & profit missing on the stage bar: it is only for company admins and accounts.
• A locked part of the project (Design, Materials, Site, Handover, Costing) belongs to a plan feature your package does not include. It says so when opened.
• Completed or cancelled projects are not in the sidebar list; find them on All projects by changing the stage filter.