A project can be used to manage multiple tasks as one body of work. They can also be used to manage costs and progress against a contract value.
A project can be created:
Using Create > Project. This method is most common when you want to group multiple tasks (such as ad-hoc service requests) and collate ongoing costs. Typically this method doesn't have an initial contract value.
From an approved detailed quote. This method enables you to manage overall progress and invoice against a contract value (the total on your quote).
Using a Project Template. This method can speed up the process of creating a project by pre-populating data such as the client, location(s), stages and tasks.
When a project is not linked to an approved detailed quote, the contract values displayed in the Progress tab will be zero.
Create a Project
The fastest way to create a project manually is by navigating to Create > Project.
To create a Project from a Detailed Quote or Project Template, see below.
Option: Create a project from a quote
When you create a project from an approved detailed quote, it can automatically transform take-off sheets to stages and top level line items to project tasks. The quoted values will be displayed as the original estimate (or contract value) in the project's Progress tab.
Project types are used to define the different types of projects that you manage for reporting purposes.
Project Types can also include predefined stages to create Projects faster.
For example, a Project Type could be 'New Build', which includes common stages such as Planning, Rough-In, Fit Off and Commissioning.
Selecting a Project Type with predefined stages will reveal the 'Add Stages from Project Type' button. Learn more under Setting Stages below.
This is used to help staff easily identify the Project by name.
By default, this field will be pre-filled with either the client's address (or the work site address if a 'location' has been set) and appended with the Project Type. You can always overwrite this name with something more meaningful.
Reference number generated by AroFlo. This will update once the Project has been created.
The customer order number or contract number for this project.
An informational field for the start date of this project. The date can be used for reporting, planning and review purposes.
Similar to Start Date, this field is used to record the estimated end date of the project.
Description of the project work.
We recommended leaving this ticked. This enables you to select line items from any quote that is linked to the project when invoicing. Therefore this allows individual tasks to access the current quote line items.
You may wish to leave this un-ticked when using a project to track incurred costs only (such as ongoing maintenance work with no quote).
Once the details are complete, you can add stages to manage your Project.
What are stages?
Stages are used to break down big projects into manageable sections. The number of stages that you create depends on how you want to manage the project. For example, some Project Stage Types could be planning, rough in, fit off and commissioning. Another example may be the months of a year.
To add a stage, click + Add Stage.
TheProject Typeselected for this project could also have pre-defined stages (and Tasks). These can save time on manual entry. Click 'Add Stages from Project Type' to insert these.
If your project is from a detailed quote, It's a good idea to add a stage called Variations, so that if you need to deviate from the agreed contract value, you can simply add tasks to the Variations stage.
Learn about 'Stage' fields...
The name of the stage (or phase) in the Project.
By default, this will be pre-filled with ("Location - Stage Type"). If there is no Stage Type, the name will be ("Stage 1 - Location", "Stage 2 - Location" etc. You can always overwrite this name with something more meaningful (e.g. Rough In, Fit Off etc)
The work site for this stage.
By default, this will be pre-filled with Project location. This field is useful if the work site changes per stage (e.g. Level 1, Level 2, Level 3)
These can be useful if you want to automate the name of each stage. For example, you could select 'Level 2' as the location and 'Planning' as the Stage Type. The Stage Name will automatically be called "Planning - Level 2"
Set a Stage to be Open or Closed. A closed stage can be opened later in the Project.
This field defines the type of work being performed and is useful for reporting on work productivity. It also determines the types of checklists, labour charges and service fees that apply to the task.
This field is used when the customer order number is different to that listed on the project or the stage.
The task status field is used to flag the status or progress of a job, allowing users to easily see where jobs are at.
This field is used for recording the contact who requested the Task.
This field is used to record the date that the customer needs this Task completed by. This is the same as Due Date.
Save the Project
Once the Project is set up, click Save Project.The page will refresh to view your project.
If this is a common set up, you can also save it as a Project Template by clicking (more options) > Save as New Project Template.
On this page
View our Project Management product page
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