Understanding the Project Settings

 

Projects are dynamic activities and often times project settings need to be changed. The project settings page has eight tabs: General Info, Prospect, Financials, Team, Customer, Vendor, Sharing, and AI (Beta). Lets take a look at them!

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Table of Contents

1. General Info
2. Prospect
3. Financials
4. Team
5. Customer
6. Vendor
7. Sharing
8. AI (Beta)

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General Info

The General Info tab allows you to input and manage key information about the project. Here's what's included:

• Cover Photo – Displayed on the client’s homepage and in the client portal.
• Project Name – Internal label for the job; used in project lists.
• Project Stage – Choose from Prospect, Pre-Construction, Production, Warranty. Used for sorting and filtering in project reports.
• Project Type – Options include Custom Home, Remodel, Commercial, Addition, Kitchen, Home Care, and more.
• Address – Used for documentation and to pull weather for daily logs.

• Time Zone – Can be searched and assigned based on geography.
• Description – Optional field for job details; expandable editor available.
• Target Start Date – Controls the earliest allowable task in the schedule.
• Square Footage – Used for cost-per-square-foot calculations.
• Project Color – Applies color coding to the resource schedule (not the main schedule).
• Archive Button – Used to archive projects; archived jobs do not appear in reporting for active or pre-construction phases.

Tip: Click Submit at the bottom of the page to save any changes.

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Prospect

The Prospect tab is designed for managing sales lead information related to the project:

• Prospect Status – Track where the project is in the sales process (e.g., New Lead, Qualified, Proposal Sent, Won, Lost).
• Priority – Helps categorize urgency or level of interest.
• Creation Date – Auto-recorded when the project is added.
• Deal Close Date – Update this field when a project is won or lost.
• Prospect Owner – Assigns the lead to a team member.
• Lead Source – Tracks marketing attribution (e.g., website, radio, referral).
• Win Probability – Estimate how likely the job is to close.
• Budget Range – Capture both low and high budget estimates.
• Prospect Notes – Field for any other relevant sales info.

For contact information, refer to the Customer tab or read 'Adding and Managing Customers'.

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Financials

In the Financials tab, users define how financial data is organized and billed:

• Cost Structure
  • Cost Plus/Open Book/Time & Materials – Based on actuals and expenses.
  • Fixed Price (Lump Sum) – Based on estimates and change orders.
• Budget Organization
  • By Cost Item – Tracks spending at item level.
  • By Cost Code (Recommended) – Groups expenses under codes (e.g., all framing lumber as one cost code).
• QuickBooks Integration – Link to a corresponding QuickBooks project via dropdown.

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Team

• Team Members - Add internal team members to the project.
• Use the Edit button to assign team members such as Project Managers, Coordinators, etc.

• To learn more about how to add team members & clients to projects, check out our additional knowledge documents: "Adding & removing team members on projects" 

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Customer

• Assign customers and manage what they can view: Blue
  • Schedule Settings – Show assigned phases only, all phases, or Gantt chart.
  • Specifications – Allow customers to view the full spec list.
  • Budget View Options – Enable visibility into budget summary, cost breakdown, and actuals (bills, amounts, vendors, issue dates).
  • Change Log – Share history of project changes with the client.
• Add/remove customers and secondary contacts. Yellow
• View customer login history.

• More on Adding Clients - For more on adding clients please review: "Adding clients to a project".
• Client Experience - Details on desired client experience and visibility of items can be found in: "Previewing the client portal"

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Vendor

• Settings - Toggle on what your vendors can view
  • Schedule - Vendors can view all schedule tasks in a gantt chart
  • Specifications - If desired, specifications can be shared with vendors. If toggled on, you have additional control to share all specifications or only specifications that the vendor is assigned to.

• + Assign - Assign vendors to the project.
• Vendor Options
  • View vendor contact information or unassign vendors as needed.
  • Notify vendors about assignments.
  • Unassign Vendors from Project 

• For step-by-step instructions to add a vendor in your contacts, see: How to add your vendors

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