How to Create, Manage and Update Projects

Projects act like folders for orders- perfect for grouping multiple jobs under a single location or customer. For example, if you're delivering to the same jobsite across multiple days or phases (like a foundation pour followed by walls), you can create a single Project to keep all related orders in one place.

Projects are also useful when you want to offer job-specific or site-specific pricing. Setting up a Project allows you to lock in pricing and other details for that specific job, without affecting other orders for the same customer.

Tip: Always create a project before placing orders. If you create an order without selecting a project, the system will assign it to a default auto-generated project, which can be harder to track and manage later. When you create an order, you can choose which project to add it to.

How to Access Projects

To view and manage Projects:

Click the "Projects" tab in the left-hand panel.
From here, you'll see a list of existing projects and can create new ones

Projects Page Breakdown

The Projects list view includes the following columns:

ID: The unique identifier for the project.
Project Name: The name you assign to the project. This should clearly reflect the job or group of jobs it represents.
Customer: The company or customer associated with the project.
Yard: The yard (location) handling the deliveries.
Address: The main delivery location for the project.
Start–End Date: Defines the range in which orders can be scheduled within the projec. Use the Start and End Dates to control when orders can be booked. If a date falls outside this range, it will not be available for order placement under that project.

Locked Price: Indicates whether pricing is fixed for this project. (Controlled in the Prices section.)
Status: Reflects the current stage of the project- Upcoming, Active, or Complete.

Upcoming: The project has been created but the start date is in the future. Orders cannot be placed until the project becomes active. Use this status for projects under negotiation.
Active: The project is live. Orders can be placed and managed.
Complete: The project has passed its end date and is now closed for new orders.

Creating a New Project

To create a new project:

Go to the Projects page.
Click “Add Project” in the upper right-hand corner.
Fill out the following fields:

General Info

Project Name: A name that clearly identifies the project.
Customer / Company: Select the customer this project is for.
Project ID: Use this if you need to connect the project to an external system like QuickBooks.

Type of Project: Choose the appropriate category.
Type of Work: Select the work type if applicable.

Taxable: Set whether the project should be taxed.
Attribute Location for This Project: Choose the yard (location) handling the deliveries.
Address: Job site or location where the deliveries will be made.
Work Order Number: A reference number typically used by your customer or internal team to track a specific job or scope of work.
PO Number: A purchase order number provided by the customer to authorize the work and for billing purposes. If you update the PO number on an individual order, it will override the PO stored at the project level for that order.

Start Date / End Date: Controls the valid booking range for orders under this project.
Automatically Initiate the Project?: Select this to immediately mark the project as “Active”. Leave it unchecked to keep the project in “Upcoming” status until you're ready.

Viewing Project Details

Click on the Project ID from the Projects page to open the full project view. You'll see a list of all orders associated with the project. Use the filter options to narrow down the orders by date, status, or other criteria as needed.

On the left-hand panel, the project information is broken down into several sections:

Project Info

Click the menu icon (three dots) beside the project name and then “Edit” to update any of these project details.

Project Status: Shows whether the project is Upcoming, Active, or Complete.
- Upcoming: The project start date is in the future. Orders cannot be placed yet.
- Active: The project is live, and orders can be created and managed.
- Complete: The project has passed its end date and is no longer available for new orders.
ID / External ID:
- ID: The internal system-generated ID for the project.
- External ID: Used for syncing with external systems like QuickBooks (if entered).
Work Order Number / PO Number:
- Work Order Number: Optional. A reference used by your team or customer to track a job or scope of work.
- PO Number: Optional. Used to authorize work and for billing.
  If the PO number is edited on an individual order, it will override the project-level PO for that order.

Customer & Address

Customer: Displays the customer linked to the project. Click the customer name to open their profile.
Address: The job site or delivery location assigned to the project.

Details

Type of Project / Type of Work: Chosen when the project was created for classification or reporting purposes.
Delivery Zone: (Currently not relevant – this field can be ignored.)
Dates: Displays the project’s Start Date and End Date, which define when orders can be placed. Use date ranges to control when the project is available for ordering. Orders cannot be placed outside of this window.

Payment Info

Taxable: Indicates whether the project is subject to tax.
Locked Price: Displays whether pricing is locked for this project. Managed in the Prices section within projects- cannot be edited from this view. Use Locked Price for long-term projects with fixed pricing. Set this in the “Prices” section before activating the project

Additional Info

Notes: Your team can add internal notes or images here to provide context, special instructions, or history related to the project. These will appear in the “Project” section within an order as well as inside the operator app. This is particularly useful for site inspections before jobs, or sharing relevant information about a site.