How to run a build as a project

When to use a project

• Use a project for anything with more than one visit or more than one invoice — new builds, extensions, big renos, stage-paid jobs.
• Skip it for one-visit work — a call-out, a switchboard upgrade, a few extra powerpoints. A quote and a job are all you need.

Start a project

robot gives every project a PO number (P1001, P1002 …). Jobs inside it get matching references like P1004-A.

1. 1
   Open Projects from the Work menu and tap the round + (New project).
2. 2
   Name it — e.g. 42 Harber St new build — and add the site address if you have it.
3. 3
   Customer — tap ＋ Pick a customer, or Skip — no customer yet.
4. 4
   Plan — pick the plan for this job, or No plan — continue.
5. 5
   Quote — link the quote. Quoted in another app? Tap 💲 Quoted in another app? Type the price and enter the total including GST.
6. 6
   Tap Create project.

Other ways a project starts

• When you send a quote — the send window asks Is this quote a project? Pick Yes — new project and robot makes the project when the customer accepts. Or pick Existing… to add it to a project you already have.
• When a quote is accepted — answer Yes to Make it a project? on the Home screen card.

What’s on the project page

• Quoted / Invoiced / Paid — the money so far, including GST. Declined quotes and draft invoices don’t count.
• PO number — quote it when you order from suppliers, and their bills land on this project.
• Project profit — tap Details to see how it’s made up.
• Plan — the marked-up plan. Tap + Add to attach one.
• Pricing — the project’s quotes. Tap + New quote, or 💲 Add price for a price you quoted elsewhere.
• Jobs — every job, with its status, hours and photos.
• Supplier bills — bills matched to the project.
• Invoices — stage invoices, variations and anything you’ve parked here.
• Photos — every photo from every job in the project.
• Notes.

Add things to a project

Tap + Add on a section to Attach a plan, Attach a quote, Sync a job or Park an invoice. A job’s photos, hours and pricing roll back into the project.

To take something out, tap Edit at the top and remove it. It leaves the project but isn’t deleted. Tap Done when you’re finished.

You can also link a new job to a project when you create it — pick it under Project or property.

Billing a project stage by stage

When a job in the project is done, the job card shows ✓ Synced to [project] instead of Send to invoicing. You bill it from the project, so nothing gets invoiced twice.

1. 1
   Give the quote a payment schedule before you send it — see Optional items and payment schedules.
2. 2
   When the customer accepts, robot drops a draft invoice for each stage into the project’s Invoices, under Ready to send.
3. 3
   Send each stage when you reach it. Drafts stay in the project, out of your main Invoicing list, until they go.
4. 4
   Extra work? Tap + Variation to make an extra-work invoice in the project.

Finish the project

The project locks and is kept as history. The home lives on as a property, with the customer and every job — see Customers and properties.

1. 1
   Tap Active at the top to switch a project to On hold and back, if it’s paused.
2. 2
   When the work is done, tap ✓ Mark project completed.
3. 3
   Tap 🏡 Turn into property (or Not now).

Delete a project

Tap Edit at the top of the project, then Delete project at the bottom. Deleting a project doesn’t delete what’s inside it. The plan, quotes, jobs and invoices are kept — they just leave the project.