Projects

Entering project information into the system before estimation improves management efficiency. The planning process is like writing down plans before setting out on a journey - it helps to know what needs to be done and how to develop. The available project statuses are simply the stages we go through, from the start to the completion of a work phase. They indicate where we currently are and what will come next.

Creating a New Project

Any type of orders (projects) can be entered into the system, which will be awaiting estimation creation in the system.

The records in the “Contracts → Projects” menu may include:

• Previously offered estimates.

• New projects for which no prior offering was made.

NOTE: Estimation is only available for projects from the status “We have been chosen to execute the project” and above.

REMEMBER: Acquired projects are estimates approved by the Client, for which cooperation has been confirmed and a contract for execution has been signed.

To enter an order into the project list, follow the sequence:

1. Go to the “Contracts → Projects” menu and create an entry using the “New” button.

2. Fill in the form fields in the “General” tab, whose meanings are as follows:

• Generate offer number: You can choose the next offer number by selecting the “Yes” option or enter any number in the “Offer number” field after selecting the “No” option.

• Project name: The name for the project being created, e.g., “Zacisze Sports Hall”.

• Client type: Specify the entity the project is to concern, e.g., “Commercial” for a company or “Private” for an individual, and select the appropriate Contact or company from the list if it exists in the system.

• Contact: Optionally specify a contact person for this order. This is not a mandatory field.

REMEMBER: You can select a company Contact from the list available in the system by entering the initial letters of its name.

NOTE: Using the “Quickly add company” button, you can enter a new entity into the system without having to close the currently filled form.

REMEMBER: For a company selected from the system list, related contacts will be suggested. You can also create a new Contact that will not be associated with the selected company. If you add a new company, the contact list will not be available.

NOTE: By using the “Quickly add contact” button, you can enter a new entity into the system without having to close the currently filled-out form.

• Type of project: Select from the list the type of work the order is related to.

REMEMBER: The types of projects are determined by the administrator. If your project includes other types of work than those available on the list, contact the administrator to update the list.

• Source of inquiry: Select from the list the way the potential Client requested a project quote:

  • Website – contact through the contact form on the website.
  • Social media – contact through social media platforms such as Facebook, Instagram, LinkedIn.
  • By recommendation – contact obtained through a recommendation from another person or company.
  • Advertisements – contact after seeing an advertisement, e.g., in Google Ads, press, on a billboard, etc.

REMEMBER: The types of inquiry sources are determined by the administrator. If your project includes other types of sources than those available on the list, contact the administrator to update the list.

REMEMBER: Recording the sources of inquiry for quotes helps determine which methods are most frequently chosen by Clients when submitting inquiries. The obtained data assists in further directing advertising activities and selecting appropriate communication channels to increase effectiveness.

• Sales representative: Select from the list the employee who acquired the project and for whom an activity report will be generated.

• Estimator: Select from the list the entity responsible for creating the estimate.

NOTE: If default field values for the above-mentioned groups provided in the project have been selected in the system settings, these fields will be filled in automatically. You can change them by selecting another person from the list assigned to the appropriate group.

• Project manager: Select from the list the entity responsible for overseeing the construction.

• Assistant project manager, Architect, Constructor: Select from the list the entity responsible for supporting the project manager, designing, and supervising the construction implementation, considering its safety and compliance with regulations.

• Legal support: Choose from the list the entity responsible for providing legal advice and ensuring compliance with applicable laws.

• Project address 1 and 2, City, Country, Region, Postal code: Address fields specifying the location of the project execution.

• Construction start date: The date when work is scheduled to begin.

• Estimated construction end date: The planned completion date for the work specified in the project.

• Priority: Determine the importance of the order by selecting one of the available options from the list: Low, Medium, High, Very High.

NOTE: Depending on the selected priority, the record will be highlighted with a background color on the list with the appropriate intensity of its hue. Low priority will not have a highlight, while very high priority will be marked the most. Medium and high priorities will have intermediate colors.

• Description: Additional information, notes related to the project.

4. Save the completed data using the “Confirm” button.

The created entry will be displayed on the screen.

REMEMBER: Each project added directly to the project list automatically receives the status “We have been selected to execute the project.”

5. Optionally, go to the “Details” tab and fill in the remaining visible fields, which concern:

• Plans: You can attach the required documentation files related to the created estimate.

• Deadline for delivering pre-construction documentation to the client: Enter the date for handing over the documentation to the investor.

• Work for the General Contractor (GW): Assess the connection with the General Contractor, where the choice concerns:

  • Option “No” - The General Contractor will not mediate in the created project.

  • Option “Yes” - The General Contractor acts as an intermediary and takes over the full scope of work on the project, while we act only as a subcontractor.

  For the choice of option “Yes”, further specify the stages of agreements with the General Contractor, which relate to:

• General Contractor Project Number: Sequential number assigned to the project by the GC.

• Estimator, Manager, Inspector: Select individuals from the appropriate groups who will be responsible for the mentioned functions.

NOTE: If the administrator has added “Additional project fields,” they will be available for completion in the later part of the form. Not all of them need to be mandatory.

REMEMBER: Additional fields are available in the “Details” tab only for projects with a minimum status of “We have been selected to execute the project” and for further statuses, provided the administrator has included them in the system settings.

Employees fill in additional fields to ensure data completeness, facilitate project management, and improve work organization.

The method of completing additional fields may include:

• Any text (short or multiline).

• Integer and fractional number (e.g., 0.2).

• Setting the activity slider to choose Yes/No.

• Selecting a date and time from the calendar.

• Choosing one or several options from a dropdown list.

• Marking single or multiple choice options.

REMEMBER: The “Detailed Filtering” function allows for easy searching of records that have common additional fields.

6. Save the entered data using the “Confirm” button.

NOTE: Leave the remaining fields and the “Estimation” and “Accounting” tabs empty. These modules will be described in detail in the Estimations section.

Preview and edit entered projects

Regardless of the set status, you can make changes to all projects listed. To find a specific project, it is worth using the filtering and sorting methods of records, which are described in more detail here. The quick filtering option of the list, based on the current status of projects, may prove helpful. It is marked in the screenshot below.

Possible quick filters:

I. Documentation stage: Projects where the necessary documentation for the execution of specific work stages is being completed. Applies to statuses: “We have been selected for the project” and “Contract signed.”

II: Project in progress: Projects currently being executed. Applies to statuses: “Project in progress,” “Work suspended,” and “Project issue.”

III: Documentation stage or project in progress: List of projects including both types of filters: I and II.

IV: Closed or completed: Inactive projects, including those completed and settled, for which the status can be changed to “Closed.”

V: Projects I am involved in: All projects in which the logged-in user participates.

To view the entered project and make changes to it, follow the sequence:

1. Go to the “Contracts → Projects” menu and click the action button “View” or its name for the selected project.

2. Depending on the status of the project entered into the system, the fields in the individual tabs may slightly differ.

3. Click the “Edit” button and make changes in the selected tabs, then save the forms using the “Approve” button.

REMEMBER: Editing some tabs in projects is only available to users with appropriate permissions, e.g., the “Estimation” tab.

Example: Tabs available in a project with the status “We have been selected for the project.”

• General: Information visible when entering the entry into the system.

NOTE: In records with the status “We have been selected for the project,” you can view the existing offer by clicking “Go to offer,” or create a new one using the “Go to bidding” option.

• Estimation: Estimated data available only for the active “Time and Material” field.

NOTE: Changing the status to “In estimation” will allow changes to be made for the “Time and Material” field.

• Details: Includes settings related to the connection with the General Contractor.

• CRM & Organizer: All attached “Tasks,” “Meetings,” and “Phone Calls” that are linked to the currently viewed project.

• Material Verification, Requests for Information, Project Visits: A place for appropriately attached requests depending on their purpose.

NOTE: Changing the status to “Under Evaluation” will allow the submission of “Material Verification” requests.

• More: Additional links for this project, visible in the tabs:

  • Attached (Notes and files, Emails, and Acceptable Documents).

  • Information (author and date of record creation).

  • History (who and when changes were made to the project record).

NOTE: Only users with administrator privileges can restore deleted projects from the list.

REMEMBER: Each subsequent status selected after the status “Invitation to Bid Received” will have an appropriately increased number of tabs.

Example: The list of tabs visible after expanding “More” in the currently ongoing project.

• Invoices: List of records related to the financial settlement for the project.

• Costs: Records specifying the costs associated with the project implementation.

• Material Verification: List of submissions regarding the verification of materials marked in the evaluation.

• Requests for Information: List of requests for information on questions arising during the project.

• Planner: Work schedule of employees assigned to the project. It is filled out by the project manager and updated based on the registration of construction workers in the mobile app.

• Subcontractor Agreements: Settlement with the subcontractor for the implementation of the project stage.

• Project Visits: List of records with conducted visits to the project.

• Accuracy of Estimation and Work Progress: Analysis of project profitability based on daily reports submitted by foremen, containing the progress of work delegated to project employees.

• Issues: Reported issues that may affect the smooth progress of work.

• Equipment: History of equipment loaned for the duration of the project and access to lists with extend requests, pickups, and reported equipment needs.

• Warehouse: List of warehouse materials present in the project and those that have been used for project implementation.

• Reports: View of work progress based on reports and the balance of employee working hours and financial balance based on recorded costs (employee, material, equipment, and other costs) and valuation.

Changing Statuses in Projects

Changing statuses in projects allows for the introduction of correlations between the stages of their implementation. Depending on the data entered into the system, appropriate tabs may appear or disappear in the view of a given project.

You can change the status in a project according to the following scheme:

1. Find the project in which you want to change the status on the project list and click on its current status name with the cursor.

NOTE: Certain statuses cannot be skipped - status changes always occur in a manner forced by the subsequent stages of the project.

2. Select the new status and save it using the “Confirm” button.

3. Review the visible form, fill in the appropriate fields according to the changes you want to make, and then save them by clicking the “Confirm” button.

REMEMBER: Before preparing a contract, always create a valuation first.

Examples of “Intermediate Statuses” available for offered projects with the status “We have been chosen to implement the project” and for newly added ones without prior offering:

1. We have been chosen to implement the project - time and material.

2. Project lost.

3. Contract prepared.

4. Contract signed.

5. Pre-construction documentation awaiting preparation.

6. Pre-construction documentation in progress.

7. Pre-construction documentation completed.

8. Pre-construction documentation verified.

9. Pre-construction documentation sent to the client.

10. Pre-construction documentation approved by the client.

11. Project in progress.

12. Project has been canceled.

13. Work suspended.

14. Project issue.

15. Completed.

16. Closed.

A detailed description of each of the above statuses can be found in the Estimation section.

REMEMBER: Before changing any status, verify the data in the previously entered form.

NOTE: When closing a project, create a warehouse transfer for all unused materials. Unsettled goods left on the project will be included in the project costs.

REMEMBER: A completed project is one for which a final invoice has been issued. A closed project is a completed and settled project.

Project Bidding

Bidding is the first step – a general proposal for cooperation, which may or may not include a specific estimate. If the investor is interested in further discussions, a proposal is prepared, which is a detailed document containing the scope of work, prices, and terms of execution. Only after its acceptance does the project begin, which is the actual execution of the task according to the agreed schedule and technical documentation.

Creating a New Bid

Creating a project proposal is an intermediate stage where potential changes are determined before signing the contract for execution. These are not yet acquired projects.

To create a project bid, follow these steps:

1. Go to “Contracts -> Project Offers” and create an entry using the “New” button.

2. The project proposal creation form contains the same fields as the project creation form. The differences concern the following fields:

• Bidding Status: Specify the stage from the available options for the project being entered:

  • Preliminary Planning - an entry concerning the general outline of a project for which we are not yet conducting a detailed estimate.

  • Received Invitation to Bid - an entry concerning a project that has been presented by a potential client. For this choice, you must specify the “Date of Invitation Receipt” below.

• During the estimation process - an entry related to a project for which the estimation process has begun.

• We are not interested - an entry related to the decision not to create an estimate.

• Date of receiving the invitation: The day the request for a preliminary estimate was received. In the following fields, you can specify the deadline for submitting the estimate and the final offer.

NOTE: For the statuses “Received an invitation to submit an offer” and “During the estimation process,” you must provide the offer submission deadline. The deadline is not required for the status “Preliminary planning.”

REMEMBER: Project bidding is only a general plan for potential cooperation with the Client. Until its status is changed to “We have been chosen for implementation,” it remains on the list of offers.

3. Save the completed data using the “Confirm” button.

NOTE: If the administrator has added “Additional project fields,” they will be available for completion in the “Details” tab. Not all of them have to be mandatory.

Adding multiple offers to one project

Regardless of the current status of the project, you can add several project offers to it. This way, you can easily find the estimate accepted by the Client.

To add additional project offers to one project, follow these steps:

1. In the “Contracts -> Project Bidding” menu list, click on the offer number regardless of its current status.
2. Go to the “Offers” tab and click “New” to add an offer, or “Import estimate” if you have the appropriate permissions in the system.

3. Fill in the fields and save the entry creation form with the “Confirm” button.

4. The number of added offers will be visible next to the project name on the list.

5. In the record preview with multiple project offers, you will see the current statuses of the offers, including their sending and acceptance dates.

Preview and Edit Entered Offers

You can edit all projects and offers on the list. To quickly find a specific entry, use filtering or sorting.

For offered projects, the list will look as follows.

Possible quick filters:

I. Bidding in Progress: Records with potential projects for which offer creation has begun. Applies to the statuses “Offer Sent” and “Preparing Offer.”

II. Bidding Completed: Rejected or discontinued offers.

III. Offer Accepted: Projects under negotiation for which offers have been sent and accepted. Applies to the statuses “Selected for Project Execution” and “Selected for Project Execution - Time and Material.”

IV. New Project for Bidding: Potential offers for which a preliminary estimate may be prepared in the future.

V. Bidding (awaiting estimate, estimate sent): Project offers for which a preliminary estimate has been sent, and those that require changes.

VI. Biddings I am Involved In: All project offers related to the logged-in user.

To view or edit an entry on the offer list, use the “View” or “Edit” buttons.

Example: Tabs available in a project offer with the status “Preparing Offer.”

• General: Information visible when entering the entry into the system.

• Offers: Available offer proposals.

• Details: Optionally attached construction plans.

• CRM & Organizer: All attached “Tasks,” “Meetings,” and “Phone Calls” related to the currently viewed offer.

• Project Visits: Annotations regarding the spatial verification of the offer.

• More: Additional associations for this project, visible in the tabs:

  • Attached (Notes and files, Emails, and Acceptable Documents).

  • Information (author and date of record creation).

  • History (who and when made changes to the project record).

NOTE: Only administrators can restore deleted project offers from the list.

REMEMBER: The number of tabs during the bidding stage is fixed. It only changes after the offer is accepted and a detailed estimate is created.

Changing Statuses in the Project Offer

Changing the status in the project offer proceeds the same way as for selected projects. Simply go to “Contracts → Project Bidding” and follow the same steps.

Examples of available “Main Statuses,” defining key stages of project bidding:

1. Preliminary planning.

2. Invitation to submit an offer received.

3. In the process of preliminary estimation.

4. We are not interested.

NOTE: For the statuses “Invitation to submit an offer received” and “In the process of preliminary estimation,” you must provide the offer submission deadline. The deadline is not required for the “Preliminary planning” status.

REMEMBER: When changing the status, it may be necessary to select from a list the entity responsible for continuing the bidding, such as: Estimator, Employee, Project Manager, Project Manager Assistant, or Foreman.

NOTE: Project bidding cannot be changed to the status “We have been selected to execute the project” before adding an estimate.

Examples of available “Intermediate Statuses,” referring to special situations or issues that may arise during project bidding:

1. In the process of preliminary estimation.

2. Preliminary estimate has been sent.

3. Offer preparation.

4. Offer sent.

5. Offer accepted.

6. Paused at the bidding stage.

7. Project lost.

8. We are not interested.

9. We have been selected to execute the project - time and material.

REMEMBER: After setting the status “We have been selected to execute the project – time and material,” the offer is moved to the list of active projects.

NOTE: The last status change for any project offer causes a change in the status of the entire project.

REMEMBER: When you change the bidding status, add a short explanation – e.g., email, plans, note, or documentation. This will help track progress and maintain order.

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