Frequently Asked Questions

1. What are the available project statuses and how do they help in managing projects?

   Project statuses are the stages a project goes through from its initiation to completion. They facilitate tracking progress, planning subsequent actions, and better team management. Every newly created project automatically receives the status “Selected for project execution.” You can then manually update its status by selecting the next stages.

2. How does the project bidding stage differ from the project itself?

   The project bidding stage involves preparing an offer and contacting the client before signing a contract. A project is an assignment that has been accepted and is being executed in the system.

3. Where can I create a project estimate?

   A project estimate can be created in two ways:

   • during the project bidding (menu: Contracts → Project Bidding),

   • directly from the project list (menu: Contracts → Projects), if the project already has the status “Selected for execution.”

4. Why can’t I create an estimate in a given project?

   Detailed estimates can only be created in projects with the status “Selected for project execution.” Ensure the project has this status, then choose the estimation method (time and material: yes/no).

5. What is the difference between the “Time and Material” option set to “Yes” and “No”?

   • ”No” – the estimate is based on the calculation of work scopes, considering individual rates, units (e.g., m², hours), material quantities, and additional costs.

   • ”Yes” – billing is based on actual working time (hourly rate), materials are provided by the investor or billed according to actual usage.

6. What is the “project problem” status in a project?

   The “project problem” status indicates a stage where problems or special situations have temporarily prevented the continuation of work on the project.

7. Do I need to close the form while creating a project to enter a new contact into the system?

You do not need to close the form you are currently filling out. Using the “Quickly add contact” button, you can enter a new contact into the system.

8. When can I change the project status and how do I do it?

   Changing statuses in projects defines the stages of their implementation. Simply click on the name of the current status for the selected project, and in the displayed form, choose a new status name. The statuses are set in chronological order.

9. What are the project priorities and how do they affect management?

   Project priorities determine their importance and can be set based on various criteria, such as the deadline or significance for the company. They affect project management by establishing the order of actions and resource allocation.

10. What should be considered when creating a quote?

    When quoting a project, the costs of materials, employee work time, purchase or rental of specialized equipment, and additional costs incurred during implementation are taken into account.

11. How does the “Markup” field work?

    Entering a percentage value in the “Markup” field increases the total cost of materials by the specified margin. This is useful in cases of uncertain purchase prices and provides a financial reserve.

12. What information does the quote contain?

    The quote includes the method of billing for the service, scopes of work, costs of materials and equipment, and other costs with a final summary.

13. Why can’t I delete a quote from the system?

    Remember that a quote is a project. You cannot delete such projects for which the minimum status “We were chosen for implementation” has been set. Such a project can be canceled. Unsuccessful projects provide additional information indicating whether it is worth making further quotes for a potential client.

14. Can I edit a quote after the project has started?

    No. After changing the project status to “In progress,” editing the existing quote is blocked. You can only add a new quote or change the project.

15. Where does the system get material prices from?

The system automatically fills in material prices based on the last purchase. There is an option to manually edit the price for each material.

16. How to generate a quote in PDF format?

    You can generate a quote in PDF format using the “Download PDF” function button visible in the project preview with the status of a completed quote. The system allows you to select the content visible on the downloaded document (e.g., whether to include prices for individual stages).

17. Why can’t I generate a PDF file with the quote?

    You can create a quote in PDF format only for a project that has at least one “Scope of work” and a specified final “Offer amount.” Additionally, if the “Offer amount” exceeds the summary amount for the work stages, generating a PDF with such a quote will be limited to a file with only the final price and a list of works (without the possibility of sharing costs of individual works).

18. What is the import of a quote from a Norma PRO file and how to conduct it?

    Importing a quote from a Norma PRO file allows for the automatic filling of quote fields in the system based on data from a cost estimate prepared in the Norma PRO program.

19. Why does the system reject the uploaded Norma PRO quote file?

    You can upload a Norma PRO quote file only to projects with the status “In the process of quoting” or “Preliminary quote sent.” Change the status if the project does not have one of the given statuses.

20. When do I need to provide the “Contract amount”?

    For quotes with the status “We have been selected for implementation,” it is necessary to provide the “Contract amount” before starting work.

21. For which projects can I submit change requests?

    You can submit changes for “active” projects and for those where the quote is not based on the “Time and material” principle.

22. Where will the value for the change in the project be added?

    Costs related to changes in the project will be included in the project’s financial reports and the billing balance. A separate invoice should be recorded for changes in projects.

23. How to create a change request in a project for a “Time and Material” estimate?

    If the project is billed on a “time and material” basis, the change should also be implemented according to this scheme.

    If a change request needs to be submitted, a new project should be created, taking into account the proposed change. Once such an estimate is accepted, it will be executed as a separate order.

24. I see a change request in the project in the system, but I can’t change its status, why?

    Only users with the appropriate permissions can change the statuses for submitted change requests in projects.

25. How to account for the cost of additional workdays?

    Use the “Estimated additional man-days” field to indicate the extra time needed to complete the project. This value does not affect the cost estimate but informs the client about a possible extension of the deadline.

26. Does a change in service rates affect existing estimates?

    No. The rates entered into the estimate are recorded at the time of its creation. Changing the rates in the price list does not affect already saved estimates.

27. What can control visits pertain to and for which projects are they intended?

    Control visits can pertain to projects with various statuses. Before the project begins, the inspector can determine, for example, the condition of the building, conduct employee inspections during the work, and assess the quality of the work after completion.

28. Who are the “Assigned employees” visible in the information request?

    These are the individuals who, after receiving feedback from the supplier or contractor to whom they sent the inquiry, will be able to change the status in the request.

29. What types of billing invoices can I use in the system?

    Depending on the progress of the work and agreements with the Client, the system allows for the registration of settlements in two variants: partial and full invoices, or advance and final invoices.

30. What is the purpose of the “Invoices” section?

    In the “Invoices” section, you can issue invoices as current settlements with the client or synchronize settlements with another accounting program by entering analogous records to already issued invoices.

31. Can I change the billing method after issuing the first billing invoice?

    No, if the first invoice issued for a given project has a specified billing method, subsequent invoices for that project must be billed in the same way.

32. Can I include unbilled employee work time on the next issued invoice?

    Yes, unbilled employee work time will remain on the list and will be included in subsequent settlements. On the next invoice, the billing dates for these employees’ work time will refer to the retrospective period in the detailed preview.

33. I want to add several subcontractor agreements for one Subcontractor. Can I save them in one form?

    No, the scope of each agreement should be specified in a separate form. For agreements billed on a “Time and Material” basis, it will be important to create a “Work Schedule History” to monitor work progress and the number of hours worked, according to which the service will be billed.

34. What is multi-stage billing with a Subcontractor?

    Multi-stage billing with a subcontractor allows for managing payments according to work progress and ensures control over the quality and timeliness of tasks performed. Additionally, this billing method helps avoid large upfront payments, which in turn can increase control over the project budget and subcontractor timeliness.

35. How to bill the work time of field employees?

    Based on the “Employee Work Schedule” and recorded events in the “Planner -> Browse Events” section, you will be able to verify entries recorded on the “Employee Payroll” list. The system marks with a red background those entries where there were irregularities related to the time or place of the employee logging into work in the mobile application.

36. How to use the record copying function in the calendar?

    You need to select the “Copy” function button and click on the place in the table you want to copy. After selecting the destination for the copied value, click the mouse cursor again. You can paste the allocation multiple times this way.

37. Why can’t I change the current scope of work in an ongoing project?

For ongoing projects, you cannot change the scope of work for which an estimate has been made. In such a situation, you need to submit a “Project Changes” request. Once it is approved, the new scope of work will appear on the project list.

38. How do I move an entry on the work planner?

Simply hover the cursor over the entry, and when the “pointing finger” icon appears, grab the cell with the entry and drag it to the target location.

39. For what time range is it possible to move entries on the planner?

Entries related to work assignments can be moved in the graphical calendar table both forward and backward (left-right).

40. When resuming work on a suspended project, will the number of days worked disappear from the planner?

The number of days worked is remembered by the system regardless of the period of work suspension.

41. How can I view an employee’s schedule for a selected date?

You can go to the employee work schedule view tab by employee and select a specific person there. You can also go to the schedule events list and filter by person there.

42. Why do some employees have assignments marked in gray in the selected project’s schedule?

Assignments marked in gray indicate that employees have been previously scheduled on another project’s work schedule, so they cannot be assigned to the selected project on the same day at the same time. Assignments in blue pertain to the currently viewed project.

43. Can one employee be assigned to work on two different projects in one day?

Yes, but only if the working hours on one project are different from the other (the time cannot overlap).

44. What should I remember when creating a work schedule for a Contractor?

You cannot create an assignment for a contractor without first attaching a written subcontractor agreement to the project and adding the contractor’s foreman, who is responsible for reporting work progress and the presence of the contractor’s employees.

45. How does the GPS system work in the context of employee location?

    The GPS system in employees’ phones automatically locates their current position and sends the information to Contractors.es when they clock in and out of work, allowing verification of the correctness of employees’ login and logout locations.

46. What do the notifications received by employees regarding their login location pertain to?

    Employees may receive notifications on their phones if they leave the workplace early or arrive late, and if their login location is distant from the project address.

47. Within what time frame can I generate a Client report on work progress?

    You can generate the report within a time frame of up to 30 days.

48. How can I identify a project based on “Time and Material” when reviewing the Project Time Balance section?

    A project with a “Time and Material” estimate can be identified by the blue background color of the message visible in the list of records.

49. What do the “Warnings” appearing on the Project Time Balance list indicate?

    Each warning specifies an irregularity related to the time allocated for project execution. These may include notifications about unaccounted employee work time or exceeding workdays.

50. What does the term “Undefined” mean on the list of work scope in the preview of a selected work time balance?

    The term “Undefined” means that when recording the employee’s work time, the activities they were engaged in were not specified. This happens during mass editing of field employees’ attendance by an office employee, for example, when field employees do not use the mobile app or forget to log in at work.

51. How to assess the profitability of a project using the “Project Financial Balance”?

    The project financial balance presents the difference between the contractual amount and all incurred costs related to the project execution, allowing the assessment of the project’s profitability.

52. How to evaluate sales by estimators using the report?

    The Sales by Estimators report presents information about the number of projects acquired by estimators in relation to the estimates made.

53. What information does the Field Employees Attendance report contain?

    The Field Employees Attendance report graphically presents information about the lack of work start, incorrect start or end of work, and incorrect distance to work for field employees.

54. Can I add multiple Sales Goals for one salesperson in a single month?

    You can add multiple sales goals depending on the project type simultaneously by clicking the “New” button and filling in the appropriate fields in the forms. You cannot add multiple sales goals for the same project type in a single month.

55. Why is reporting issues important in Contractors.es?

    Reporting issues related to project execution significantly impacts the completion timeline and is crucial for documenting any disputes with the Client.

56. Can I create a backdated report for a weather-related issue in Contractors.es?

    Yes, you can create backdated reports, but remember to manually fill in the weather conditions that prevailed at that time.

57. Why can’t I report multiple non-weather-related issues at once?

    Each issue must be registered as a separate record if the problem concerns multiple work scopes. This makes verification and problem-solving easier and clearer.