Working With Projects

Accessing Projects

Click Projects in the sidebar navigation to view your project list.

What is a Project?

A project groups together:

• Multiple estimates for the same job
• Related invoices
• Site photos and documents
• Client communications

This is useful for larger jobs with multiple stages, or when you create several estimate options for a client.

Creating a Project

1. Click New Project in the top right
2. Fill in the project details:
   • Name (required) – A descriptive name for the project
   • Client – Select an existing client or create a new one
   • Site Address – The job site location
   • Description – Optional notes about the project
   • Start Date – When work begins (optional)
   • Target Completion – Expected finish date (optional)
3. Click Create Project

Project Statuses

Projects move through these statuses:

You can change the status from the project detail page.

Viewing Project Details

Click on any project to open its detail page. The project view has several tabs:

Overview Tab

Shows project summary including:

• Project information (name, client, site address)
• Financial summary:
  • Total Estimated – Sum of all linked estimates
  • Total Invoiced – Sum of all invoices
  • Total Paid – Payments received

Estimates Tab

Lists all estimates linked to this project with:

• Estimate title and number
• Status (Draft, Sent, Accepted, etc.)
• Total value
• Quick actions (view, edit, send)

Invoices Tab

Lists all invoices for this project with:

• Invoice number
• Status (Draft, Sent, Paid, Overdue)
• Amount
• Due date

Media Tab

Store project-related files:

• Site photos
• Plans and drawings
• Specifications
• Client-provided documents
• Reference images

Click Upload to add new files. You can add captions and organise by category.

Messages Tab

View and manage client communications related to this project.

Linking Estimates to Projects

When Creating an Estimate

1. On the estimate creation page, select a project from the Project dropdown
2. The estimate is automatically linked

For Existing Estimates

1. Open the estimate
2. Access estimate settings
3. Select the project to link to

Financial Tracking

The project automatically calculates:

• Total Estimated – Sum of all linked estimate totals
• Total Invoiced – Sum of all invoice amounts
• Total Paid – Payments received against invoices

This gives you an instant view of project profitability and payment status.

AI Context for Projects

You can add AI context notes to a project. This information is used when generating new estimates for the project, helping Sammy understand:

• Site-specific conditions
• Client preferences
• Special requirements

Managing Projects

Archiving a Project

To hide a completed project from your active list:

1. Open the project
2. Click the menu icon
3. Select Archive

Archived projects are preserved for records but hidden from the main view.

Deleting a Project

To permanently remove a project:

1. Open the project
2. Click the menu icon
3. Select Delete
4. Confirm the deletion

Warning: Deleting a project is permanent and cannot be undone.

Tips

• Use projects for multi-stage jobs – Keep deposit, progress, and final invoices together
• Store site photos – Upload photos during site visits for reference
• Link all estimates – Even declined estimates are useful records
• Update status regularly – Helps track active vs completed work