Working with Projects

Projects help you organise related estimates and invoices for a single job or client site. Track financials, store site photos, and keep everything in one place.

Accessing Projects#

Open Projects from the sidebar on a computer or the bottom tabs on your phone.

On your phone, choose Recent projects, Estimates, Invoices, or Jobs above the list. Jobs appears when the feature is available for your account. One list is shown at a time; tap a row to open it.

On a computer, choose Recent, Estimates, Invoices or Jobs at the top of the page. Recent shows your recent projects, latest estimates, latest invoices and jobs together, three of each. Click View all under Jobs, Estimates or Invoices to open that full list. When you have more projects than fit on screen, View all appears at the end of the Recent projects row and opens your full project list in place. You can drag a section by its handle to change the order. Your invoices live here too: there's no separate Invoices item in the sidebar.

Invoice and job lists on a computer show the Estimate each one came from. Click the estimate number to open that estimate. You can also search by an estimate number to find its invoices and jobs.

Use the search box to find a name, document number or status. Your search stays in place when you switch lists, and each chip shows how many matches it has within that list's status filter. For example, search for a client name, then choose Estimates or Invoices to see their documents.

Tap the sliders button beside search (on a computer, Filter & sort) to filter and sort the selected list. Choose a status and an order, such as Sent estimates by Highest value, or invoices by Due date: earliest. Each list remembers its own choices. A summary and Reset appear when you change the defaults; Reset leaves your search and the other lists' choices alone.

Projects and estimates start with Not archived. To find archived records, choose Archived or All statuses, then search by name or number. Jobs starts with Open jobs; choose All statuses or a specific status to see completed work.

Lists initially show up to ten records. Tap View all underneath the list to see more within your selected status. Returning from a record restores your selected list, search and filter/sort choices. Use + New for creation actions. On a computer, + New sits in the bottom corner, beside the chat bubble, and its top choice matches the list you're on: New invoice on Invoices, Log a won job on Jobs.

Table and Board (on a computer)#

When you open Estimates, Invoices or Jobs on a computer, choose Table or Board at the bottom of the page.

• Table shows the full list, one row per record.
• Board lays the list out in columns, one per status, so you can see how many estimates are still in Draft, how many have been sent, and how many were accepted. Each column shows its count and dollar total.

Finished stages, like Declined, Invoiced, Paid or Closed, sit on the right as narrow columns showing just a count. Click one to open it, and click the arrows at its top to close it again. On the Jobs board, a Contracted column shows up between Won and In progress whenever a job has a signed contract recorded and hasn't started yet.

The board is for seeing where your work sits. To change a status, open the record and change it there, so sending a proposal or recording a payment still goes through its usual steps. Table or Board stays as you set it when you switch between Estimates, Invoices and Jobs, and Sammy remembers your choice next time.

What the status colours mean#

Estimates, invoices, jobs and projects all use the same three colours, so you can scan a mixed page quickly:

• Green means it got where it was meant to: an estimate is Accepted, an invoice is Paid, a job is Complete or a project is Completed.
• Red means it didn't go to plan and may need you: an estimate was Declined or the client asked for changes (Change requested), or an invoice is Overdue or shows Failed (something went wrong with it).
• Grey is everything else, like Draft, Sent, Viewed, Won, Contracted or In progress.

On a computer, every list table ends with the status, then the dollar amount. A job's amount is its Budget: the total of the estimate your client accepted.

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. Tap or click + New, then New project. On a computer, + New is in the bottom corner of the Projects page
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

Tip: On your phone you can move the New button to the other side of the screen, which suits left-handed use. Touch and hold it until two outlines appear at the bottom, drag it to the other side and let go. Your phone remembers where you put it.

Project Statuses#

Projects move through these statuses:

You can change the status from the project detail page.

Viewing Project Details#

On your phone, a detail page uses the full screen without the main navigation tabs. Use the Back control at the top to leave the detail page; your available actions stay at the bottom or in its compact header.

Back returns to the page you opened the record from. For example, an invoice opened from the Projects screen returns to Projects; an invoice opened from an estimate returns to that estimate. If you opened an estimate or invoice directly from a link, Back takes you to Projects.

Click on any project to open its detail page. Tap Actions for New estimate, New invoice and the other available project actions. On a computer, Actions is in the bottom-right corner, with Edit beside it. On your phone, Edit project is inside Actions. An archived project offers Restore project there.

Use Actions to add an estimate or invoice to the project, including the first one: the Estimates and Invoices tabs have no creation button of their own. On estimate and invoice lists, use + New. If a search or filter has no matches, its clear/reset control stays available in the list.

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, the same way the Estimates list on the Projects page does:

• Estimate number and title (a variation shows a V chip and the job it belongs to)
• Client and created date
• Status (Draft, Sent, Accepted, etc.)
• Total value

Tap a row to open the estimate. Tick rows to assign them to a project, export them to a CSV or archive them. Use View archived to see estimates you've archived.

Jobs Tab#

Shows when jobs are available for your account. Lists the jobs won on this project with:

• Job number and status
• Client
• The quote the job came from
• Site address and budget

Tap a job to open it.

Invoices Tab#

Lists all invoices for this project, the same way the Invoices list on the Projects page does:

• Invoice number and client
• The estimate it came from
• Issued and due dates
• Status (Draft, Sent, Paid, Overdue)
• Total

Tap an invoice to open it and see what's been paid and what's still owing.

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. Tap Actions (on a computer it's in the bottom-right corner), then More Actions, then Assign Project
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. Tap Actions (on a computer it's in the bottom-right corner)
3. Select Archive project

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. Tap Actions (on a computer it's in the bottom-right corner)
3. Select Delete permanently. It only shows on an archived project, so archive it first. It stays greyed out while the project still has estimates or invoices
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

Related Articles#

• Managing Your Clients
• Create Your First Estimate
• Create Your First Invoice