Screenshots use example records. Select any image to enlarge it. Your company’s fields, permissions, and configuration may differ.
Review the project first
Open Projects and select the job. Check the customer, property, current sold scope, contract value, payment milestones, owner, and stage. A project is the operating record for delivery; the original agreement and later approved changes provide its commercial history.
Understand stages and flows
A pipeline stage summarizes where a project stands. A project flow breaks delivery into steps and tasks with owners and timing. A scheduled appointment reserves time on a calendar. Moving a stage, completing a task, and booking a crew are distinct actions.
Set up a reusable flow
Administrators can open System settings → Project flow templates.
- Create a template for a repeatable type of work, such as a roof replacement or installation.
- Organize the steps and tasks, assign responsibility, and set the timing your team needs.
- Publish the flow so it can be selected for project handoffs.
- In Project flow defaults, set a company fallback and any contract-template rules, then save the defaults.
- Check that the signed-quote handoff automation is enabled and verify the resulting flow on a sample project before relying on it for new work.
Know when defaults apply
The handoff checks the signed contract’s template, then uses its matching flow rule or the company fallback. With no applicable flow, a project can start without one unless your company requires it. A selected flow that is unavailable can pause the handoff. Updating a template or its defaults does not replace a flow already applied to a project.
Work the plan
Review assigned tasks, due dates, and progress in the project. Update task completion as work is done, keep notes and documentation attached, and use the calendar for crew visits. When a signed change changes the job, review the remaining operational work as well as the revised scope.
In the project’s Flow tab, open a task. Check its linked job, description, due date, priority, and assigned person or team. Add context in Task notes and save your changes. Mark complete only when the task is done.
Opening a flow task exposes its due date and assignment controls; the example task is still incomplete.
If the handoff needs attention
Ask an administrator to review the automation result, selected contract template, and published flow defaults. A project may already exist even if applying its flow failed. Check for that project before creating another one.