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Creating projects

It only takes a few minutes to build, schedule, and send a project. To get started, just give your project a unique name and add the customer. If your employees are users, you can assign jobs. This is key for schedules so you can efficiently allocate work and your workers can plan their day. 

In This Article

Start building your project

You can set it up as one occurrence on site or schedule multiple recurring occurrences.

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Preset frequency options for recurring are weekly, bi-weekly, monthly, quarterly, and annual. The date of each occurrence is based on the start date. If your project doesn't fit one of these options, you can set up a custom schedule and manually add each date. Start and end times are optional, but highly encouraged as they make scheduling easier and allow for more precise reminder emails.

To finish building your project, add items to show work detail and pricing.

Attach files

Whether it’s job site photos, signed documents, or reference materials, attach items to the project so you can keep everything in one place. You can upload up to 5 items such as images, videos, and documents.

  1. Go to the Additional Files section at the bottom of the page.
  2. Click Add New Files.
  3. Upload from your device or take a picture now.
  4. Click to confirm.

If you send a copy of the project to your customer, they will be able to access the files when they click View Project. 

The items are also added to the Files section of the customer record.

Down payments for one-time projects

If this is a one-time project, you have the option to require a down payment. You can set a certain percentage or a fixed dollar amount to determine the amount due.

As soon as the down payment is paid, the project is approved. 

  • If you have the customer's approval, you can take payment now on a saved payment method. 
  • If you send for payment, the customer is presented with a payment page with they view the project details. 
  • If the customer pays with something like cash, paper check, or a cash app, you can record that payment was received outside of Project 2 Payment.

If the payment is processed in Project 2 Payment, a receipt is automatically emailed to the customer. Unlike other payment receipts, we do not include a link to review your business online. The down payment is collected before the work begins, but most customers prefer to wait until the job is complete to submit a review.

Payment collection options for recurring projects

Invoices are automatically generated after each occurrence, but there are 3 different ways you can collect payments. 

  • Auto-Collect will automatically pay the invoice right away using a saved payment method authorized by your customer.

  • Send for Payment will automatically send the invoice to your customer and they click to pay when it works best for them.

  • Manual Queue generates an invoice that is saved in drafts. You must remember to manually send the invoice to your customer or mark it as paid if you collected a payment in person.

Customer notification (optional)

Customer notification is the last step before you create your project. Use this setting to control when customers receive a copy of the project by email. 

The default setting is On. If the customer associated with this estimate contains an email address, that address is automatically populated in the Email field. When Customer Notifications is turned On, an email is sent to your customer with a link to view the project estimate as soon as you click the Create Project button. 

If you prefer not to notify your customer - for example, when creating internal projects and $0 projects - you can simply change the toggle to Off. You should see a statement that confirms the customer will not be notified.