Set Up Your Projects

Learn how to setup your projects and configure your settings.

You should complete the Set up of your customer(s) before creating projects, to make sure you have this defined before trying to set up a project for those customer(s).

Table of Contents

Add a New Project

A single project can be added at any time.

If, at any time you want to leave and save your work, scroll to the bottom of the project form and click Save.

  • Navigate to Admin -> Projects

  • Click on the New button

  • Enter the basic information about the project and when done, click Continue.


 Here is an overview of the basic fields for the project setup (R= required, O=optional). 
    • Number (R)
    • Name (R)
    • Address 1 (O)
    • Address 2 (O)
    • City (O)
    • State (O)
    • Zip (O)
    • Trade (O) - Select one or more trades that this project is associated with. This is informational only.
    • Team (R) - At least one project team member should be selected from your list of active users.
    • Project Contact (R) - Select someone from the Project Team to be the main contact for the project, this is typically the Project Manager.
    • Customer - Select the customer for the project.
The customer MUST exist in the customers master list before it can be selected. For more information on how to add a new customer go to Set up your customers
    • GC Project # - Often the GC has its own project reference number. Enter it in here and it will be included in the cover letter correspondence and emails to the GC.
  • After Continue is clicked, more project settings are available to edit.

GC Project Team Members

  • Click on the GC Project Team Members button to set up the GC contacts for this project. 

The contact on the customer master record was added to this list by default but it can be changed and more contacts added.

  •  Click on Add to add a new GC project team member

  • Enter the information about the contact.

  • Here is an overview of the basic fields for the GC Project Team
    • The Approve permission allows the GC contact to approve Authorization Requests  and also to sign T&M Tickets
    • The Default Contact is the one contact who should be used as the main contact in email correspondence.  
    • Contact Name (R) 
    • Title (R) - This is the role that this contact performs on this job
    • Phone (R) 
    • Email (R) 
  • Click on Save.

Configure Pricing

  • Click on the Configure Pricing button to set up all the pricing related to this project.

Configure Pricing involves adding project labor rates, creating a project material list if desired, and adding additional billing items to make the most out of T&M by billing for all extras that are in your contract but often missed with ticket work. For detailed instructions go to Configure Pricing

T&M Management Workflow Settings

This is only required if you are using the T&M workflow. If you are simply using eForms or any other of our workflows, this section can be skipped.

Settings that are specific to the T&M Management workflow can be set here at the project level.

  • Scroll to the T&M Tracking Settings section and enter the settings for the choices displayed.
  •  Here is an overview of the fields for T&M Tracking Settings and what they mean:
    • Taxable - If this is checked, then the project has tax and the tax rate can be applied to the costs of the Ticket.
    • Show ROM in email - The ROM is a field that the team can use to estimate the cost of the work and the FWO workflow then tracks the actual cost against the ROM. If you are using ROM, then it can be shown in the email correspondence by selecting this choice.
    • Mandatory Authorization - Select this choice if you require all your work to get prior authorization from the GC before starting the work.  Leaving this choice un-checked means the foreman can optionally request prior authorization for work if needed but are not forced to.
    • Daily Signature - If your GC requires a daily signature on extra work, select this choice and it will allow a daily signature to be submitted along with a copy of the ticket at that point in time.
    • Default Work Type - This is the default setting for the Work Type and typically it can be left as Field Work only. However, if this is a service work project, you can change the selection to Service Work and all-new tickets will be created with the Work Type set to Service Work. This setting can be overridden at any time on an individual work item.
    • Start Ticket Number - This defines the format of your ticket numbering and it can be overridden at the project level if needed. For example, 000001 will set the format of your ticket numbers to be 6 digits. PCO-0001 will set the format to be PCO-0001, PCO-0002, etc. for your tickets as they are created. 
    • # of Ticket Signatures Required - Certain GCs require multiple signatures are obtained per work item and this allows you to set that requirement. The ticket will not be moved into Pricing until the x number of signatures is received. The default setting of 1 is typical in most cases. 
  • Click on Configure Project Emails if you wish to set specific email preferences for your project.

  • Each email can be switched on/off for both the internal team and GC project team.

Email Preferences can be configured at the company level for ALL customers, but if a specific project never wants to receive a certain email, Project level Email Preferences would be the best place to set that.

Invoice Settings

This is only required if you are using the T&M workflow. If you are simply using eForms or any other of our workflows, this section can be skipped.

If you are using the Service Work module within the T&M workflow, this section defines what will show up on the invoice report when is it sent.

  • Scroll to the Invoice Settings section and enter the settings for the choices displayed.

  • Here is an overview of the fields for Invoice Settings and what they mean.
    • Payment Terms - A numeric field to allow you to enter the days/day of the month that the invoice will be due. 
    • Payment options - A drop-down to define how the Due date for the invoice will be calculated. It can be set to Days or Day of the Month.

The combination of these two settings dictates the calculation of the due date (e.g. 30 and Days would mean 30 days from the invoice date and 15 Day of Month would mean the 15th day of the following month from the invoice date)

    • Discount Terms - Set the discount terms if you have any for the invoice you send. Select Yes and then set the % and the number of days for it to be paid by. It will show as text on the invoice.

    • From Contact Name - Sometimes the person who should be contacted with questions on the invoice is different from the Project Manager and could be the billing admin for your company. Enter the invoice contact person's name here.

    • From Contact Email - The invoice contact email should be entered here.

    • Terms text - This is a text description of your invoice terms and will show at the bottom of the invoice.

    • Attn Name - Whom this invoice should go to.

Attachments


If you have any contract documentation that you would like your foreman to be able to view on the iPad to show the GC for any reason, attach them here.

  • Scroll to Attachments, choose the file, and then click on Apply Contract

Import Project List

To import a larger list of projects, the upload feature can be used. 

  • Click on the Download Template button.

  • A CSV file will be downloaded that you can open in MS Excel that shows the required fields along with an example of a project line.
  • To edit the file, delete all the lines except line one with the headers.

  • The fields are as follows: (R = Required, O is optional)
    • Number (R) - The project number ( if you don't have one, consider using the first four letters or some abbreviation of their name up to 10 characters ) This should be unique.
    • Name (R) - The project name.
    • Address 1 (O)  - The address line 1 for the project.
    • Address 2 (O)  - The address line 2 for the project.
    • City (O)
    • State (O)
    • Zip (O)
    • Project Contact Email Address (R) - This project contact email address should be a user in the system and also MUST be part of the project team list. If they are not a user in the system, then the field will left blank and once the user is added, it will show up for the project.
    • Project Team List (R) - This is a semi-colon list of all the project team email addresses. If they are not a user in the system, then they will not show up as part of the team until they have been added as a user.
    • Team Lead Email Address (O) - This is an optional field and is used only for analytic reporting purposes.
    • Trade template (O) - If you have a trade template defined with project rates that you wish to reference, put the NAME of the template in this column. If it is left blank, the project will pull the default pricing configuration from the Company Setup. Go to Defining Templates for more information on setting up different rates and billing templates.
    • Customer (R) - This MUST be a valid customer number in the system.
    • FWO Number - This defines the format of your ticket numbering and it can be overridden at the project level if needed. For example, 000001 will set the format of your ticket numbers to be 6 digits. PCO-0001 will set the format to be PCO-0001, PCO-0002, etc. for your tickets as they are created. If left blank, it will default to sequential numbers from 1 onward.

If at any time you need help, we are happy to take your own list that you may have exported from your ERP and create a PeerAssist compatible project list for you to upload. Please contact support@peerassist.com and attach your list and we will take it from there.

  • Save the project import file as a CSV.
  • Click on Upload

  • Browse to the project CSV file you just saved, select it, and click Upload CSV

  • There will be a green message that pops up if your project list passes validation and it will be uploaded into the system.

If you receive a red validation issue, it is typically because there is a missing mandatory field in the file. If you need help please reach out to support@peerassist.com and send a copy of your spreadsheet. We will be happy to review and let you know what to do. 

Edit Your Project List

  • Click on Edit for the project you wish to edit. 

  • Edit the information you wish to change and click Save. 

Refer to the Add a New Project section in this article for an explanation of all the fields and options that can be edited. 

  • If you wish to make the project inactive, mark them as inactive and then click Save.


  • This will result in the project Tickets no longer showing up in the lists. If you ever need to view them, simply mark the project as active and they will show up again. 

Your projects are set up!

Now you can start creating tickets and tracking all of your extra work.

Get your foreman started, by sending them to Module 2 and go to Create a Ticket start creating tickets!

Your project management team can go to Module 3 to learn how to navigate the dashboard and how to price and process tickets. Start with Introduction to T&M Tracking at the Office and go from there!