Projects
Projects are the operational core of the Cloud CRM. Every job your business performs — from a $200 service call to a $200,000 renovation — is a Project. Projects link together every piece of information related to that job: the customer contact, estimates, invoices, crew assignments, scheduled dates, field photos, time logs, job costs, and the full conversation history. Nothing lives in isolation.
Projects follow a defined status pipeline that maps to how a contracting business actually operates. The pipeline is customizable per business, but the default stages cover the full lifecycle from first inquiry to final payment. Each stage transition can trigger automated actions — sending an estimate, scheduling a follow-up call, dispatching the crew, or sending a review request — so that progression through the pipeline generates the right customer communication without anyone on your team having to remember to send it.
Every project is owned by a Contact record, meaning the customer's full history is always one click away when you're working a job. Projects can also be linked to sub-projects for phased work, or cloned to create a template for recurring job types your business does repeatedly.
Status Pipeline
| Stage | Meaning | Auto-Triggers |
|---|---|---|
| Lead | New inquiry received; not yet qualified | Notification to dispatcher; optional auto-reply SMS |
| Estimate | Estimate is being prepared or has been sent | Estimate follow-up reminder at 3 days if no response |
| Approved | Customer accepted the estimate | Scheduling prompt; deposit invoice sent if configured |
| Scheduled | Job date and crew confirmed | Appointment confirmation SMS to customer; crew notification |
| In Progress | Job is active; crew is on site | GPS tracking active; time clock running |
| Complete | Work finished; awaiting invoice | Review request sent; invoice creation prompt |
| Invoiced | Final invoice sent | Payment reminder schedule starts |
| Closed | Paid and complete | Referral request sent; customer moved to retention sequence |
Project Fields
Core Details
- Project name / job description
- Linked contact (required)
- Linked property / service address
- Job type / trade category (HVAC, plumbing, electrical, roofing, etc.)
- Priority level (standard, urgent, warranty)
- Internal notes
Financial Summary
- Estimate total
- Invoiced amount
- Amount collected
- Outstanding balance
- Estimated vs. actual margin (from Job Costing)
Linked Records
- Estimates (one or more; tracks which version was approved)
- Invoices (deposit, progress, final)
- Crew assignments
- Schedule events
- Photos and videos
- Time logs
- Conversation thread
CRUD Operations
| Operation | Available | Notes |
|---|---|---|
| View | Yes | List view with pipeline stage filter, search, and sort; record view with all linked data |
| Create | Yes | From "+ Job" quick-add, from a Contact record, or auto-created from website form submissions |
| Update | Yes | Status, notes, crew, schedule, and all fields editable; status changes logged with timestamp and user |
| Delete | Yes | Soft-delete only; projects with invoiced amounts cannot be deleted without admin override; archived projects retain all linked records |
Project Templates
Recurring job types (e.g., annual HVAC tune-up, quarterly pest control) can be saved as templates. A template pre-fills the project name, job type, default crew assignment, standard estimate line items, and checklist items. Creating a new project from a template takes under 30 seconds.
Cloning Projects
Any project can be cloned to create a new project for the same customer or a different one. The clone copies the project structure, estimate line items, and checklist — but not the status, dates, invoices, or photos. Useful for repeat customers who want the same scope of work redone.
Pipeline stage names are configurable per account in Settings. If your business uses different terminology — "Proposal" instead of "Estimate," "Active" instead of "In Progress" — you can rename stages without affecting the underlying data model or automations.