What a project contains
Scope & budget
The estimate or proposal that won the work becomes your baseline budget. Track actual costs against it as the job progresses.
Timeline
Set start and end dates, define phases and milestones, and view the full schedule in a Gantt-style timeline.
Jobsite
Address, access notes, gate codes, site contacts, and photos so your crew always has what they need before they arrive.
Documents
Blueprints, permits, contracts, change orders, and progress photos — all attached directly to the project.
Creating a project
- From a won proposal
- From scratch
- From documents
When a client accepts a proposal, Contractor Co-Pilot prompts you to create a project automatically. Client details, scope, and budget carry over so you don’t re-enter anything.
1
Open the accepted proposal
Go to Sales > Proposals and find the proposal marked Accepted.
2
Click Create project
Select Create Project in the proposal header. The project form pre-fills with client info, scope line items, and pricing from the proposal.
3
Set the jobsite and dates
Confirm or update the jobsite address, then set your planned start and end dates.
4
Save the project
Click Create Project. The project opens immediately and your estimate becomes the baseline budget.
Project status
Use status to track where every job stands. You can update a project’s status from the project header at any time.Tasks and assignments
Break work down into tasks within each project. Assign tasks to team members, set due dates, and mark them complete as work progresses. Tasks link to timeline items so your schedule stays in sync.Budget tracking
Your project budget comes from the estimate that won the work. As costs come in — materials, labor time entries, equipment — they post as actuals and you can see budget remaining by category at any time.- Budget vs. actual — Compare estimated and real costs side by side
- Category breakdowns — See spend by labor, materials, subcontractors, and equipment
- Alerts — Get notified when a cost category is approaching its budget limit
- Cost reports — Export a summary for your accountant or the client
Change orders
When scope changes, create a change order directly on the project. Change orders adjust the contract value and add new line items to the budget without affecting the original estimate.- Open the project and go to Change Orders
- Click New Change Order
- Add the scope change description and pricing
- Send to the client for approval — they can sign it through the client portal
Team members
Add the people working on a project so they can access it from the mobile app, log time, and receive task assignments. Go to Project > Team and add members by name or email.Field ops and time tracking
Field crew clock in and out against a project from the Contractor Co-Pilot mobile app. Time entries flow into the project’s actual labor costs automatically, so your budget stays current without any manual data entry.Geolocation can be enabled per organization so you can verify clock-ins happened at the jobsite. Go to Settings > Field Ops to configure this.
Documents
Attach files to a project from the Documents tab. Supported types include PDFs, images, spreadsheets, and CAD files. Documents are versioned so you always have the history of what changed.- Blueprints and plans
- Permits and approvals
- Contracts and change orders
- Progress photos
- Specifications and submittals
Next steps
Timeline
Plan phases, milestones, and dependencies on a Gantt-style timeline.
Jobsites
Store access notes, gate codes, and site photos for your crew.
Invoices
Bill clients for project work with progress billing or lump sum invoices.
Document to Project
Create a project from uploaded blueprints or contract documents.