Skip to main content
When a client approves your proposal, Contractor Co-Pilot can convert it into a fully configured project in a few clicks. This workflow takes you from the acceptance notification through activating the project and inviting your field team.
1

Receive and confirm the acceptance

When a client accepts a proposal, you’ll receive an in-app notification and, if configured, an email alert. From the notification:
  1. Click the notification to open the accepted proposal, or navigate to Sales → Proposals and filter by Accepted
  2. Review the proposal one more time to confirm the scope and pricing that were agreed upon
  3. Confirm you have a signed copy of the proposal on hand (PDF download or a client signature if you use e-signature)
If your client approved verbally and you need to mark the proposal accepted manually, open the proposal and click Mark as Accepted.
2

Convert to a project

With the accepted proposal open:
  1. Click Convert to Project — you may also see a prompt to do this automatically when the proposal status changes to Accepted
  2. A new project creation screen opens with data pre-filled from the proposal: client, project name, and budget
Contractor Co-Pilot keeps the proposal and project linked. You can always navigate between them using the reference link that appears on each record.
3

Review and confirm project details

Review the pre-filled project settings and complete any missing fields:
  • Project name — Auto-filled from the proposal. Edit it to be as specific as you need (for example, include the street address).
  • Client — Auto-filled. Confirm it’s the correct client record.
  • Start date — Set when work is scheduled to begin.
  • Expected completion — Your estimated end date. This drives the timeline view.
  • Status — Leave as Planning until you’re ready to activate.
Under Jobsite, add the physical work location:
  • Full street address
  • Site contact name and phone number
  • Access instructions (gate codes, parking, restricted hours)
  • Any site-specific notes your crew needs to know
Accurate jobsite details matter for your field team. Incomplete access instructions are one of the most common causes of day-one delays.
4

Confirm the budget

The project budget is automatically populated from your estimate:
  • Each line item category from the estimate becomes a budget category in the project
  • You can track actual costs against estimated costs as work progresses
  • Budget alert thresholds can be set per category so you’re notified before you go over
Review the budget categories to confirm they map correctly to how you plan to track spending on this project. Make adjustments if needed before activating.
The budget is editable after activation, but changing it after work begins makes variance tracking less meaningful. It’s worth getting it right now.
5

Set up the project timeline

In the Timeline tab, lay out the key phases and milestones:
  1. Add phases that correspond to major work stages (for example, Demo, Framing, Rough-In, Finish)
  2. Set start and end dates for each phase
  3. Add milestones for inspection dates, permit deadlines, or client walkthroughs
A well-built timeline gives your field team a shared picture of the schedule and makes it easier to spot delays early.
You don’t need a phase for every single task — focus on the stages that matter for scheduling, billing, and client communication.
6

Attach project documents

Under Documents, attach everything the team will need:
  • Signed proposal or contract
  • Blueprints and plans
  • Permits and approvals
  • Specifications and product submittals
All documents uploaded here are accessible to anyone with project access, including field team members on mobile.
7

Activate the project

When setup is complete:
  1. Change the project status from Planning to Active
  2. Click Save
The project now appears in the active projects list and your team can log time, expenses, and progress against it.
8

Invite your field team

Add the people who will be working on this project:
  1. Open the project and go to the Team tab
  2. Click Add Member
  3. Search for existing team members or enter an email address to invite someone new
  4. Assign a role (for example, Foreman, Crew Member, Subcontractor)
Team members receive an invitation email with a link to the project. On mobile, they can view the timeline, log time, upload photos, and check jobsite details.
Subcontractors you invite only see the project they’re added to — they don’t have access to other projects or your organization settings.
9

Send a deposit invoice (if applicable)

If your payment terms include a deposit, create the first invoice now:
  1. Go to the project page and click Create Invoice
  2. Add a line item for the deposit amount (for example, “50% Deposit — Kitchen Renovation”)
  3. Set the due date
  4. Click Send to deliver the invoice to your client by email or payment link
See Invoices for details on payment methods and reminders.

​
What’s next

Projects reference

Full documentation for managing active projects — expenses, change orders, progress tracking, and closeout.

Invoices

Create and send progress invoices, handle retainage, and collect payment online.
Last modified on May 5, 2026