Skip to main content

Projects

A project is an umbrella above individual jobs. Most service work is a single job — a callout, a repair, one install. But a large install or rollout is really many jobs, often several quotes, and more than one invoice, sometimes spread across multiple sites in one complex or estate. Projects group all of that under one record so you can see overall progress and money in one place instead of chasing a dozen separate jobs.

Typical examples: a 12-camera perimeter rollout across an estate, a multi-building alarm upgrade, or a phased installation billed in stages.

Opening Projects​

Open Service Ops from the sidebar, then click the Projects tab (next to Jobs). This is the project list for your VCR.

The project list​

The list opens on a status funnel — a row of tiles showing how many projects sit in each state. Each tile is also a quick filter: click it to narrow the list to that status, click it again (or All projects) to reset.

StatusMeaning
PlanningScoped but not started
ActiveWork under way
On holdPaused / blocked
CompletedDelivered
CancelledAbandoned

Below the tiles, a search box matches the project title, reference, and customer name. The table shows each project with its customer, status, a jobs done / total roll-up, the total invoiced under it, and the target end date. Click any project to open it.

Creating a project​

Click New project (top-right). You can set:

  • Project title (required) — e.g. "Riverside Estate — 12-camera perimeter rollout".
  • Reference / PO — an internal project code or the customer's purchase-order number.
  • Status — Planning, Active, On hold, Completed, or Cancelled.
  • Customer — the account this project is delivered for.
  • Budget (ZAR) — the planned spend, used to track invoiced value against plan.
  • Project manager — who owns delivery.
  • Start date and Target end date.
  • Description and Internal notes.

Saving opens the new project. The sites a project spans are added on the project page (see Sites), not in this form — a project can cover several sites under one customer.

The project page​

A project opens on a hero showing its status, customer, and four roll-up figures:

  • Jobs done — completed jobs out of the total linked to the project.
  • Invoiced — the total of invoices billed under the project (excluding void / credited).
  • Outstanding — the unpaid balance across those invoices.
  • Budget — the planned spend, flagged over when invoiced value exceeds it.

Supervisors also get Edit here; Delete project is in the Danger zone at the bottom of that edit dialog. Deleting a project keeps its jobs, quotes and invoices — they are simply unlinked from the project, never deleted.

Below the hero, five tabs organise the detail.

Overview​

A read-only snapshot: the project's scope (description, reference, manager, start / target dates), plus two progress bars — jobs done as a percentage, and invoiced vs budget (which turns red when over budget) — and a short facts grid (open jobs, quote count, invoice count, outstanding, site count).

Jobs​

Every job rolling up to this project, with its status, scheduled date, and invoice. Two ways to add work:

  • New job — opens the job form with the project (and customer) pre-filled, so the new job is linked from the start.
  • Link existing — pull a standalone job already in your VCR into the project.

Each row has a remove (×) control that unlinks the job from the project without deleting it. A job can also be linked from inside the job itself — see below.

Quotes​

Proposals attached to the project. Quotes are authored from the Quotes page or a customer record, then linked here with Link existing. Remove (×) unlinks without deleting the quote.

Invoices​

The financial roll-up. Invoices are raised from Billing or a job, then linked to the project with Link existing. The tab footer totals the invoiced and outstanding amounts (excluding void and credited invoices), which also feed the hero figures. Remove (×) unlinks an invoice without deleting it.

Sites​

The locations the project spans. Use Add a site to attach a site (search matches the site name or address), and the × control to detach one. When the project has a customer, the picker narrows to that customer's sites (plus sites not linked to any customer). This is how a project covers a complex, estate, or multi-building rollout rather than a single address.

Linking a job from the job form​

You don't have to start from the project. When creating or editing any service job, the form has a Project picker (next to Customer and Site). Choose a project there to roll the job up to it, or leave it on — Not part of a project — for standalone work. A job that belongs to a project shows a Project: chip in its header that links straight to the project.

Permissions​

  • Viewing projects and their roll-ups: any team member with access to the VCR.
  • Creating, editing, deleting, and linking / unlinking: requires Service management access (supervisor level).

Next steps​