Summary
Our Project module is designed to simplify how you manage installation projects, especially for fire and security systems. Whether it's a minor upgrade or a large-scale installation, this module helps you:
Organise your work: Bundle tasks, track progress, and invoice for the entire project.
Gain financial visibility: Easily track costs against your budget and manage progress claims.
This module is perfect for complex major work projects, giving you the tools you need to stay on top of your installations.
How does Beta testing work?
How does Beta testing work?
Providing feedback
As this is a beta release, we'll collaborate closely with your team to establish a solid foundation, gather feedback, and iterate quickly. Our priority is to address any operational challenges to ensure successful adoption on your production server.
Key Features of the beta
Create projects and tasks from a Service quote or from scratch
Generate progress claims and invoices.
Use a new project specific template for invoices
Set retention rates and release dates
Manage your sales pipeline with service quote tags + dashboard
Track project financials with a report WIP
Coming soon (click the link to view the designs)
How to create a project
Option 1: From a Quote (Recommended)
The easiest way to create a project is from an approved or completed service quote.
1. Click + Create under the Repair & project setup section on the Service Quote.
This automatically pulls in key information like client details, property information, and the scope of work and supervisor (if filled).
1. Click + Create under the Repair & project setup section on the Service Quote.
This automatically pulls in key information like client details, property information, and the scope of work and supervisor (if filled).
2. Fill in the following required fields:
2. Fill in the following required fields:
Billing Card | Select the relevant billing card linked to your accounting software |
Supervisor | Assign a supervisor to the project |
Category | Choose "Minor Works" or "Major Works" to help with filtering and reporting |
Cost centre | Set the cost centre you want to attribute the revenue to |
Retention Rate | Enter the percentage of payment to be withheld as retention (e.g., 5%) |
Retention Rebate | Specify the portion of retention to be released upon practical completion (e.g., 2.5%). If you don't have retention, set this to 0 |
Expected Start Date | Enter the planned project start date |
Expected Completion Date | Set an estimated completion date |
Retention Date | Enter the approximate date for releasing the retention funds. |
Final rebate rate | Percentage amount of the project total to be claimed upon practical completion. |
3. Click Create to generate your project
3. Click Create to generate your project
Option 2: From the project page
You can also create a project directly from the Project page. You'll need to manually enter the scope of works, client information, and property details.
1. Go to Main Menu > Tools > Projects and click + Create
2. Fill in the required fields and click Save Project
You may wish to fill in the fields listed above to help you manage your project
How to Create a Project Task
After creating your project, you can create tasks. We recommend creating tasks from your service quote and allocating line items to those tasks. This ensures accurate cost tracking and invoicing.
Go to Main Menu > Service Quote > and find a service quote which you created a project for
2. Click + Create Project Task
2. Click + Create Project Task
3. Fill in task information.
We recommend assigning an estimated labour budget at this point to the tasks as to stay on-top of your labour spend for the duration of the project.
3. Fill in task information.
We recommend assigning an estimated labour budget at this point to the tasks as to stay on-top of your labour spend for the duration of the project.
4. Click Create
5. Assign line items. You can select one, or multiple to assign to a task. This is to make sure the correct cost and sell from your quote is assigned to the right parts of the project. Click Assign.
If none apply, click Close.
5. Assign line items. You can select one, or multiple to assign to a task. This is to make sure the correct cost and sell from your quote is assigned to the right parts of the project. Click Assign.
If none apply, click Close.
We recommend assigning an estimated labour budget at this point to the tasks as to stay on-top of your labour spend for the duration of the project.
How to quote a Variation
Go to your Main Menu > Tools > Projects and find your project
2. Under Quotes / Estimates, click + Create new quote button within the project. This automatically links the new quote to the project, ensuring all related information is connected.
2. Under Quotes / Estimates, click + Create new quote button within the project. This automatically links the new quote to the project, ensuring all related information is connected.
Reminder: When the quote has been approved, please ensure that all quote line items are correctly referenced.
How to invoice a project or make a project claim
Before invoicing, make sure you have selected the Uptick default project invoice template.
Configure > template > Library and select the 'project invoice template'
After, go to Configure > Projects to set this project default template
Go to your Main Menu > Tools > Projects and find your project
2. Click + Create project invoice in the Invoices section
2. Click + Create project invoice in the Invoices section
3. Select the relevant product, branch, product and description.
4. Enter the Claim value ($)
4. Enter the Claim value ($)
Currently you can only claim against the total project value. Therefore we recommend in the invoice description specifying what parts of the project you are claiming for.
5. Select the appropriate invoice type:
Deposit Invoice: For initial payments, no retention is withheld.
Progress Claim: For ongoing work, retention is withheld as defined in your project settings.
For the final progress claim, tick the "finalise invoice", including the remaining balance and any applicable retention rebate.
Retention Claim: To claim the withheld retention amount after the agreed-upon period.
6. Click Create draft invoice
7. Once your draft invoice is created, click update and change the Document template to Project Invoice to include all necessary information.
8. Push to your accounting package or dispatch directly from the billing task.
9. Once your draft invoice is created, click update and change the Document template to Project Invoice to include all necessary information.
Key reminders:
You must have a source quote linked to your project to generate invoices.
Ensure all required fields are completed accurately.
Use the default project invoice template.
All about statuses
Status | Description |
On hold | The default status that is set when the project is created |
Ready | Manually set, useful when the client has paid a deposit and the work is confirmed to go ahead |
In progress | Work has started, this will automatically set the actual start date |
Retention | Work has finished, this will automatically set the actual completion date date |
Complete | Work has finished and all invoices have been raise |
Cancelled | Work has been canceled |
When project is complete and fully invoiced, it is recommended that you archive it
How to view the profitability of your project (WIP)
1. Go to your Main Menu > Tools > Projects and find your project. Click on the Financials tab
1. Go to your Main Menu > Tools > Projects and find your project. Click on the Financials tab
How to manage your sales pipeline
Using the service quote dashboard
You can stay on top of your sales pipeline by adding tags to quotes that are related to installation work.
You can find the service quote dashboard by going Insights and reporting > Sales and quoting > Service quote dashboard
1. Go to your Configuration > Service quote > Add tag
1. Go to your Configuration > Service quote > Add tag
FAQs
Do Project reference numbers match the originating service quote numbers?
Do Project reference numbers match the originating service quote numbers?
Project reference numbers are automatically assigned in sequence but can be edited to match the corresponding service quote
Can the field staff upload documents to the project?
Can the field staff upload documents to the project?
The field staff can upload files to the documents on the task. However, to include these files in the project, office staff download them from the task and upload them to the project.
Can the retention rate be changed after project creation?
Can the retention rate be changed after project creation?
Retention must be set when the project is created and cannot be added or modified later.
Can a project be used for multiple properties under the same project?
Can a project be used for multiple properties under the same project?
Different properties can be assigned to individual project tasks while keeping them under the same project.
Can the client be changed midway through a project?
Can the client be changed midway through a project?
A new client can be assigned if the original one is replaced during the project.
Can multiple service quotes be linked to a project?
Can multiple service quotes be linked to a project?
A project can include multiple service quotes, allowing you to manage variations and additional work within the same project.
How to quote for a variation, and will it update the retention?
How to quote for a variation, and will it update the retention?
Variations follow the standard service quoting process and can be linked to a project. Alternatively, a new quote can be created directly from the project by clicking Create New Quote and completing the service quote. The retention amount is updated per changes to the overall project value due to the variation.
Do products for retention & progress claims need to be created?
Do products for retention & progress claims need to be created?
Retention and progress claim products are not preloaded and need to be created.
How does estimated time impact project quotes and the actual vs budget labour chart?
How does estimated time impact project quotes and the actual vs budget labour chart?
Budgeted labour is based on the estimated duration set in project tasks, while actual labour is tracked through submitted timesheets. These values are internal and do not appear on quotes or invoices, but if a labour product is added to the service quote, it will be shown on the PDF.
Can retention be set to $0 once the retention amount of the contract is reached?
Can retention be set to $0 once the retention amount of the contract is reached?
Retention is calculated against the overall project. Once the retention amount has been met, further progress claims will continue to hold retention.
How does progress claiming work?
How does progress claiming work?
Progress claims apply to the total project value. Any breakdown of amounts must be calculated and entered manually.
How to preview the project invoice before dispatching it?
How to preview the project invoice before dispatching it?
The project invoice can be previewed and updated similarly to other invoices in Uptick.
Which invoice type should I choose if the project can only be invoiced at 100% completion?
Which invoice type should I choose if the project can only be invoiced at 100% completion?
For projects that are invoiced upon full completion, select Progress Claim, then click Finalise Invoice.
When are project invoices included in financial figures?
When are project invoices included in financial figures?
Only Authorized or Paid invoices are reflected in financial figures: draft invoices are not.
Are custom project categories, percentage claiming, Gantt charts, progress claim photographic reports, variable retention amounts, retention reminders, multi-task purchase orders, assignment of multiple contractors per task, or pre-builds for projects available?
Are custom project categories, percentage claiming, Gantt charts, progress claim photographic reports, variable retention amounts, retention reminders, multi-task purchase orders, assignment of multiple contractors per task, or pre-builds for projects available?
These features are not currently available. To share feedback or discuss specific requirements, contact Uptick Support at [email protected] with details on your needs and how they would improve your workflow.