The Projects module in Uptick is a powerful tool for managing large-scale or multi-stage jobs like installations. It allows you to track financials, manage claims, and monitor progress from the initial quote to the final invoice, all in one place.
This guide will walk you through the entire project lifecycle, from initial setup to final completion.
What You'll Learn
How to configure your system for projects
How to create a detailed project quote with sections
How to convert a quote into a project and create project tasks
How to manage claims (deposit, progress, and retention) and invoicing
How to track project costs and performance
Initial Setup
Before you can manage projects, you need to ensure the correct modules and permissions are enabled in your Uptick account.
Required Modules:
Projects
Projects
You must have the following permission on your security group to enable Projects.
Can change site configuration settings
To enable this, go to Control Panel > Extensions and click Enable on the Projects module.
Required Permissions: Your user role needs the following permissions. An administrator can grant these to your user role.
Can create, update and delete service quotes.
Can create & manage projects
Can view project
Can view project financials
Can view project reports & insights
If you see this arrow, click to expand for more information!
If you see this arrow, click to expand for more information!
We will add optional information and images under these arrows.
Part 1: Before You Begin - Essential Configuration
Before creating your first project, it's crucial to set up a few key items in your Control Panel. Proper configuration ensures your financial reporting is accurate and streamlines the entire process.
Set Up Staff Labour Rates: For accurate margin and cost reporting, Uptick needs to know the cost rate for your technicians.
Go to Control Panel > Staff.
Select a staff member and go to the Rates tab.
Enter their hourly cost rate in the Cost Rate field.
Configure Project Settings:
Go to Control Panel > Projects.
Project Invoice Template: Select a default invoice template to be used specifically for project billing.
Billing Task Category: Create and assign a specific task category (e.g., "Project Invoicing") for billing tasks generated from claims. This helps with reporting.
Project Claim Template: Set the default document template for your progress claims.
Create Text Snippets (Optional but Recommended): To save time when creating quotes, pre-build your scope of works, specifications, or terms and conditions as snippets.
Go to Control Panel > Text Snippets.
Create snippets for common job descriptions, like a "Fire Alarm Install Spec." You can pull these directly into your quotes later.
Part 2: Creating the Project Quote
A well-structured quote is the foundation of a successful project.
Create a Service Quote: Start by creating a service quote as you normally would.
Use the Rich Text Editor: In the Scope of Works, use the rich text editor to build a professional-looking quote. You can insert your pre-made Text Snippets, format text, create tables, and even drag-and-drop images.
Break Down the Quote with Sections: For complex jobs, use sections to group costs. This is perfect for multi-system installations (e.g., Fire Alarm, Intruder Alarm) or different project phases (e.g., First Fix, Second Fix, Commissioning).
On the right side of the quote page, click Add Section.
Give each section a name (e.g., "Fire Alarm Installation").
Add the specific products and labor line items that apply to that section.
This allows you to present a clearly itemized quote to your client and makes it easier to create separate project tasks later.
Part 3: From Approved Quote to Active Project
Once your client approves the quote, you can convert it into a project.
Mark the Quote as Approved.
Instead of creating a task, click the Create a project button.
Fill out the Project Details:
Supervisor: Assign a project manager.
Expected Start/Completion Date: Set the project timeline.
Billing Card: Select the correct billing card for invoicing. This is required to approve claims later.
Retention: If applicable, set the retention percentage and the date it can be claimed. You can also define if a portion is claimable upon practical completion.
Create Project Tasks from Sections: After creating the project, you'll be prompted to create the associated jobs.
Click Create Project Task.
Use the Section dropdown to select a section from your quote (e.g., "Fire Alarm Install"). This will automatically pull in the line items from that section.
Adjust the task description as needed.
Crucially, set the
On-site time requiredto match the labor hours you quoted for that section. This is vital for tracking budgeted vs. actual labor.Assign a Service Group for better reporting.
Repeat this process for each section of your quote, creating a separate task for each phase or system.
Once all tasks are created, mark the quote setup as Complete.
Part 4: Managing Claims and Invoicing
The Projects module allows you to bill your client progressively as work is completed using claims. All claims are managed from the main project page.
Raising a Deposit or Progress Claim
Navigate to your Project page and scroll down to the Claims section.
Click Create Claim.
Select the Claim Type (e.g., Deposit, Progress Claim).
Add a description. This will appear on the resulting invoice.
Click Submit. The claim is now in a
Draftstate.Click into the draft claim to define the claim amount. You can claim by percentage (%) or a fixed amount ($) against each project task.
Once you have entered the values, click Save Changes.
You can now Submit the claim to your client for approval. Once approved by the client, find the claim in Uptick and click Approve.
From Approved Claim to Invoice
Approving a claim automatically generates a Draft invoice.
The invoice will be listed in the Project Invoices section on the project page.
Click into the draft invoice to review it. The line items will be broken down based on the claim.
You can select your project-specific invoice template if needed.
Once you are happy with it, Approve the invoice and send it to your client for payment.
Claiming Retention
When the defect liability period ends, you can claim the final retention amount.
Follow the same process as above, but select Retention Claim as the claim type.
The system will automatically calculate the available retention amount to be claimed.
For more detailed content, take a look at the articles below:
Part 5: Tracking Project Performance
The project dashboard gives you a real-time overview of your project's financial health. Review Profitability for your task and review your overall project performance in a dashboard.
Claim Bar: At the top, you can see the total contract value, the amount claimed, and the amount outstanding.
Actual vs. Budgeted Labour: This widget compares the
On-site time required(budgeted) with the actual time logged by technicians via timesheets. For this to be accurate, timesheets must be approved regularly.Cost Breakdown: This is key for financial tracking.
Estimated: The initial costs calculated from your quote.
Committed: Costs become 'committed' when you raise a purchase order for materials.
Incurred: Costs become 'incurred' when a technician's timesheet is approved (for labor) or when you receive a bill against a purchase order (for materials).
Margin Reporting: The dashboard shows your estimated vs. actual margin, which updates dynamically as costs are incurred throughout the project.
By keeping your project tasks, timesheets, and purchase orders up to date, you'll have a clear and accurate view of your project's profitability at every stage.
Project Statuses
Projects move through several statuses from creation to completion:
Ready
The default status. The project is ready to begin, often after a deposit is paid.
On Hold
The project is temporarily paused.
In Progress
Work has started. This automatically sets the project's actual start date.
Retention
All work is finished, and the project is awaiting final retention payment. This automatically sets the actual completion date.
Complete
All work is finished, and all invoices have been paid.
Cancelled
The project has been cancelled.
By following these steps, you can effectively manage your installation projects, ensuring financial visibility and smooth execution from start to finish.
