This article explains how a Project works in HeyPros—from first creation to wrap‑up—and how Projects connect Customers, Estimates, Jobs, Work Orders, and your schedule/financials.
What is a Project?
A Project is a container that ties together everything for one job or property:
Customer → Project → Estimates → Jobs → Work Orders (with Schedule & Financials)
Use a Project when:
You’ll have multiple work orders at the same site or for the same customer (e.g., phases, trades, go‑backs/warranty).
You want a single place to see budget, revenue, costs, profit, and a Gantt schedule.
Simple, one‑off work can be created as a Work Order without a Project. If you later create a Project, you can link that Work Order to it.
Project statuses
Projects have three statuses you control from the status selector (top‑right of the Project page):
Draft – Planning stage. Create the project, add estimates, set budget, and prepare work orders.
In Progress – You’ve started scheduling/dispatching work orders.
Done – All work orders are completed and invoiced; financials are reconciled.
Tip: Leave a project In Progress until you’re fully done with punch list, change orders, and payouts. Move to Done for final recordkeeping.
Create a Project
Create/select a Customer
Go to Customers → New Customer, or open an existing customer.New Project
Go to Projects → New Project.Name your project.
Customer: pick from your customer list.
Address: enter or pull from customer.
The project opens to the Overview dashboard.
The Project dashboard (Overview)
You’ll see four key cards at the top:
Revenue (click the pencil to choose source)
Pull from Signed Estimates – sums all estimates signed in HeyPros for this project.
Manual – enter a custom revenue number.
Materials Cost (manual)
Enter a single materials total (line‑itemizing coming via product updates).
Work Orders Cost (automatic)
Sums the prices of all Dispatched/Done work orders attached to the project (including change orders).
Profit & Margin
Revenue – Materials – Work Orders Cost with margin %.
Budget (manual)
Set your planned spend and track remaining vs. actuals.
Below, you’ll find:
Customer card – contact info and project address.
Tabs for Estimates, Jobs, Work Orders, and Schedule (Gantt).
Estimates → Jobs
Create an Estimate
In the Estimates tab, click New Estimate.Add line items (materials, labor, etc.).
Optional: discount and deposit.
Request Signature to email the customer, or Approve without signature if you already have verbal/written approval.
Signed = Job
Once an estimate is signed (or approved), it becomes a Job on this project.
From Jobs to Work Orders
In the Work Order tab, click Create Work Order to spin up the operational work.
Or, from Work Orders → New, use Link to Project to attach an existing/new work order to this project.
Any Work Order created from a project is automatically linked to it.
Work Orders inside a Project
Manage all dispatch, change orders, checklists, messaging, and invoicing just like normal.
All linked Work Orders roll up to the project’s Work Orders Cost and Schedule.
Common actions
Change Price (+/–) for scope changes/back charges.
Change Schedule to adjust dates.
Attach checklists to standardize deliverables.
Keep all job chat in the work order thread (time‑stamped, searchable).
Schedule (Gantt)
Open the Schedule tab to view all project work orders on a Gantt chart.
Dependencies – click a bar to add “finish‑to‑start” links (e.g., framing after concrete).
Child Work Orders – add small follow‑ups (warranty, punch) tied to a parent item.
Zoom – switch between day/week/month/quarter views.
Click an item to open/edit the underlying work order.
Financial wrap‑up
Approve invoices on each work order (moves the WO to Done and generates the PDF).
Update Materials Cost if needed.
Verify Revenue (auto‑pull from signed estimates or manual).
Confirm Profit & Margin and Budget remaining.
When everything is complete, change the project status to Done.
Best practices
Name consistently: include customer/property + phase (e.g., “Smith – 6571 Cherry – Exterior Phase”).
Use checklists on each work order to gate invoicing with photos.
Keep communication in the work order messenger for a clean audit trail.
Pull revenue from signed estimates when possible to reduce data entry.
Set a Budget early and review it during standups.
Use the Gantt to surface overlaps and create simple dependencies.
FAQs
Do I have to create a Project for every job?
No. Projects are optional. They’re most useful when you have multiple work orders or want roll‑up financials and a schedule.
Can I link existing work orders to a Project later?
Yes. Open the work order, set Link to Project, and save.
Where does Work Orders Cost come from?
It’s the sum of all linked work orders’ prices (including Change Price entries) that are Dispatched/Done.
How do I change Revenue?
On the Project Overview, click the pencil on the Revenue card to switch between auto from signed estimates and manual.
When should I mark a Project Done?
After all WOs are Done, invoices approved/archived, materials entered, and no further trips are expected.
With Projects, you get a single place to sell, schedule, dispatch, and track profitability—from first estimate to final closeout.