--- title: "Core project management setup and workflow" slug: "core-project-management-setup-and-workflow" updated: 2026-10-15T01:17:53Z published: 2026-10-15T01:17:53Z canonical: "help.servicetitan.com/core-project-management-setup-and-workflow" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt > Use this file to discover all available pages before exploring further. # Core project management setup and workflow ## Overview Use the core project management setup and workflow to track your budgeted and actual *Contract Value* revenue, as well as your budgeted and actual project expenses by cost type: *Labor*, *Materials*, and *Equipment*. Read the [Introduction to project management](/construction/docs/introduction-to-project-management) before deciding which project approach to use: the core or phased setup and workflow. ![Budget overview showing billed amounts, expenses, and margin calculations for a project.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/core-project-management-setup-and-workflow-image-6qnad5bz.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A05Z&se=2026-10-31T01%3A42%3A05Z&sr=c&sp=r&sig=Wmr%2Ft1mEYwLa5yGK5fU%2Ftg9xHQjHmfRzS7ltnNhlVyg%3D) --- ### #### Who uses this feature - Any business using project management - Anybody who runs and uses projects in ServiceTitan - Applies to all trades ## Things to know - **Set up level of effort:** Low - We recommend the core project management setup as our base setup for project management use, which includes best practices. Additional recommended workflows build off of this core setup and introduce more granular cost and revenue tracking for your projects. ## Best practices - [Set up your project label defaults](/construction/docs/end-to-end-guide-to-project-management#use-project-label-defaults) to avoid having to manually assign labels to records. - [Use project statuses](/construction/docs/end-to-end-guide-to-project-management#use-project-statuses) to track the progress of your projects at a high level. - Avoid double costing issues by following the correct workflows. - For more, see: - [Manage double costing from booking a job from a Sold estimate](/construction/docs/manage-double-costing-from-booking-a-job-from-a-sold-estimate) - [Manage double costing from chargeable materials](/construction/docs/manage-double-costing-from-chargeable-materials) - [Avoid Uncategorized expenses/revenue](/construction/docs/end-to-end-guide-to-project-management#avoid-uncategorized-expenses) on the *Budget vs Actual* table. ## Set up core project management workflow 1. [Create a Contract Value pricebook label](/construction/docs/end-to-end-guide-to-project-management#use-project-labels). > [!NOTE] > **Note:** *Contract Value* is only a recommended label name. You can use any label name you want. 2. [Assign the new Contract Value pricebook label to default services](/construction/docs/end-to-end-guide-to-project-management#use-project-label-defaults). 3. If you're using the [line item estimate/budget creation method](/construction/docs/end-to-end-guide-to-project-management#create-a-line-item-estimate), the [pricebook](/construction/docs/pricebook-home) should be set up and have relevant services, materials, and equipment added. 4. If you are using the [rough project estimate estimate/budget creation method](/construction/docs/end-to-end-guide-to-project-management#create-a-rough-project-estimate), create generic summary services, materials, and equipment and [apply appropriate project label defaults](/construction/docs/end-to-end-guide-to-project-management#use-project-label-defaults) to those items. 5. [Set up payroll information](/construction/docs/payroll-features), such as pay rate and labor burden, in the *Technician* settings so that labor actuals generate with timesheet entries. 6. (Optional) Review the [Progress Billing documentation](/construction/docs/end-to-end-guide-to-project-management#use-progress-billing-for-project-revenue) to best prepare for how to set up your budget/estimates. 7. (Optional) Set up custom cost tracking workflow, such as subcontractor, permit, etc. 8. (Optional) [Set up retainage for projects](/construction/docs/end-to-end-guide-to-project-management#use-retainage). ## Use core project management workflow 1. [Create a project record](/construction/docs/create-a-project#create-a-project-from-a-service-location). 2. [Create a project opportunity](/construction/docs/create-multiple-project-opportunities) on the project record you created. 3. Create a project estimate for the opportunity you created. - [Create a line item estimate](/construction/docs/end-to-end-guide-to-project-management#create-a-line-item-estimate): Use this method if your pricebook already contains the specific services, materials, and equipment required for the project. Line item estimates are ideal when you know that your pricebook already contains the specific service, material, and equipment tasks to include or when you want to use other features, such as [requisitions](/construction/docs/requisition-items-for-a-job-or-project), to procure inventory directly from your current stock. - [Create a rough estimate](/construction/docs/end-to-end-guide-to-project-management#create-a-rough-project-estimate): Use this method if your pricebook does not contain the specific line-item services, materials, or equipment required for the project. Rough estimates are ideal when you may not know the exact material or equipment tasks to include yet, or when you need an efficient workflow to create and populate a budget for your project. 4. After you've won the bid, [sell the estimate](/construction/docs/sell-estimates-in-servicetitan#convert-and-sell-from-the-estimate-page) to populate the project's financial information. 5. Perform the required work and track your costs. > [!NOTE] > **Note:** You can automate labor tracking using [timesheets](/construction/docs/payroll-and-timekeeping-home). - [Book the necessary jobs](/construction/docs/manage-and-book-jobs-in-a-project) and perform the work for the project. - [Track costs](/construction/docs/introduction-to-project-management) by: - Materials and equipment costs - Purchase order costs - Custom costs 6. Use the *Budget vs Actuals (BvA)* table and reporting to track your project progress and financial performance. > [!NOTE] > **Note:** Uncategorized transactions should be addressed in order to get accurate data on the BvA table. 7. Invoice your customer. You can invoice your customer using: - [Job invoicing](/construction/docs/end-to-end-guide-to-project-management#create-a-project-invoice) - [Progress Billing (manual process)](/construction/docs/end-to-end-guide-to-project-management#use-progress-billing-for-project-revenue) - [Progress Billing through the Application for Payment](/construction/docs/end-to-end-guide-to-project-management#use-progress-billing-for-project-revenue) ## FAQ --- ### #### What is Project Management? Project Management allows you to manage and track your projects in real-time from the project record. You can view the progress of project phases, compare itemized budgeted costs with actual expenditures, and more. For more information, see [Project Job Costing](/construction/docs/project-management-home). #### How can I tell if the Project Management feature is enabled? Check the project page and if the project page includes a *Budget* vs *Actual* table, then this feature is enabled. ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/set-up-project-management-faq-image-6pojse06.png?sv=2026-02-06&spr=https&st=2026-10-31T00%3A42%3A05Z&se=2026-10-31T01%3A42%3A05Z&sr=c&sp=r&sig=Wmr%2Ft1mEYwLa5yGK5fU%2Ftg9xHQjHmfRzS7ltnNhlVyg%3D) #### If it is not on my account, how can I get it? Reach out to your customer success manager for more details. If you are in the implementation process and haven't gone live yet, reach out to your onboarding manager. #### How should I begin to set up project management now that it's on? Check the [quick setup checklist](https://www.servicetitan.com/projecttracking-setup-checklist) to learn how to set the project management up. #### Are there any workshops I can attend to understand Project Management better? Visit ServiceTitan Academy and enroll in [ServiceTitan Project Management](https://servicetitan.docebosaas.com/academy/learn/courses/253/project-tracking-basics). ## Want to learn more? - Visit ServiceTitan Academy and enroll in [Project Management Basics](https://servicetitan.docebosaas.com/academy/learn/courses/253/project-tracking-basics) - See [End-to-end guide to project management](/construction/docs/end-to-end-guide-to-project-management) A sales tech sells an estimate. -or- A service, maintenance, or install tech sells an estimate. -or- A CSR sells an estimate over the phone. Let's say the estimate total is below the sold threshold (the customer wants to schedule the work, but hasn't fully decided). [Learn more →](https://help.servicetitan.com/docs/understanding-estimates-vocab) · [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview) Invoicing customers in stages as specific milestones of a large project are completed rather than in one lump sum at the end. **What it does:** Improves cash flow on large or multi-day roofing and commercial jobs by collecting partial payments throughout the project. **Also called:** Milestone billing, Staged invoicing **Tags:** Roofing / Exteriors [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview) The calculation of actual costs (labor, materials, overhead) against revenue for each job to determine true profitability. **What it does:** Shows which job types, technicians, or BUs are truly profitable after accounting for all costs, not just top-line revenue. **Also called:** Job profitability, Cost tracking **Tags:** Core [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)