Manage projects

Overview

Projects help you keep all information about related jobs together. Projects can be created in one of two ways in ServiceTitan. In most cases, the system automatically creates a project for you. For example, a project is automatically created when you create multiple related jobs. In cases where a project isn't automatically created, you can manually create a project.

Things to know

• Only jobs or visits that occur in the same location can belong to the same project.

• If you use the non-convertible option, be sure to set up specific job types for installs and mark them as non-convertible opportunities by default. This ensures more accurate reporting. For more, see Set a job type as no charge by default and Set up and use job types.

• You can go directly to the Schedule Board by clicking View Calendar on the Project screen in the Job & Appointments section. The Schedule Board automatically filters using the project so you only see jobs relevant to it. Choose between a three-day or seven-day view of the project calendar—whichever works best for your business needs. 

• In a project, depending on the project workflow and the way your business works, you'll see different types of jobs:        

  • The job where the lead originated: You see this type of job in the project if the estimate visit or install job was booked as a Technician-Generated Lead. For more, see the Book Technician-Generated Lead jobs section of Leads.

  • The job for the initial estimate visit: This is the job where the technician or salesperson provides any relevant estimates. This is usually a $0 no-cost job unless you charge a fee for estimate visits or other work that was performed.

  • The install job: Depending on the work type, you may see more than one of these jobs in the project.

• After you sell an estimate, you're prompted to book the sold items on the estimate into an install job. After you book that new job, a project is automatically created and contains both jobs.

• If your account is configured correctly, you can book items from a sold estimate into an existing job in the same project. For more, see Follow up on opportunities.

• By default, projects have no business units assigned. If you'd like business units to be automatically assigned, go to Settings > Operations > Project Settings > Project Setup. This will automatically set the project's business unit with the first sold estimate's business unit. 

• Adding or removing business units on projects requires the Edit business unit on project permission.

• When you create, edit, or save an invoice, estimate, purchase order, requisition, return, payment application, or job within a project, the business unit assigned to those items must match one of the business units assigned to the project. If the project doesn't have any assigned business units, you can assign any business unit to the items you create, edit, or save.

View and edit a project

On the Project screen, use the navigation bar or scroll down to find the category you want. For more information about categories, see Understand project records.

Tip: You can collapse the navigation bar to expand any project.

You can also filter, reorganize, and remove columns in project sections to find relevant information more efficiently.

• To reorganize columns, click, drag, and drop the column to the position you want.

• To filter columns, click the Filtericon. 

To edit columns:

1. Click Edit Columns.

2. On the Edit Columns screen that opens, click the Hide icon to hide a column. Click the Show icon to show a column. 

3. You can also use the Drag icon to change the order on the table.

4. When finished, click Apply to save your changes.

Tip: Click Reset Defaults to restore the project table columns to their original state.

Project details

The Project Details right panel includes project contacts and additional information.

• Contacts have Service Location and Bill To.        

  Note: You aren't able to edit the service location after the project is created.

• Additional Information lists the custom fields. It also includes information about payment terms.         

  Note: The Bill-to on the project is also the Bill-to on invoices and Applications for Payment generated throughout the project.

Project status

To edit a project status, click the Edit icon next to the status and select the status you want. Selecting a project status helps you track your projects by filtering for specific projects or running reports. For example, a project status allows you to find projects that are completed in the past month or projects that have scheduled jobs but haven't started yet.

Tip: You can click the arrowicon to select the sub-status of the status if you have set them. For more information on how to set a custom sub-status, see Add custom project sub-statuses.

You can create an alert that notifies you if the project status changes. This applies to any status and substatuses. For more on alerts, see Use alerts.

Add a photo to a project

You can add a photo to your project by clicking Add Photo.

Edit a project

You can edit a project by hovering over and clicking fields on the Project screen, or by opening the Edit Project screen to make edits.

To edit a project:

1. Open the project you want to edit.        

   Tip: You can find the project using Search.

2. Click the Edit icon. 

3. On the Edit Project screen that opens, make the changes you want, then click Save. 

Work in a project

From the Actions dropdown, you can select one of the following options:

• Book New Job

• Attach Existing Job

• Create Payment

• Add Invoice

• Add Application for Payment

• Build Estimate

• Add Purchase Order

• Add Return

• Add Requisition

• Add Task

Note: Account configuration is required to add an invoice, add an application for payment, build an estimate, and add a task to a project. Please contact Technical Support for details.

Add an invoice to a project

Note: Account configuration is required to add an invoice to a project. Please contact Technical Support for details.

1. Select the project you want to add an invoice to.        

   Tip: You can find the project using Search.

2. From the Actions dropdown, click Add Invoice. 

3. On the Add Invoice pop-up, use the Business Unit dropdown to select the business unit you want to add, then click Add Invoice.

Tip: Enter the first few letters of the business unit in the search bar to find the business unit you want.

Manage documents

The Documents section is a centralized and convenient way to access all forms from underlying jobs, photos, and other attachments for a given project.

Note: The new Documents section is available only in ServiceTitan.

1. In the Project section, click Documents. Forms, Media & Attachments. 

Add a form

There are two options to add a form:

Option 1: Use Add Form option

1. In the Documents section, click +Add Form. 

2. In the window that opens, click Add to select a form. 

3. In the form that opens, set up your form.        

   Tip: You can duplicate the form section or delete it.

4. When you're finished, click Save. 

Option 2: Under Project Documents section

1. In the Documents section, click View All. 

2. In the Project Documents section that opens, click +Add Form. 

3. Repeat steps 2-4.

Upload files

There are two options to upload a file:

Option 1: Upload File option

1. In the Documents section, click Upload File. 

2. Upload a file from your computer.

Option 2: Under Project Documents section

1. In the Documents section, click View All. 

2. In the Project Documents section that opens, click Upload File. 

Filter documents

Use the Created by, Date Created, and Source filters to search for a document.

You can also search for a document by entering a document name and click Search .

Manage forms

In the Project Documents section, you can:

1. Edit forms

2. Send forms or files by email: You can send an email to your customers and include all the necessary information, such as attachments.        

   Note: If you want to customize the email text when emailing project documents, go to Settings > Invoicing > Email and click the Document tab.

3. Download forms or files 

4. Print forms or files

5. Delete forms or files

You can perform the above-mentioned actions using two different options.

Option 1:

1. Select the record and view the actions you can perform. 

Option 2:

1. Select the item you want to edit and click the Edit icon. 

2. Click theicon to print or delete the record. 

In the Project Documents section, you can click the location or the customer record and go to the respective pages.

Want to learn more?

• See Understand project records

• See Manage and Book Jobs in a Project