SQUAVA tracks projects based on stages: Speculative, Proposal, and Contract.
- Speculative Stage: When projects are first added with very basic details.
- Proposal Stage: When more details are added, such as budget with staff and billing rates.
- Contract Stage: When you contract your project from the 'Proposal' stage.
When viewing your list of projects, in the 'Status' section, you will see a tag associated with each project indicating which stage they are in.
This Help Article will help walk you through the basics of creating a project, up to when you will contract your project budget. Check out the outlined steps below to get started!
Quick Summary of Step-by-Step Guide:
- Click the 'Clients & Projects' tab→ 'Proposals & Projects' sub-tab
- Click the green 'New Project' button
- Fill in the required information
- Save when finished
In-Depth Step-by-Step Guide:
- Click on the 'Clients & Projects' tab, then the 'Proposals & Projects' sub-tab. Click the green 'New Project' button.
- Begin entering the project details. Once you've finished entering in the details, you can either click 'Save' or begin entering the budget information by clicking the 'Add Budget' button if you already know the budget information related to this particular project.
NOTE: The image below is the rest of the 'Billing' section if you scroll down further on the page. If this is a Cost+Fixed Fee billing structure, be sure to check the box that says 'Apply Cost+Fee' and enter in the Overhead Rate and Profit/Fee(%) details. To learn more about Cost+Fixed Fee project structures, check out our Help Article: Cost + Fixed Fee Projects.
NOTE: Check the 'Enable for Timesheet' box if you would like to log time on your timesheet before the project has been contracted. Checking the box activates this project in the 'Proposals' section on your timesheet. Once the project has been contracted, then any time being logged for the project will now be in the 'Projects' section on your timesheet and no longer in the 'Proposals' section. To learn more about logging time to your timesheet, check out the Help Article: Tracking Your Time.
- The basic project details are now added and is in a 'Speculative' stage. To add more details, such as staff and budget, depending on if you clicked 'Save' or 'Add Budget' will determine your next steps.
If you clicked 'Save': The image below is how you view the project if you were to come back at a later time to add the budget and staff details. Click on the project name.
Click the green 'Create Budget' button (as seen in the image below) to begin adding the remaining details.
If you clicked 'Add Budget': The image below is what the screen will look like if you clicked 'Add Budget' in the previous step instead of 'Save'. It'll take you right to where you need to be to begin adding staff details.
NOTE: Notice how the rate for John Doe shows $144.24. This was pre-filled because the salary information was already entered when creating his profile. If you want to charge a different rate for the project, simply enter in the preferred amount in the 'New' section. Also, you can check the box under the calculator icon to apply a Cost+Fixed Fee structure (if you didn't do so when initially adding your project details), or you can apply a rate multiplier to the employee's rate.
To add more employees to the project, select an employee from the 'Add Employee' drop down menu. This will allow them to track their time for this project. Be sure to click 'Save' when finished.
- Once you've completed adding staff to the project, now you're ready to finish adding your budget. Click on the 'Budget' link with the (unlocked) lock icon next to the 'Staff & Rates' link.
NOTE: The unlocked lock icon indicates that this project has not yet been contracted. Once it has been contracted, the lock icon will show as locked.
You can choose to bill basks as Time & Materials (T&M) and/or Lump Sum. If you would like to bill as Lump Sum, simply check the box next to the applicable task(s) where it says 'Lump'. Otherwise, the hours you enter for each task and employee on the project will be billed as T&M. To learn more about combined billing types, see the Help Article: Combined Billing Types. Be sure to click 'Save' when finished.
NOTE: If you need to add direct expenses to the budget (e.g. mileage, Subconsultant, etc.) you can do so in the 'Expenses' section towards the bottom of the page by simply filling in the details related to each expense item. If you're adding a Subconsultant, be sure to check the box that says 'Sub' and then choose the applicable Subconsultant in the drop down menu in the 'Description' column.
To learn how to log/enter expenses to your expense report for your project, check out the Help Article: Entering Your Expenses.
- If you would like to provide an estimate to your customer, click on the printer icon above the 'Labor' section. A new window will pop up (see image below) and you can choose which information you'd like to have included on your estimate by checking the applicable boxes. When finished, click the 'Print' button and a new tab will open up with a preview of the estimate to give to your client.
The budget has now been created for this project and it is now in a 'Proposal' stage. Once you are ready to contract the project, check out our Help Article: Contracting a Budget to learn more. If the project has a retainer, that will be done in the contract stage. Check out our Help Article: Applying Retainers.
Now, you are probably thinking, "Whoa! I still have questions about projects..." Well don't you worry, this Help Article is just to help get you started.
- Now that you've learned how to add a project in SQUAVA, there are still a few things you will need to learn for managing your projects.
- For more detailed information, check out the other Help Articles in the Projects 101 section.