Adding Projects

This support article will walk you through the basics of creating a new project and making changes to an existing project.  Check out the outlined steps below to get started! 

Quick Summary of Step-by-Step Guide: 

1. Access Project List
2. Enter basic project information
3. Enter advanced project information
4. Copy an existing project budget
5. Estimate win potential and budget
6. Activate or deactivate a project
7. Make changes to an existing project
8. Delete a project

In-Depth Step-by-Step Guide: 

1. Access Project List

   To add a new project, simply navigate to Clients & Projects > Projects & Proposals and click the green New Project button on the top right side of your screen.

   
   
   
   
2. Enter basic project information

   After clicking the New Project button, you will see a dialog allowing you to enter your project information.  The Basic view lets you quickly enter only the basic information needed to create a new project.  After entering the basic information, you have the option to save this project as an Opportunity and return to the project list or to save the project and begin creating the budget immediately.

   
   
   
   If you choose Save Opportunity the project will remain in the Opportunity stage on your project list until you create a budget for the project.  Once you start creating a budget for a project, the project will advance to the 'Proposal' stage.  In the support article: Creating Project Budgets. you can learn more about creating a budget.
   
   
   
   
3. Enter advanced project information

   On the create project dialog, you can enter more detailed client and billing information for your project by clicking the Advanced tab at the top of the screen.  This will allow you to adjust more options for features like how time is entered or billed, the invoice period, retainage (if applicable), etc.  If you want to allow time charged to the project while it is in the Proposal stage, you will enable this here as well. You can learn more about tracking time in the Tracking Your Time help article or billing a cost + fixed fee project in the Cost + Fixed Fee Projects help article.
   
   

4. Copy an existing project budget

   When creating a project, you can copy/clone a budget from one of your existing projects.  You can do this by clicking in the box that says Copy budget from, located in the bottom left corner. This will give you a list of your current projects, simply select the project you would like to clone.  This will create a budget for your new project that will have a copy of all tasks, expenses, and staff from your selected project.

   
   
   
   You can also copy a project from the project list page by clicking on an existing project and selecting Clone.  This will copy the budget and put your new project at the top of the projects list.
   
   
   
   

5. Estimate win potential and budget

   Entering your chance of winning the project and what you estimate the budget to be will help determine the amount of estimated labor budget that shows up in your Opportunity stage.  You can enter this in the project dialog.

   
   
   
   You can also quickly make changes to these two estimated values from the project list page before you start creating a budget for a project by clicking on the stage widget, as illustrated below.
   
   
   
   
6. Activate or deactivate a project

   You can activate and deactivate projects from the project list page.  By default, only the active projects are visible, but you can always use the advanced Filters to view both active and inactive projects.  Simply click on the Filter button, scroll down to Status, and check the box for Active and Inactive. To learn more about how to search and filter projects see our support article: Viewing Projects.

   
   
   
   
   
   
7. Make changes to an existing project

   You can make changes to an existing project by clicking Edit on the dropdown menu for the project from the project list page. 

    
   
   
   You can change any basic or advanced settings for a project at any time from the project dialog.
   
   NOTE:  Any changes made to a project after there have been finalized invoices will only affect future invoices.  For example, if you were to change the project number or the project billing structure, these will be reflected on future invoices and will differ from past invoices.  If you need these changes to affect older invoices too, then you will need to rescind those invoices before making any changes to your project. 
   
   
   
   
8. Delete a project

   You can delete a project from the project list by clicking on the small three dots located on the far righthand side of the project name.  Select Delete from the dropdown menu.

   
   NOTE:  You cannot delete projects that have been contracted, and you cannot delete projects that already have time or expense logged on them.  Instead, simply deactivate these projects if you don't want them to appear on your active list.
   
   
   

SUCCESS!!! 

Now, you are probably thinking, "Whoa! I still have questions about projects..." Well, don't 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 to manage your projects.  
• For more detailed information, check out the other Help Articles in the Projects 101 section.