Creating and managing projects

A project is one unit of work for one client: a gutter cleaning, a remodel, a weekly mowing contract. The project collects the tasks, quotes, and invoices for that job, so anyone on your team can open it and see where things stand.

1. Go to Projects in the sidebar and click Create Project.
2. Pick the Client the job is for. If the client has more than one property, choose the Property too. The primary property is selected for you, or the only property when none is marked primary.
3. Enter a Project title, and a Description if the crew needs context.
4. Set the Project type: One-off for work that runs once, or Recurring to show the recurring schedule options.
5. Pick a Start date. Set how long the job runs with End date or Duration in days. The two stay in sync, and leaving both blank means a one-day job. Recurring projects require a start date, and these fields describe the first visit. Use Ends in the recurring schedule to stop the whole series.
6. For recurring work, choose the schedule and its end condition, then review the upcoming visits. Use Assign to to pick the teammates doing the work, then click Create project to save the project and schedule together.

The Projects page shows your work as a Table or a Kanban board; a toggle above the list switches between them. Every project has one of four statuses: Planned, In Progress, Completed, or Cancelled.

The board has a column for each status. Drag a project card between columns to update its status as the job moves along. The table is better for scanning and filtering a long list.

To narrow the list, filter by Status, Type, Client, or Start Date, or use the search box. Search matches the project title, type, status, and client name.

Open a project to see its whole story. The header gives you quick actions: Add Task, Add Quote, Generate Invoice, Add to Route, and Delete. Below it, three tabs organize the detail: Overview, Tasks (with a count badge), and Activity. A sidebar stays in view with the client, the primary contact, properties, and a billing summary of invoiced and outstanding totals.

Generate Invoice builds an invoice from the project's approved quotes, so it stays unavailable until at least one quote on the project is Approved. Send a quote, get the approval, and the button comes to life.

The Overview tab's schedule calendar shows the month at a glance: the project's start-to-end range, each task on its scheduled day, and small markers on the days quotes were sent or approved and invoices were sent or paid. Click a task on the calendar to open and edit it.

1. For an existing project, set Project Type to Recurring and add a start date, then choose Set up recurrence in the right sidebar beside its type and dates. Its client and property define the series, and this project counts as the first occurrence. Before a series is created, switching back to One-off removes the schedule setup. Once the series exists, each visit stays Recurring.
2. Under Repeats, choose how often visits happen. Weekly schedules take the days of the week. Monthly and yearly schedules offer the start date's day of the month, its weekday in the month, or the last weekday. Set Each visit lasts to the number of days per visit. Open More options for a custom interval, several dates a month, or seasonal months.
3. Under Ends, choose Never, On a date, or After a number of visits. Review the preview, then save.

OneTool creates separate planned projects for the next 90 days and includes the next visit for less frequent schedules. Each new visit repeats the project details and duration. Tasks, quotes and invoices remain separate records for each visit. Setting up recurrence does not copy them automatically; save selected tasks from the project’s Tasks tab or choose Use for this series on a quote to set up a recurring agreement or save draft quote setup. Until an agreement is approved, each planned visit shows No agreement in its billing section, or Awaiting approval once a proposal has gone to the client, and invoices for the series do not draft automatically.

The right sidebar shows the recurring schedule and series state. Use View series there to see the next visit and occurrence history; the series page lists each visit with its crew and billing status and links back to the project you came from. Once a series exists, the Projects list also offers a Series filter to users with organization-wide project access. Viewing a whole series requires that same access; changing it also requires permission to modify projects.

The series page keeps the standing recurring approval visible beside a proposed agreement or replacement and its history. Draft means its PDF has not been generated, Ready to send means the PDF exists but has not gone to the client, and Awaiting approval means the client received the request. Declined, expired and revoked requests show their final delivery state. Use Review to continue, Discard draft for an unsent proposal, or Withdraw proposal to close a client-visible request. If an agreement is already approved, it and already billed visits stay unchanged. Once no proposal is open, use Revise agreement to prepare its replacement.

A shared monthly payment change shows how many affected agreements are approved. After all approvals, it shows the calendar month when the arrangement starts. Cancel payment proposal safely removes a proposal while the page says it can still be cancelled; current terms remain active.

With organization-wide project access and permission to modify projects, the first time you save a reusable detail on a recurring project, choose This project or This and future projects. The visible Edit scope control remembers your choice until you leave that project. It applies to details such as the title, description, property and assigned users. Dates and status changes always affect only the current visit.

Future edits preserve individually changed fields on other visits. Edit in the series Schedule section lets you preview a new cadence or visit length. A new length re-dates the future planned visits. Once an agreement exists, Edit is unavailable until a revised agreement is approved; while a proposal is awaiting approval, withdraw it first; while the series is paused or ended, resume it first. The tooltip says which applies. Started, invoiced and individually changed visits are preserved; changing a schedule does not erase their history.

Use Skip visit for an unstarted, uninvoiced visit you do not need. It leaves the later schedule intact and can be restored while the series is active. Skipped visits and their tasks are hidden from active schedule views.

For a visit cancelled by the series, the Status area offers Resume series instead of the normal status editor. Once the series is active, choose Restore visit to return an eligible cancelled visit to Planned, including a past visit. Visits you skipped or cancelled individually are not automatically restored when the series resumes. If the original count or Until date has been reached, resume does not extend it; restore an existing visit or deliberately edit the schedule.

Pause series suspends upcoming unstarted visits. End series stops future work by ending generation and cancelling eligible upcoming visits; it does not discard an agreement or erase completed work and agreement history. You can use Resume series from either state: review the preview to return eligible visits dated today or later to Planned. The original cadence, occurrence limit and Until date stay in place; resuming does not add replacement visits for missed dates. Started, completed and invoiced work stays intact.

Delete a project from the row actions on the Projects page or with Delete in the project header. A confirmation modal asks you to be sure, because deleting a project is permanent. Unlike clients, which are archived and can be restored, there is no way to bring a deleted project back.

A project linked to a recurring series cannot be deleted if it has a quote or invoice. Set it to Cancelled to preserve that history. Deleting an eligible visit does not delete its series or cause that visit to be created again.