Step 3: 🏗️ Starting a New Project

Creating a project in e-manage|ONE is a foundational step in managing your sales pipeline, jobs, and project lifecycle. This guide walks you through each part of the Project Information window and how to properly set up a project for accuracy, reporting, and workflow integration.

Always begin a new project from the Install Location (Company Record). Once customer information is properly entered:

1. Click New Project from the top Actions toolbar.

• Use the 🔍 Magnifying Glass icon on the left-hand toolbar to search for an existing Company, Lead, or Contact.

• Or select New + → Project from the left toolbar.

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Once opened, the Project Information window collects all necessary details. Fields marked with an asterisk (*) are required.

When a Contact is selected, the End User field will auto-populate with the associated company. Complete all required fields and click Save.

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Project Name

• Required and searchable in multiple areas (e.g., Current Opportunities, Backlog).

• Use meaningful naming conventions for clarity.

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• Pulled from divisions set by your administrator based on user access.

• Affects dropdown selections and determines the QuickBooks file used for the project.

• Required.

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• Determines if installation is required and impacts workflow Action Items.

• Also controls available Surveys.

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• Defines project stage and is used in search and reports.

• Can be set here or updated by workflow rules as Action Items are completed

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• Represents the likelihood of project conversion.

• Affects Factored Value in the Current Opportunities grid.

• Required.

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• Used to assign a project lead.

• Allows filtering in grids.

• Typically required.

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• Expected date the client will decide on the order.

• Required.

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• The Approximate Value represents the estimated sale value initially entered before generating a quote.

• After creating a quote, this value updates automatically with the estimated sale price from the quote.

• While zero is a valid value, it's recommended to enter accurate estimates for projection purposes.

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• The Approximate Profit represents the estimated profit value initially entered before generating a quote.

• After creating a quote, this value updates automatically with the estimated profit dollars from the quote.

• While zero is a valid value, it's recommended to enter accurate estimates for projection purposes.

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• Provide a clear, concise project description.

• Use the Scope Builder for frequently used entries. (See Using Builders.)

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• Auto-selected based on Project Type but can be manually edited.

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• Tax exemption status is determined by the end user Company Location Tax Exempt status. See here for more information.

• Users may or may not have the ability to modify this checkbox based on permissions.

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Used for Direct Bills to manufacturers and Government Sales. See here for more information.

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• Allows sales staff to set follow-up tasks that appear in the Events Calendar. See here for more information.

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• Select a Project Designer from a list defined in admin settings.

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• Est. Order Date, Install Date, and Completion Date help track project timeline.

• Auto-feed into Current Opportunities grid for visibility and follow-up.

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• Link third-party companies to the project.

• Contacts can be added manually or selected via the Project Contacts section. See Company Settings for additional information.

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Automatically generated and unique to each project.

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Typically set at the Order Entry stage of the process. In most cases, our customers choose to have the project number become the job number (Admin Setting) and follow all the way through the project, however job numbers can be set manually when the order is booked but this is NOT best practice. This field should be used as a small indicator to mentally note if the project has been converted to a Job which means it has been processed in Order Entry.

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Initially filled with the Company Location or contact's Company Location from which the project started. You can change the end user at any time. See Company Labels for more information.

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The Sales Credit / Access grid lets you assign salespeople to the project and allocate credit:

• If no Primary Salesperson is set at the Company level, the user creating the project is added by default with 100% credit.

• Ensure the total allocation across all salespeople equals 100%.

• Click Add to include team members or Remove to adjust access.

• Some permissions may limit your ability to edit after saving.

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You can link contacts from any company to the project:

1. Click Add Contact from the left of the Project Contacts Grid.

2. Search by name or click Create a New Contact.

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3. Drag and drop contacts from the search results.

4. Assign a Project Contact Type to define their role (e.g., Architect, Influencer).

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Each contact added to a project must be assigned a Project Contact Type, which specifies their role within the context of that specific project. For example, while a contact may typically be associated with a role such as "Architect" at the company level, they might function as an "Influencer" on a particular project.

Assigning clear and accurate contact roles:

• Helps define responsibilities

• Ensures that all team members—especially installers and support personnel—know who to contact for specific project needs

• Minimizes unnecessary back-and-forth with the sales team

The Project Contact Type designation also carries over to the Work Order and Delivery Ticket, ensuring alignment and continuity across all touchpoints of the project lifecycle.

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• The first contact added becomes the Primary Contact.

• Only one Primary Contact is allowed.

• This name appears on customer quotes under “Prepared For.”

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• Use Remove to disassociate a contact from the project.

• Use Delete only if you want to permanently remove the contact from the database (use with caution).

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• Displays financial progress (Quoted, Ordered, Invoiced, Paid, Credited)

• Metrics populate once a quote is created.

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• Internal-use notes shown in the Current Opportunities grid.

• Not visible on customer-facing documents.

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For additional guidance and visual references, explore the full article here:
👉 Project Information