Customer Quotes
Saved quotes you can reopen and printDashboard
ProjectFlow overviewProjects by Status
Current project pipelineRecent Projects
Projects
Central project recordProject
Select a project.
Customers
Contractors
Work Statements
All contractor work statementsContractor Invoices
Invoices received from contractorsCustomer Invoices
Invoices issued to customersFinancial Dashboard
Earnings, collections and project profitabilityLoading financial dashboard...
Project Reports
Project status, dates, value, cost, and estimated profitabilityChange Orders
Customer and contractor changes to approved project scopeDocuments
Project proposals, quotes, approvals, work statements, invoices, and other filesActivity & Audit History
Project, user, security, and administrative activityCustomer Payments
Payments received against customer invoicesCommunications
Transactional email from ProjectFlowEmail Templates
Reusable ProjectFlow messagesEmail Log
Outbound transactional email historySMS — Reserved for Later
Not ActiveThe communication schema already supports channel=sms and inactive SMS templates. No SMS provider, credentials, sending, or charges are enabled in this phase.
User Administration
Manage ProjectFlow users and accessAdministrator only. Add users, assign roles, deactivate accounts, and send password-reset emails. Passwords are never displayed or stored in ProjectFlow.
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Role-Based Access
Control which application areas each role can see.Administrator only. Check or clear access for each role. These permissions control ProjectFlow navigation and page access. Existing data-level RLS policies remain the final security boundary.
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Portal Administration
White-label branding for this ProjectFlow portalAdministrator only. Configure the company name and logo displayed throughout this portal. This branding applies to this ProjectFlow portal instance, which makes it suitable for deploying a separately branded portal for each company.
PNG, JPG, WebP or SVG. Recommended: a horizontal logo with a transparent background. Maximum 5 MB.
Current Branding
No logo uploaded
Company name shown in the portal
ProjectFlowThe logo appears in the upper-right corner after sign-in and the company name appears in the navigation/header.
Backup & Restore
This company's data — administrators onlyCompany backup
Downloads one .zip with every record of this company (projects, quotes, invoices, payments, accounting, emails, activity, settings, users and roles) and its uploaded files. Other companies are never included. Keep the file private.
Restore from a backup
Choose a company backup (.zip) of this company. ProjectFlow puts back records and files that are missing — for example a project deleted by mistake. Nothing that exists now is changed or removed.
Import from the single-company ProjectFlow
One-time move of your existing ProjectFlow into this company. In the old ProjectFlow, open Backup & Restore and click Export for Multi-Company ProjectFlow, then choose that .zip here. Add your users to this company first (User Administration) so their names stay on projects, quotes and invoices.
Tip: download a company backup regularly (for example monthly, and before big changes) and keep it somewhere safe. The platform administrator also keeps nightly backups of the whole system.
RFIs
Project management: RFIs, submittals, punch list and inspectionsPayables
Vendor bills, paying bills, recurring bills, 1099sRecurring Invoices
Invoices created every period for your customersSales
Catalog, quotes and sales taxSafety
Toolbox talks, JSAs, incident reports and certificationsPay Applications
Schedule of values, monthly pay applications with retainage, subcontractor retainage and lien waiversDaily Reports
Field: daily reports, job budgets, cost codes, crew and equipmentAccounting
Company books: expenses, journal, chart of accounts and reportsHelp & How to Use ProjectFlow
Your guide to the complete project workflow · Version MT-0.18.1 (multi-company)ProjectFlow in one sentence: use it to move a contractor bid through pricing, customer approval, contractor work, contractor billing, customer invoicing, customer payment, and final project financial review.
Quick start: step by step
Before you start, you must have:
✔ A Customer (People ▸ Customers)
✔ A Contractor (People ▸ Contractors)
- Create a new projectAll Projects ▸ + New Project. Then add the work: + Add Line Item (Project Tools) or Import Contractor Bid (Contractor) from a spreadsheet.
- Price the projectProject ▸ Price Project. Enter contractor costs and the client's prices. Customer pricing must be entered before you can create a quote. You can also set prices with + Add Line Item.
- Create the customer quoteCustomer ▸ Create Customer Quote.
- View and send the quoteCustomer ▸ View Quotes ▸ View Quote. Print or save it as a PDF, or click Send for Customer Approval to get a link you can copy and send, or email the client directly from the app.
- The client approves or declinesThe client opens the link, reviews the quote, and approves or declines it. The project updates automatically.
- Create the contractor work statementContractor ▸ Create Work Statement. Print it, save it as a PDF, or email it to the contractor with an approval link.
- The contractor approves or requests changesThe contractor opens the link and approves or requests changes. When work starts on site, click Mark Work In Progress in the project's Next box.
- Import the contractor's invoiceContractor ▸ + Contractor Invoice: upload their invoice (monthly or final billing). Record full or partial payments with Record Payment; track the balance in Contractor Invoices.
- Create the customer invoiceCustomer ▸ + Customer Invoice. Send it to the client, then record payments as they arrive (Billing ▸ Payments).
Steps 2–9 use the buttons at the top of the project page. Open a project from Projects ▸ All Projects, or jump back to it with Projects ▸ Selected Project.
1. The complete workflow
1. Incoming Bid
Receive the contractor's proposal and create the project.
2. Price the Work
Enter contractor costs and set the customer selling prices.
3. Customer Quote
Create and send the quote for customer approval.
4. Work Statement
After approval, send the contractor the work statement.
5. Contractor Invoice
Record the contractor's actual invoice and approve it.
6. Customer Invoice
Invoice the customer using the approved customer quote.
7. Customer Payment
Record payments and track the remaining balance.
8. Financial Review
Use the Financial Dashboard to review actual project profitability and cash position.
2. What each menu does
| Menu | Use it for | Important rule |
|---|---|---|
| Dashboard | Overview and your recent projects. | Click a recent project to open it. |
| Projects | All Projects (list), Selected Project (the project you last opened), and that project's Change Orders and Documents. | Start every job here with + New Project. |
| People | Customers and Contractors. | Add the customer and contractor before creating the project. Contractor information is internal. |
| All Records | Company-wide lists: Change Orders, Documents, Customer Quotes, Work Statements. | Use Open Project on any row to jump to its project. |
| Billing | Contractor Invoices (bills you pay), Customer Invoices (bills you send), Payments. | Contractor invoices are the source of actual contractor cost. |
| Reports | Financial Dashboard (charts) and Project Reports. | Use Print / Save PDF to keep a copy. |
| Accounting | Company books: Expenses (with receipts, optionally charged to a project), Recurring Expenses, Journal Entries, Chart of Accounts, Accounting Reports (Profit & Loss per company or project, Balance Sheet, Trial Balance, General Ledger) and Settings. | Customer and contractor invoices and payments are posted to the books automatically. Access is set on Role Access (accounting). |
| Security & Administration | Activity history, Communications (email templates, Pricing Review emails, email log), users, Role Access, Portal Administration, backups. | Role Access controls who can see each area and who can change costs and prices. |
| Help & How to Use | This guide. | Start with the Quick start above. |
3. Pricing and profitability
Estimated Gross Profit = Customer Selling Price − Estimated Contractor Cost
Actual Gross Profit = Customer Invoices − Actual Contractor Invoice Cost
Actual Margin = Actual Gross Profit ÷ Customer Invoices
Customer Balance = Customer Invoices − Customer Payments
Net Cash Position = Customer Payments Received − Contractor Invoices Marked Paid
Actual Gross Profit = Customer Invoices − Actual Contractor Invoice Cost
Actual Margin = Actual Gross Profit ÷ Customer Invoices
Customer Balance = Customer Invoices − Customer Payments
Net Cash Position = Customer Payments Received − Contractor Invoices Marked Paid
4. Customer invoice rules
- The customer invoice is based on the approved customer quote.
- A contractor invoice does not change the customer's approved billing amount.
- Contractor actual cost affects profitability reporting, not the customer invoice total.
- Customer-facing documents never show contractor cost, markup, or gross profit.
5. Invoice Settings
Use Customer Invoices → Invoice Settings to maintain your company and payment information. Settings include company address, phone, email, website, payment terms, remit-to address, ACH/bank instructions, check instructions, wire instructions, and the invoice footer.
Invoice information is intended to remain historically accurate. Existing invoices can use their stored invoice information, while missing older settings can fall back to the current settings where supported.
6. Recommended day-to-day process
- Create the project as soon as the contractor bid is received.
- Enter contractor pricing before setting customer selling prices.
- Review the estimated GP and margin before sending the customer quote.
- Record customer approval before sending the contractor work statement.
- Enter the contractor invoice using the actual quantities/prices billed.
- Approve the contractor invoice before treating the actual cost as final.
- Create the customer invoice from the approved quote.
- Record every customer payment as it is received.
- Use Financial Dashboard to review actual profitability and outstanding balances.
- Close the project when the operational and financial workflow is complete.
7. Visibility and confidentiality
Internal users: can work with cost, selling price, margin, contractor invoices, customer invoices, and financial reporting.
Customers: see their quote/invoice information only.
Contractors: see contractor work statements and contractor-facing information only.
Never send a customer-facing document that contains contractor cost or internal margin.
Customers: see their quote/invoice information only.
Contractors: see contractor work statements and contractor-facing information only.
Never send a customer-facing document that contains contractor cost or internal margin.
8. Quick troubleshooting
| Invoice terms/payment information is missing | Open Customer Invoices → Invoice Settings, save the settings, then reopen/print the invoice. |
| Invoice balance is wrong | Check the Payments page and verify every payment is recorded against the correct invoice. |
| Actual profit is wrong | Check the contractor invoice amount and whether the invoice has been approved. |
| Customer invoice amount is wrong | Review the approved customer quote. Customer billing is based on the approved quote, not the contractor invoice. |
Production Security Review
Administrator-only security and session checksPurpose: This page performs browser-side production checks and shows the current ProjectFlow authentication/session state. It does not replace Supabase/PostgreSQL security configuration, RLS, backups, or infrastructure controls.
Security Review status: Not run yet.