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Project Setup Workflow

A complete guide to setting up a new project from start to finish.

Updated yesterday

Overview

This workflow guides you through setting up a new project in BuilderHelp, from initial creation to ready-to-build status.

Step 1: Create the Project

Initial Setup

  1. Go to Projects page

  2. Click "Create New Project"

  3. Fill in basic information:

    • Project Name

    • Start Date

    • Stage: Start with "Estimating"

    • Job Number/Invoice Code (optional)

    • Description (optional)

    • Location (optional)

  4. Click "Create Project"

See Creating Your First Project for detailed steps.

Step 2: Set Project Budget

Define Budget

  1. Open the new project

  2. Click "Edit" button

  3. Enter Budget amount

  4. Save changes

Tip: Use your estimate or contract amount. You can adjust later.

Step 3: Add Building Phases

Create Phase Structure

  1. Go to Schedule → Phases

  2. Click "Add Phase" for each major phase

  3. Create main phases first:

    • Foundation

    • Framing

    • Electrical

    • Plumbing

    • HVAC

    • Drywall

    • Finishing

    • etc.

Phase Details

For each phase, set:

  • Name: Clear phase name

  • Description: What work is included

  • Estimated Duration: Work days needed

  • Start Date: When phase begins

  • Dependencies: Phases that must complete first

Add Sub-Phases

  1. Create sub-phases under main phases

  2. Break down complex phases

  3. Set sub-phase durations

  4. Link to parent phase

See Managing Building Phases for details.

Step 4: Set Up Team

Add Team Members

  1. Go to project settings or team section

  2. Click "Add Team Member"

  3. Select builders from company list

  4. Assign roles if applicable

  5. Save assignments

Assign to Phases

  1. Open each phase

  2. Assign team members

  3. Set responsibilities

  4. Define roles

Step 5: Create Initial Tasks

Set Up Task Structure

  1. Go to Tasks tab

  2. Create tasks for each phase:

    • Phase preparation tasks

    • Key milestone tasks

    • Critical path tasks

  3. Assign tasks to team members

  4. Set due dates based on phase schedule

Task Organization

  • Link tasks to phases

  • Set priorities

  • Create task templates if needed

  • Organize by phase

See Managing Tasks for details.

Step 6: Upload Documents

Add Project Documents

  1. Go to Documents tab

  2. Upload files:

    • Plans/Drawings: Construction plans

    • Specifications: Material specs, details

    • Contracts: Project contracts

    • Photos: Site photos, reference images

  3. Organize by category

  4. Share with team

Document Organization

  • Use consistent naming

  • Organize by type

  • Tag important documents

  • Keep versions current

Step 7: Set Up Materials

Create Material Requests

  1. Go to Materials → Requests

  2. Create requests for each phase:

    • Materials needed

    • Quantities required

    • Delivery dates

    • Link to phases

  3. Organize by phase

  4. Set priorities

Inventory Setup

  1. Go to Materials → Inventory

  2. Add existing inventory

  3. Set up suppliers

  4. Configure material tracking

Step 8: Configure Financials

Budget Setup

  1. Review project budget

  2. Allocate budget to phases (if using phase budgets)

  3. Set up budget line items

  4. Configure invoice codes

Financial Settings

  • Set up invoice processing

  • Configure payment terms

  • Set up vendor information

  • Prepare for invoicing

Step 9: Invite Owners/Clients

Add Project Owners

  1. Go to project settings

  2. Click "Add Owner"

  3. Enter client information:

    • Name

    • Email

    • Phone (optional)

  4. Send invitation

  5. Owner receives access

Owner Permissions

  • Owners can view project

  • See progress updates

  • Access documents

  • View financials (if enabled)

  • Cannot edit project

Step 10: Review and Finalize

Final Checklist

Before moving to "Pre-Construction" stage:

  • Project information complete

  • Budget set

  • Phases created and organized

  • Team members assigned

  • Initial tasks created

  • Documents uploaded

  • Materials planned

  • Financials configured

  • Owners invited

  • Everything reviewed

Advance to Pre-Construction

  1. Review all setup

  2. Click "Advance Stage"

  3. Confirm stage change

  4. Project moves to "Pre-Construction"

  5. All tabs now available

Post-Setup

Ongoing Management

After setup:

  • Update phases as work progresses

  • Track task completion

  • Process invoices

  • Update materials

  • Communicate with team

  • Update owners

Regular Reviews

  • Weekly: Review progress

  • Monthly: Financial review

  • Phase completion: Update status

  • Project completion: Final review

Tips

  • Use Templates: Save time with project templates

  • Start Simple: Add details as needed

  • Involve Team: Get input on phases and tasks

  • Plan Ahead: Set up phases before work begins

  • Stay Organized: Keep information current

  • Document Everything: Upload important files

  • Communicate: Keep team and owners informed

Common Issues

Phase Dependencies

Issue: Phases scheduled incorrectly
​Solution: Set dependencies properly. System prevents conflicts.

Budget Allocation

Issue: Budget not allocated to phases
​Solution: Use phase budgets or track in financial overview.

Team Assignment

Issue: Team members not assigned
​Solution: Assign in project settings or phase details.

Missing Documents

Issue: Important documents not uploaded
​Solution: Upload during setup. Can add later but better to do early.

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