Projects in shopVOX: Comprehensive Guide

Tyler MacDonald Updated by Tyler MacDonald

What is a Project?

In shopVOX, a Project is a feature that enables you to group various items such as quotes, sales orders, invoices, images, and notes in one centralized location. This functionality is particularly beneficial for managing large-scale, long-term projects involving multiple tasks, signs, and team members.

Why Use Projects?

Projects are essential for keeping complex jobs organized. They help you track all details, communications, transactions, times, dates, and data for jobs that span several weeks or months. Whether you're managing a multi-phase construction project or coordinating a series of installations, Projects in shopVOX provide a structured way to handle everything seamlessly.

Disclaimer

Projects in shopVOX contain transaction notes and assets, but it is not possible to bill a project directly. A project is strictly a container to make it easier for you to group transactions together. Invoicing must be done through individual transactions within the project, not from the project itself.

By utilizing the Projects feature in shopVOX, you can ensure that all aspects of your large-scale jobs are meticulously organized and efficiently managed, leading to successful project completion and client satisfaction.

Key Benefits of Using Projects:

  1. Centralized Management: Group all related quotes, sales orders, invoices, images, and notes in one place.
  2. Task Management: Create separate tasks and notes for each phase of the project.
  3. Enhanced Organization: Keep track of all details, communications, and transactions associated with the project.

Accessing Projects

Once you have contacted billing@shopvox.com to enable the Projects feature, you will notice the Projects icon appear on the top menu bar of your shopVOX interface. This icon provides quick and easy access to all your Projects, allowing you to efficiently manage and navigate through your grouped items, tasks, and transactions. Simply click on the Projects icon to enter the Projects module and start organizing your complex jobs with ease.

Projects Board

Just like all the boards in shopVOX, you can customize your view of the Projects Board. Create a new view, apply sorts and filters, and arrange the columns in the order you prefer using the configure columns feature.

Customize the Projects Board to suit your needs, allowing you to visualize the information in the most effective way.

Integrating Projects with the Job Board

Projects can be enabled on your job board, allowing you to see the associated project for any transaction. This feature enhances visibility and organization, ensuring that all team members can easily access project-related information directly from the job board. If this feature is not enabled in your system, please contact billing@shopvox.com to have it activated.

Select the Jobs Board

Create or modify a Jobs board view and enable the Projects column. Apply sorts and filters, and arrange the columns in the order you prefer using the configure columns feature.

Example

Projects can be utilized in two main scenarios:

  1. Scenario 1: You have ongoing items and decide it would be more efficient to group them together. In this case, you can create a new project and attach the relevant transactions to it.
  2. Scenario 2: You want to initiate the order as a Project from the start. Here, you would begin by creating a project and then generate all your transactions within that project.

In both scenarios, the Project serves as the top-level entity for organizing your transactions.

Starting a New Project

Starting a new Project is easy. Lets begin by following the steps

  1. From the top menu bar select projects
  2. Click "+Add New Project"
  3. I use example data in this New Project feel free to use your own.
  4. Click "Show All Fields" to enter more information about the Project, the select "Create New Project" once complete
  5. The new Project is now ready for you to add or create transactions. You will notice it has a Project number, a Title, a blue action button, and tabs for storing notes, tasks, assets, and viewing related transactions.

Adding Transactions to the New Project - Scenario 1

In this part of the example, we will follow Scenario 1. I will select three Sales Orders from the Job Board and demonstrate how to add them to a Project. This process mirrors a real-world situation where grouping related orders for easy reference is necessary.

  1. From the Jobs Board, I am selecting three Sales Orders to include in the Project. For visual reference, I have check-marked the orders I plan to use.
  2. Opening the first Sales Order, click the blue action button and select "Attach to Project"
  3. From the Attach Project screen, select the Project to which you want to attach this Sales Order.
  4. You will notice that the Project Number now appears in the breadcrumb links at the top of the order.
  5. I am repeating those steps for the second Sales Orders
  6. I am repeating those steps for the third Sales Orders
  7. Go back to the Project, and look at the related tab you will notice all the sales orders are now attached.
While this example demonstrates adding a Sales Order to a Project, you can attach any type of transaction to a Project. This flexibility allows you to group and organize various related transactions, such as quotes, invoices, and purchase orders, within a single Project for comprehensive management and easy reference.

Creating new Transactions from the New Project - Scenario 2

In this part of the example, we will follow Scenario 3. From the Project we will be creating a new Quote.

  1. From the Project go to the blue action button and select "Quote"
  2. Fill in your quote details, I am using example data. When done click "Save & Add First Line Item"
  3. The Quote will look like any other Quote, except you will see the Project number at the top
  4. Fee free to add line items, tasks, assets or notes, as you would in any quote.
  5. When you click back to the project, and look at the related tab you will see your Quote visible on the list
  6. When the Quote gets converted to a Sales Order, the newly generated Sales Order will also be part of the Project
  7. Going back to the Project, and to the related tab you can see the newly generated Sales Order is now part of the Transaction list.
In this example, we demonstrated creating new transactions directly from a Project. This capability allows you to initiate and manage all related transactions, such as quotes, sales orders, and invoices, within the Project itself. By centralizing transaction creation, you can maintain better organization and streamline your workflow.

The Projects feature in shopVOX is a powerful tool designed to streamline and organize your workflow, ensuring that all related transactions and tasks are grouped efficiently. Whether you're adding existing transactions or creating new ones within a Project, this functionality provides a clear and structured approach to managing complex jobs. By centralizing all project-related information, you can easily track progress, maintain comprehensive records, and improve communication among team members.

Utilizing Projects in shopVOX not only enhances your organizational capabilities but also contributes to better project management and client satisfaction. Embrace the Projects feature to elevate your operational efficiency and ensure the successful completion of your large-scale, multifaceted jobs

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