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Project Stages Explained
Project Stages Explained

A breakdown of what each of the project stages mean and when to use them.

Christa Moody avatar
Written by Christa Moody
Updated over a week ago

Jetbuilt projects use a list of stages that help you keep track of progress. There are also a few stage-specific features that require you to be in a certain stage before you can access them. You will always be notified when you need to change the stage of your project to access a certain area.

Here is the list of stages in order:

  • Lead (Funnel platform only) - This stage allows Funnel users to keep track of potential opportunities. If a project is in the Lead stage, that usually implies that you have minimal information about them - maybe you have spoken to them a few times, but you don't yet have a plan to work with them. Use Funnel to keep leads organized, set tasks to reach out/follow up, and to turn them into Opportunities.

  • Opportunity - Once you have connected with a lead and determined that they have a potential project with a rough budget in mind, you can create a project for them in the Opportunity stage. In this stage, the Opening Budget of the project will be used in your company pipeline and project totals until the project is moved into Estimate stage. This allows you to monitor the value of a project even when there is no equipment or labor in the project.

  • Estimate - Once you're ready to put together a rough estimate of what the project would actually cost, you can move it to the Estimate stage and start adding equipment to the project. In this stage, the project total reflects the actual total of the items in your project, rather than using Opening Budget in your pipeline.

  • Proposal - When you're ready to send your proposal you can switch to this stage. The Proposal Stage indicates that your proposal has been sent, and you are waiting on the client to accept it or ask for revisions.

  • Contract - The client has signed the contract. In this stage you can start your invoicing and any other administrative work that needs to happen before construction begins. At this point, any unsold "Options" are switched to "Change Orders" in case the client decides later that they'd like to get the option.

  • Install - Projects in this stage are, as you might expect, under construction. Once your project is in Install you can access the Purchasing section to create POs and BOMs. Projects must be in this stage in order to access the Project Management/Install section as well.

  • Review - You can utilize this stage to wrap up any project details that may be outstanding before you move your project to Completed.

Archived Stages:

Projects in an Archived state do not affect your Pipeline numbers.

  • Completed - Once a project has been completed, it can be moved to this stage where it is archived. Users can still reference this project at any time in the future.

  • Icebox - If you have any opportunities/jobs that are on hold, you can move them to the Icebox stage to prevent them from cluttering up your main project list.

  • Lost - You can move lost opportunities to this folder to keep track of them. If the client changes their mind, you can reinstate the project and pick up where you left off.

  • Template - If you frequently quote similar projects, you can create a project template to speed up your estimating. First create the project in the Builder, then move it to the Template stage. You can then duplicate this project to customize it for different clients.

  • Trash - Projects you will never need to reference again can be moved to the trash. Trashed projects can be reinstated until the trash is emptied - and only admin can empty the trash. Once the trash has been emptied, the contents are permanently deleted, so please make sure you will not need to reference these projects again before doing this.

To change the stage of your project:

Hope this helps - let us know if you have any questions!

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