Project Operations

Project Operations is the delivery workspace for project managers, finance teams, and field or service leads who need more than a task board. Open it from a project at /projects/[id]/operations to manage operational records that sit between the agreed scope and the final invoice.

Use it for contractor-style job control, IT services delivery, agency retainers, implementation projects, or any project where work is reported, changed, approved, and billed in stages.

What Project Operations Covers

• Job reports - daily, weekly, site, service, or implementation reports with text notes and pictures.
• Registers - structured lists for risks, issues, decisions, submittals, inspections, punch items, or project-specific records.
• Change requests - proposed scope, schedule, or price changes before they become approved work.
• Progress billing - payment applications based on the percentage complete for quote, contract, or project lines.
• Operational history - a single place to review what was reported, approved, billed, and still needs attention.

Job Reports with Pictures and Notes

Use job reports to capture what happened on a project day or reporting period.

1. Open the project.
2. Go to Operations.
3. Create a report.
4. Add a title, date, author, and report type.
5. Write text notes for completed work, blockers, safety observations, customer decisions, or next steps.
6. Attach pictures or supporting files.
7. Save the report so it remains linked to the project record.

Common examples include construction site reports with photos, IT rollout notes with screenshots, maintenance visit reports, and customer implementation updates.

Registers

Registers give teams a structured way to track records that should not get lost in chat or task comments.

Change Requests

Create a change request when the agreed project scope, price, schedule, or materials need to change.

1. Open Operations on the project.
2. Create a change request.
3. Describe the requested change and why it is needed.
4. Add commercial impact: added price, credit, extra hours, or revised quantities.
5. Add schedule impact if applicable.
6. Attach supporting reports, pictures, supplier quotes, or customer correspondence.
7. Submit it for review or mark it approved once the customer or approver accepts it.

Approved changes can be used as billing context and can inform future quotation or contract updates.

Progress Billing by Percent Complete

Progress billing is for projects billed in stages rather than as one invoice at the end. It is common for contractors, but the same workflow works for software implementations, professional services milestones, managed service onboarding, and other staged delivery.

1. Start from an accepted quotation, contract, or project budget with clear line values.
2. Open the project's Operations tab.
3. Create a payment application or progress billing draft.
4. For each line, enter the current % complete.
5. Review previous billed amounts so you only bill the new progress.
6. Add supporting job reports, pictures, change requests, or notes.
7. Review totals with finance.
8. Create or update the customer invoice from the approved billing amount.

Example:

The new billable amount is based on the movement from the previously billed percentage to the current percentage. This keeps invoices aligned with actual progress and avoids double billing.

Working Rhythm

• Project leads capture reports and photos as work happens.
• Project managers review registers and change requests weekly.
• Finance reviews progress billing before customer invoices are issued.
• Account managers use the operational history to explain scope changes, delays, and billing milestones to customers.

Related

• Project Budgets - Track budget, actuals, and project billing.
• Project Reports - Analyze delivery performance.
• Sales Quotations - Create the commercial scope that later becomes project work.
• Finance Invoicing - Send the invoice created from approved billing.