Things to Consider Before You Start
Before creating a Project, make sure the following are in place:
Verify that these Settings are configured:
Project Settings
Custom Fields
Project Tags
Project Types
Project Sub Types
Accounting Settings
Sales Tax
Confirm that the Customer and Property already exist in BuildOps
Make sure the appropriate Customer Contacts have been added
While not all fields are required, it’s recommended to complete as much information as possible
This is especially important for reporting and billing accuracy
How to Create a Project
Hover over Projects, then click Project Management.
The Project Management table displays all Projects. Like other tables in BuildOps, you can:
Filter for specific Projects
Use saved table views to quickly access custom views
If you prefer a different layout, you can switch between:
Table view
Grid view, which displays Projects as tiles with photos
Click + Add Project in the upper-right corner to create a new Project.
Project setup is completed in four steps:
Project Information
Schedule of Values (SOV)
Cost Codes
Add Budget
Step 1: Project Information
1.1 Overview – Project Information
Complete the following fields:
Project Number - Depending on your Account configuration, this can be automatically generated or manually input.
Project Name - Enter a clear and recognizable Project name
Description - Add a short description of the Project
Photo - Upload a Project cover photo
Status (required)
Select the current status of the Project:Bid – Still in the bidding process
Accepted – Contract has been accepted and the Project has been awarded
Work in Progress – Project is actively being worked on
Only Projects with this status are visible in the mobile app
Work Complete – Work is finished, but billing reconciliation is still in progress
Closed – No open costs remain
Costs cannot be added once a Project is closed
Void – Contract was not signed
Department (required) - Select the Department responsible for the Project
Scope of Work - Enter the contracted scope of work
Project Type & Project Sub Type
Used for categorization and reporting
These are configured under Custom Fields
Start Date & End Date - Consider billing timelines when selecting dates. Billing may continue even after work is complete
Warranty Start & End Date - Can be added or updated at any time
Contract Date - Date the contract was fully executed
Certified Payroll
Check this box if the Project requires certified payroll
Exported reports will reflect this designation
Labor Rate Group - Depending on your account configuration, this field may or may not be visible. Select which set of payroll rates from Labor Settings should apply to labor for this project.
Required fields must be completed before moving to the next step. Click Customer to continue.
1.2 Customer (Billing Customer)
Bill To - Choose one of the following:
Project Owner
General Contractor
Specialty Contractor
If General Contractor or Specialty Contractor is selected, it becomes a required billing field.
Customer Project Number - Project number used by the billing Customer (not your internal number)
Property - Select the Property where work will be performed
Project Address - If the Property does not exist, enter the address manually. You may select both a Property and enter an address if needed
Sales Tax Rate - Select the appropriate tax rate
Default Direct Payer Sales Tax Rate - This controls tax defaults for purchasing (POs). It can be used when the customer is responsible for paying sales tax directly
Default Invoice Sales Tax Rate - This rate is used on project invoices and Pay App invoices. When an invoice or Pay App is created, BuildOps looks here for the tax rate.
Click Contacts to continue.
1.3 Contacts
Specify internal and external contacts associated with the Project.
Internal Contacts - These pull from your Personnel list
Project Manager
Foreman
Sold By
External Contacts - These pull from the billing Customer’s contact list
GC Project Manager
GC Superintendent
Architect & Engineer
Manually enter contact information if applicable
After completing Step 1, you can:
Click Save and return later, or
Click Next Step to continue setup
Step 2: Schedule of Values (SOV)
The Schedule of Values defines how billing appears on Pay Apps and Invoices.
A Project can have one or multiple SOV lines
Only Description of Work and Contract Value are visible to the billing Customer
Click + Add SOV Item to create a line.
There is no required format for SOVs. You may choose whether or not to use the “Big 6” categories.
For each SOV line:
Description of Work
Keep it short and clear
Examples: Demolition, Labor, Installation
Contract Value
Total of all SOV lines should equal the awarded contract value
Department
Assign the work to the correct Department
Accounting Item
Required for every SOV line
Needed for accounting sync, even without an integration
Retainage / Holdback
Enter the retainage percentage
Select an accounting item for retainage
A default item can be set in Project Settings
You can:
Reorder SOV lines by dragging
Delete unused SOV lines
An SOV line cannot be deleted if it has been used in a Pay App or Invoice.
Phases
Phases define how a Project is broken down, either by:
Physical location (e.g., 1st floor)
Moment in time (e.g., Demolition)
There are three options:
Single Phase Project
Creates one Phase
Sell Price and dates auto-populate
Match Phases to SOV
Converts SOV lines into Phases automatically
Custom Project Phases
Create Phases manually
Sell Price equals total SOV contract value
Dates can be adjusted
Phase status is selectable
A Phase cannot be edited once costs are tied to it.
Click Next Step to continue.
Step 3: Cost Codes
Cost Codes track costs charged to a Project.
Cost Codes define tasks (e.g., Demolition)
Cost Types define expenses within the task (e.g., Labor, Material)
Select the Company Cost Codes needed for the Project.
At least one Cost Code is required
You may create Project-specific Cost Codes if needed
Industry-standard Cost Types (Labor, Material, Equipment, Subcontractor, Overhead, Other) are automatically available
Click Next Step to continue.
Step 4: Add Budget
This is the final step of Project setup.
In this step, you:
Allocate costs to Cost Codes and Cost Types
Enter Sell Prices to define Project revenue
This allows BuildOps to calculate:
Profit and margin
Over/under billing
Project performance
Each Project requires:
At least one Phase
At least one Cost Code per Phase
Cost allocations for all Cost Types
Sell Prices matching the contract amount
You must create a Budget for each Phase.
To add a budget:
Click + Add Department Budget
Budgets can be deleted using the three-dot menu if needed.
Key Budget fields:
Cost Estimate – internal cost (no markup)
Install Units – used for tracking installed assets
Labor Hours & Rate
Sell Price – total revenue for the Project
Must match the contract value
Click Save to complete Project setup and return to the Project page.
FAQs
Do I have to complete all steps at once?
No, only Step 1 is required initially. Click SAVE and return later.
Why can't I create a Purchase Order for my Project?
Check that budget dollars have been properly allocated.
Why can't I create a Pay App?
Ensure Project and Phase Start/End Dates align with the Pay App date.
Should I use the Service or Project module?
If the Project lasts only a few weeks, use the Service module unless AIA Billing/G702 billing is required.
Can I archive Cost Codes even if they’re still being used in active projects? Will that cause any issues?
No, archiving Cost Codes won’t cause any issues. Projects that already use those Cost Codes will retain them, so it’s safe to archive.
Why can't I edit Project Number?
Once project synced to your Accounting Integration, the pencil button to edit the project number is greyed out. If you need it changed, please reach out to BuildOps Support team.
What does the Export button on the top right corner of the Project page do?
The Export button on a Project page in BuildOps is used to sync the latest project data with your Accounting Integration system. When clicked, it initiates a process that pushes updates from the project to connected platforms, helping ensure all systems reflect the most current project information. This keeps your records accurate and up to date without manual data entry flow.
Can I edit the Schedule of Values (SOV) after saving the project?
Editing the SOV is allowed only if no Pay Application has been created yet. Once a Pay App is generated, the SOV becomes locked, and edits or reordering are no longer possible to maintain financial accuracy.
If the project came from a Quote, the same behavior applies — once a Pa App exists, the SOV is locked.
Why is the project budget and SOV not carrying over from the quote?
This occurs when the quoted project creation process isn’t completed through to the final Save step. If you only click Save on Step 1 and skip the remaining steps, the budget and SOV from the quote won’t carry over. To ensure they transfer correctly, complete all steps in the project creation flow before hitting Save at the end.
Can we delete project Phases?
Project phases can only be deleted if no actual costs are associated with the phase. Deletion is available in Step 2 of the Project Wizard (Edit Project → Phases).
If a phase has any of the following, it cannot be deleted:
Timesheets or labor entries
Change orders (CORs)
Purchase orders, receipts, or vendor bills
Invoices or pay applications
If costs already exist, BuildOps will prevent deletion to protect project financial data and display an error indicating that costs must be removed before the phase can be deleted.