Project File Templates
Availability:
This feature is enabled for all customers on September 17, 2026
What’s new
Project File Templates help you standardize the files and folders created for new projects. Instead of rebuilding the same structure each time, administrators can create a template once and reuse it across projects.
Templates now support:
Starter documents: Add files such as Word documents, Excel spreadsheets, forms, logs, and checklists—not just empty folders.
Automatic setup: Apply a company-wide default template automatically when a new project is created.
Department-specific templates: Add a template for a department so its folder structure and documents are included when that department is the project’s primary department.
Deep folder structures: Create multi-level folder structures without an artificial depth limit.
Folder import: Import an existing folder from your computer to quickly create a template, including its subfolders and empty folders.
Preview before adding: Review what a template will add before applying it manually to a project.
Duplicate-name protection: Existing folders and files are not overwritten when a template is applied. BuildOps adds a label to distinguish duplicate items.
Template management: Archive a template without changing projects where it was already used, restore archived templates later, and delete a template only when it has not been applied.
How this helps
Project File Templates reduce repetitive setup work and help your team start each project with the files and folders it needs. They also make it easier to maintain consistent project organization across your company and departments.
Where to find it
Create or manage templates
Go to Project Settings → File Folder Structure.
Administrators can create a company-wide template, create a department-specific template, add folders and starter files, import an existing folder structure, and manage existing templates.
Add a template to an existing project
Open a project and go to Project → Files → Add template. You can preview the folders and files before adding them.
Automatic templates
The company-wide default template is applied automatically when a new project is created. If the project has a matching primary department, that department’s template is also applied automatically.
Notes:
Updating a template does not change files or folders in projects where the template was already applied.
Templates do not provide file version history.
On a project associated with more than one department, only the primary department’s template is applied automatically. You can add other department templates manually, one at a time.
Files and folders are sorted by name. To control their order, use numbered prefixes such as
01-,02-, and03-.Admin access is needed to configure templates. No additional permission is required to add a template manually to a project. If the File Templates tab is not visible, ask an Admin to create templates for you or request the Admin role assignment. After the role is assigned, log out and back in to see the tab.
Existing Project File Folders configurations are converted into a default template automatically. If your company already created templates before this conversion, those templates are left unchanged.
Folder import works best in Google Chrome or Microsoft Edge. Safari and Firefox may not import empty subfolders reliably. Switch to Chrome or Edge and grant browser permissions when prompted.
Frequently asked questions
Do I need to apply the default template every time I create a project?
No. Your company-wide default template is applied automatically when a new project is created. A matching primary-department template is also applied automatically when applicable.
Can I add a template to a project that already exists?
Yes. Open the project, go to Project → Files, and select Add template. You can preview the folders and files before applying the template.
What happens if a template includes a file or folder with the same name as one already in my project?
Nothing is overwritten. When the existing item was created manually, the template item keeps its name and the existing item is labeled as a copy. When both items came from templates, each item is labeled with the template it came from.
What happens to my existing Project File Folders setup?
Your existing folder setup is converted automatically into a default template named Project File Folders. Your folder names and permissions are carried over, and you can rename or edit the template afterward.
Can I apply several department templates at once to a multi-department project?
No. The primary department’s template is applied automatically. Any additional department templates must be added manually, one at a time.
Can I manually change the order of files and folders?
Not directly. Files and folders use name-based sorting, so numbered prefixes are the recommended way to control their order.
Improved Project KPIs and Configurable Retainage
Availability:
This feature is enabled for all customers on September 17, 2026
What’s new
BuildOps is improving Project Finance KPIs so you can better compare the work completed, revenue earned, amounts invoiced, and amounts still outstanding.
Quoted and Unit Price projects
Revenue Earned to Date: A new KPI based on your project’s completion percentage and updated contract amount, capped at the contract value and calculated across project phases.
Configurable retainage calculations: A new Include Retainage in Billing Calculations setting controls whether outstanding retainage is included in Revenue Billed to Date.
Retainage Held to Date: A new KPI showing the total retainage withheld across non-void pay applications.
Updated Over/Under Billed: This KPI now compares retainage-adjusted Revenue Billed to Date with Revenue Earned to Date.
Revenue Billed to Date: This KPI can now include outstanding retainage when the setting is turned on.
Open AR: This KPI is unchanged and continues to exclude retainage.
For existing companies, the retainage setting starts OFF to preserve the current calculation behavior. New companies use the setting turned ON by default.
Time & Materials projects
Time & Materials projects now include updated KPIs designed for tax-excluded revenue comparisons:
Billable Revenue: A new KPI showing total billable revenue across cost types, excluding tax.
Invoiced to Date: Revenue Billed to Date has been renamed Invoiced to Date and now excludes tax.
Over/Under Billed: This compares Invoiced to Date with Billable Revenue. A negative result means the project is underbilled; a positive result means it is overbilled.
Open AR: This KPI is unchanged and continues to include tax.
The retainage setting does not apply to Time & Materials projects.
Additional improvements
Tooltips are now available for every Project Finance KPI, with explanations that reflect the retainage setting where applicable.
The KPI banner has been reorganized to make related metrics easier to scan.
The Forecasting button is more prominent in the Finance tab for Quoted and Unit Price projects and opens in a new browser tab.
How this helps
These updates give your finance and project teams a more consistent view of project performance. You can track earned revenue, billing progress, retainage, and over- or underbilling in one place while choosing the retainage treatment that matches your company’s billing practices.
Configure retainage calculations
Go to Company Settings → Project Settings → Billing and turn Include Retainage in Billing Calculations on or off.
When turned on, outstanding retainage is included in Revenue Billed to Date for Quoted and Unit Price projects.
When turned off, outstanding retainage is excluded from Revenue Billed to Date.
The setting applies across the company; it cannot be configured separately for individual projects.
Where to find it
View Project Finance KPIs
Open a project and go to Project → Finance → Billing KPIs.
Notes:
The retainage setting applies only to Quoted and Unit Price projects. It does not affect Time & Materials projects.
Retainage is controlled by one company-wide setting, not by individual project.
Open AR is not affected by the retainage setting.
The updated Over/Under Billed calculation for Time & Materials projects compares two tax-excluded values.
No new permissions are required.
Frequently asked questions
Does the retainage setting affect Time & Materials projects?
No. The retainage setting applies only to Quoted and Unit Price projects. Time & Materials projects have their own updated KPIs, including Invoiced to Date, Billable Revenue, and Over/Under Billed.
Can I configure retainage separately for each project?
No. The setting applies across your company. It cannot be configured on an individual-project basis.
What happens when I turn on the retainage setting?
For Quoted and Unit Price projects, outstanding retainage is included in Revenue Billed to Date. Over/Under Billed is recalculated using the retainage-adjusted billed amount.
What happens when the setting is turned off?
Outstanding retainage is excluded from Revenue Billed to Date for Quoted and Unit Price projects. Open AR continues to exclude retainage regardless of the setting.
What is new for Time & Materials projects?
Revenue Billed to Date is now called Invoiced to Date and excludes tax. A new Billable Revenue KPI also excludes tax, allowing Over/Under Billed to compare the two values consistently. Open AR continues to include tax.
Will turning on the retainage setting change what I see for every project type?
No. It changes the KPI display for Quoted and Unit Price projects only. Time & Materials KPIs are not affected by the retainage setting.
Submittals Enhancements
Availability
This feature is currently available as a beta by request. Contact your CSM to request access for your company.
The Submittals experience is being updated to make it easier to create, organize, review, and track submittal items and packages. This adds clearer status tracking, item-level revision history, bulk import, searchable assignees, structured notes, and more control over package attachments.
What’s new
Clearer status tracking: Use the new Revise and Resubmit status at both the item and package level to track partial approvals more accurately.
Item-level revision history: Review a full audit log showing who changed an item, what changed, and when. Items can also be revised while preserving their version history.
Bulk import: Download an item template, add your submittal items, and upload the file to create multiple items at once.
Faster package creation: Select multiple items and add them to a new or existing package in bulk.
Searchable assignees: Assign an owner to an item or package and search by assignee to track responsibility more easily.
Structured notes: Add, edit, and delete separate notes with their own titles and details instead of keeping everything in one text box.
Package attachment controls: For each package attachment, add a description, choose whether the file is included in the generated package PDF, and control whether it appears on mobile.
Easier navigation: Use dedicated tabs for package attachments, Days Overdue, Audit Log, and Communications History.
Redesigned detail pages: View item and package information in a clearer, more organized layout.
Where to find it
Go to Project > Submittals, then open Items or Packages.
Submittals items
Submittals Packages
Submittal Item Audit Log
Important details
Only PDF and image attachments can be merged into the generated package PDF. Other file types are sent separately when the package is emailed.
Item and package statuses are managed independently. Changing one does not automatically change the other.
A package’s status does not automatically update when all items are approved or when an item is rejected. Update the package status manually when needed.
Packages remain editable after they are marked Approved. Use the audit log to review changes.
The Packaged status is not available for new status changes. To find packaged items, filter for Package is not empty. Existing items keep their current status.
Revisions are available for items; packages themselves are not versioned.
Bulk actions in this beta are limited to importing items and adding items to a package. Bulk edit and bulk delete are not included.
The new attachment description, PDF-inclusion, and mobile-visibility controls apply to package attachments only. Item-level attachments are unchanged.
The Show on Mobile option controls the visibility of individual package attachments. Submittal packages were already available on mobile.
Assigning someone to an item or package does not send an in-app notification. Tell the assignee directly when action is needed.
Frequently asked questions
Can I edit a package after it is marked Approved?
Yes. Packages remain editable after approval. The audit log records changes so you can review what changed, who made the change, and when.
Why didn’t my Word or Excel file appear in the merged package PDF?
Only PDF and image attachments are merged into the generated package document. Other file types are still sent with the package as separate email attachments.
Where did the Packaged status go?
The status is no longer available for new status changes. Package membership is tracked through the package field instead. Filter for Package is not empty to find packaged items. Existing items that already used the status continue to display it.
Does assigning an item or package notify the assignee?
No. The assignee field helps you track and search ownership, but it does not trigger an in-app notification. Contact the assignee directly.
Do I need a new permission or integration to use Submittals enhancements?
No. Access is enabled for your company by request.