A Project is where you manage all of the details of a particular job and/or site including people involved, costs, timeline, and progress.
Included in this guide:
Opening Your New Project
Before creating a Project in PX360, we recommend first setting up Users and Cost Centres in Settings. This will make the project creation process quick and simple.
When ready, choose Projects from the left-hand menu, then click Create New Project.
Now let's go through and add all of our project information. Be sure to click Save & Next in between each step, and click the Completed button when you are finished with the final step.
Setting Up Your New Project
1. Project Information
Add in all the important project information from your contract including the contract type.
Project Code | This name/code is how you identify your project in PX360, so make it unique. Many businesses use the project address. Be sure to follow any naming convention your business may use. |
Project Address | Site address. |
Project Post Code | Site address post code to help in weather event changes notification. |
Project Description | General works description. |
Project Start & End Dates | These should match the signed contract dates. |
Contract Type | There are two Contract Types:
See our case study on Cost Plus Contracts and Their Continued Dominance in the market. |
Project Contract Value | Per the signed contract. Excludes Goods and Services Tax (GST). |
GST (10%) Applied | Goods and Services Tax. |
Total Contract Value | Project Contract Value plus Goods and Services Tax. |
Variation Margin (%) | A percentage added to the cost price of the project to account for unforeseen adjustments in scope, timeline, and cost. Per the signed contract. |
Contract Margin (%) | A percentage added to the cost price of the project covering overheads and profit. Per the signed contract. |
Provisional Adjustment Margin (%) | A percentage added to the cost of the price and the associated provisional sum. This is used in primarily in Variation/ Provisional Sum Adjustment templates.
Note: When the Provisional Sum Adjustment Toggle is set to YES in an Approved Variation/Provisional Sum Adjustment Template, the margin amount will be applied to the project budget based on the costs + the percentage of the Provisional Sum Margin set for that project. If no value is added here, it will use the Variation Margin (%) as the default. |
If you need help on any of the fields, click the Question Mark and a tip will pop up with helpful information about that field.
Note: If you decide to update the Provisional Adjustment Margin (%) after a Provisional Sum Adjustment is approved, the changes will not be reflected in the final PDF. The Provisional Adjustment Margin (%) is an agreement between the project builder and the client, so it's important that we get this correct during the project creation.
2. People
Add any available contacts to the project. You can edit their information and even click Mark as Client if they are the main client for the project.
If a contact doesn't exist, just click Add New Contact to add them in the system. Then you can select them for the project.
Note: The Type field can also be used to describe any other types of contacts you have added. For example: Type: Billing Contact. |
3. Contracts
The Contracts section helps you store critical information about your project contract in one place. You can even upload copies of the contract itself and any insurance documents you want to keep handy.
Note: If the project is Cost Plus, here is where you can add your Cash Retention or Contract Margin percentage from the contract. |
Cash Retention | A percentage of money held back from the project as a safeguard. Usually a percentage of the total cost. Per the signed contract. |
Bank Guarantee | A type of collateral where the bank guarantees fulfillment of an obligation if the guarantee applicant does not fulfill it's contractual obligations to the guarantee beneficiary. Provides security to guarantee beneficiary. |
Liquidated Damages to Delays Beyond Practical Completion | A clause drafted to protect owners from contractor delays that extend upon the agreed upon completion date. Bills the contractor the amount designated per day past scheduled completion date. As per signed contract. |
Upload Copy of Contract | Save signed contracts here. Can also upload other contractual documents; e.g. Bank Guarantee, Certificates of Insurance. |
Public Liability Insurance | Dates of current Public Liability Insurance coverage. |
Home Warranty Insurance | If covered, upload Certificate of Currency. |
Contract Works Insurance | Dates of current Contract Works Insurance coverage. |
4. Document Library
The Document Library is great for storing links to all your important project documents. Most people use Dropbox or similar services to store their project documents. These types of links are perfect for the library.
The Add Another URL button can be used to add as many links as you need.
5. Project Staff
Once you have Added Users, you can then designate your Staff from that list. You can assign them roles, keep track of their rates, and more.
If you haven't had a chance to add any users yet, don't worry. You can click Save & Next to skip this step and come back to it later.
Employee | Choose from dropdown to add team members to this project. |
Role | The role your employee is playing on this project. |
Rate Exc Margin & GST | Project-specific hourly rate. Excludes margin and Goods and Services Tax (GST). |
Overtime Req | Check the box if overtime for the employee will be required for this project. |
Overtime Rate | Project-specific hourly overtime rate. |
6. Project Scheduling
Project Scheduling is a powerful part of project creation. Before creating new tasks, we recommend adding Cost Centres if you have not done so already. If you'd like to complete this step later, you can click click Save & Next to skip this step and come back to it later.
Use the plus (+) button to add new tasks, associate them with cost centres, and assign dates and duration. Double-click or drag tasks to edit them.
7. Project Budget
Each task you created in Step 6, Project Scheduling, will automatically carry over to the Project Budget section of your project.
Click to add dollar values for each category of the budget schedule. You can also add a comment for each budget line if needed.
8. Progress Claim Schedule
A Progress Claim Schedule is a crucial tool for project execution. It's a pre-approved schedule of claim at specific milestones rather than set dates.
Since clients approve the schedule prior to invoicing, it helps avoid any confusion or delays on the part of the client when it comes time for them to pay the invoices.
Use the Add Row button to add additional claims. You can also edit or delete claims in this step.
Editing a Project
To modify your project, click the Edit button in the top right and you'll be taken back to the original project setup window. Be sure to click Save & Next and the Completed button on Step 8 to save your changes.
Currently Running Projects
If you already have a currently running project that you need to get inside your PX360 account, we recommend the following:
If you haven't used any Xero tracking categories in the past and wish to backdate a project, use the + Create New Project button to enter all currently running projects into PX360.
If you are a pre-existing Xero user and have already implemented Project Codes, enter projects as described above. Then Archive and Restore those projects to enable Xero cost information to be synced and applied to the project. You will then Edit the project as you would normally to add other project information.
Still have questions? Email our team at support@px360.com.au and we would be happy to help.