Overview
In ProLine, a Project is your all-in-one hub for everything related to work you're doing for a customer — tracking pipeline progress, services, events, communications, files, and billing all in one place.
This guide walks you through how to manually add a new project and explains when to use a project versus a contact.
Projects vs. Contacts — Key Differences
Both projects and contacts live inside ProLine, but they serve different purposes.
A Contact stores information about a person or company — their name, phone number, email, address, tags, and activity history (calls, messages, notes). Contacts can also have their own files and Lead Source. Importantly, a contact does not need to be tied to a project. Many ProLine users save contacts for suppliers, subcontractors, or other business connections that are not part of any specific job.
A Project is where the actual work lives. In addition to contact information, a project tracks:
Pipeline stage and sales progress
Services and job-related details
Scheduled events (inspections, appointments, etc.)
Files, photos, and documents specific to that job
Quotes, invoices, and billing
Tasks and team assignments
💡 Best Practice: When adding a new lead, create a project rather than a contact alone. Creating a project automatically creates the contact at the same time — and ensures the lead appears in your sales pipeline and can be tracked through every stage of the job.
How to Add a New Project
Step 1 — Open the New Project Form
Click the "+" button in the left-side navigation.
Select Project from the menu.
The "Create New Project" form will open.
Step 2 — Select a Pipeline and Stage
Choose the Pipeline this project belongs to (e.g., Sales, Insurance, Production).
The Stage will default to the first stage of that pipeline. You can change it if needed.
If the selected stage has an associated workflow, automations will begin running as soon as you save the project.
Step 3 — Add an Organization (Optional)
If this project is tied to an organization, type its name in the Organization field. If the organization already exists in your account, it will appear in the search results.
If this project is tied to a company or organization, type its name in the Organization field to search your existing records. Unlike the Main Contact field, you cannot create a new organization from here — the organization must already exist in your account in order to be selected.
To add a new organization first, see Adding Organizations.
Step 4 — Set Up the Main Contact
By default, the form will show a New Contact panel. Fill in the following:
First and Last Name
Phone Number
Email
Contact Type (e.g., Customer, Homeowner)
Lead Source (how they found you)
If the contact already exists in your account:
Click the "X" next to "New Contact."
Start typing the contact's name to search your existing records.
Select the correct contact from the results.
You can also add up to two additional contacts under Other Contact 1 and Other Contact 2 if more than one person is associated with the project. If needed, these fields can be renamed by an admin via Company Settings → Projects → Others.
Step 5 — Enter the Project Address
Fill in the address fields: Address 1, Address 2, City, State, and Zip.
If your ProLine account uses multiple locations, select the correct one from the Location dropdown. ProLine will automatically suggest the closest location based on the address entered.
Step 6 — Classify the Project
Use these fields to organize the project for reporting and filtering:
Category — the type of work (e.g., Residential, Commercial). Options can be managed in Company Settings → Projects → Categories.
Type — a more specific classification within the category. Options can be managed in Company Settings → Projects → Types.
Services — the services being performed on this job. Options can be managed in Company Settings → Jobs & Services.
Tags — freeform labels to help filter and group projects. Options can be managed in Company Settings → Projects → Tags.
Step 7 — Fill In Custom Fields (If Applicable)
Below the project classification fields, you'll see a set of custom text fields. By default, these are labeled Carrier, Policy Number, Claim Number, and Deductible.
These labels can be changed to match your business needs in Company Settings → Projects → Others.
Step 8 — Add a Project Number, Name, and Notes
Project Number — an optional identifier for internal tracking. The number shown is an estimated project number — if another project is created before you save, the number will increment accordingly. The final project number is only assigned once the project is created.
Project Name — defaults to the customer's name, but can be updated at any time. You can also change how projects are named by default to use the project's address instead via Company Settings → Projects → Others.
Notes — add any relevant context about the lead or job.
Step 9 — Assign Team Members
Assignee — the team member responsible for this project. Defaults to the person creating it.
Inside Sales — an inside sales rep, if applicable.
Production — the production team member assigned to the job.
Accounting — the accounting contact for this project.
Use the dropdowns to assign or reassign any of these roles.
Step 10 — Schedule the First Event (Optional)
At the bottom of the form, you can schedule an event — most commonly the first inspection or site visit.
Select an Event Type (e.g., Inspection – 60 min).
Choose the Calendar the event should appear on.
Use the calendar to select a date. Days with available time slots are highlighted in blue.
After selecting a date, choose an available time slot.
The calendar shows a Visibility Filter with two toggles:
Working Hours — filters the calendar to show only your configured working hours.
Available Slots — highlights dates that have open appointment slots based on your calendar settings.
Step 11 — Save the Project
Once you've filled in the necessary details, tap or click Save in the top-right corner.
The project will be created and will appear in the selected pipeline stage on your Boards view.
Need Help?
If you encounter difficulties or have further questions, contact our support team at support@proline.app or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.