A Project is the operational stage of work that begins after an Estimate has been approved by a customer and formally converted.

While an Estimate represents a proposal, a Project represents active, ongoing work. Projects contain the scheduling, ticketing, costing, and billing information needed to carry out, manage, and track work through completion.

At the project level, teams can manage:

Key idea: Estimates help you sell the work. Projects help you execute and track the work.

Before converting an estimate into a project, make sure the following conditions are met:

Note: By default, only the Approved estimate status allows conversion to a project. Each organization can customize its estimate status list by adding, renaming, archiving, or configuring statuses that permit conversion.

Once the estimate is in an approved status, the Convert to Project button becomes available.

Clicking Convert to Project opens a configuration dialog where you can review and confirm important project settings before the project is created.

Review and confirm the project start date and end date.

These dates determine the active window for the project and are especially important for automatic project association.

You can optionally assign:

If your organization does not use tax codes, these fields can be ignored.

For each service group in the estimate, choose how the system should create work items.

Example:
Use Tickets for recurring lawn maintenance.

Use Scopes for spring cleanup, fall cleanup, or snow and ice removal where exact dates may depend on weather or site conditions.

If you already know which field user will perform the work, you can assign them during conversion.

You can also assign users later at the individual ticket level.

If the estimate includes a contract, you can set up the billing schedule during conversion.

If a six-month seasonal contract is billed monthly, you may enter:

The system will automatically generate the billing date series.

When estimating, quantities are often set on the higher side to avoid underestimating material or labor needs.

The adjustment factor allows the system to scale down estimated quantities when creating the project. This gives a more realistic cost picture while keeping the original proposal figure intact.

If the estimate includes 75 bags of mulch per visit, but the team realistically expects to use fewer, the adjustment factor can reduce the quantity in the project without changing the original estimate presented to the customer.

Use this when:
You want the estimate to remain customer-facing and conservative, but want project costs to better reflect expected usage.

After conversion, the project is organized into service groups.

Service groups contain the services, materials, and equipment that were defined in the original estimate.

If a field user adds materials or equipment during a job that were not originally included in the estimate, those items are automatically added to the project’s service group configuration.

Actions determine whether a service group will be managed through Tickets, Scopes, or both.

In the project view, each service group has an action represented by the blue gear icon. Services must be actioned in order to turn them into tickets or scopes.

Best practice: Although a service can support both tickets and scopes, it is usually better to choose the primary method that best matches the workflow.

Tickets represent individual job visits.

After conversion, tickets may be created automatically, but they are initially unscheduled unless scheduling has been configured. Tickets must be scheduled before field users can see and act on them in JobTrack.

If a visit requires 3 crew members working 4 hours each:

Users can manually adjust estimated hours on individual tickets after conversion to better reflect crew size and job duration.

Scopes are preplanned on a site but do not have scheduled dates.

Unlike tickets, scopes do not represent a specific job visit on a specific day. Instead, they represent a set number of visits or planned work that can be converted into tickets later.

Scopes can be converted to individual tickets at any time from the project view. Tickets can also be converted back into scopes if needed.

To schedule tickets:

From the project scheduling view, click the three dots beside the service group.

You can then choose:

On the scheduling board, planned jobs are marked with the letter P and show an associated date.

Use weekly scheduling when tickets should recur every week or on specific weeks.

Options include:

Use monthly scheduling when tickets should occur once per month.

Options include:

Each day has 24 scheduling slots. A slot indicates the approximate time of day for the visit.

Some organizations may use exact time scheduling instead. In that case, users will see a time-of-day picker instead of slots.

Before confirming the schedule, use Preview to review the full list of scheduled dates.

This helps verify:

Field users see assigned tickets in the JobTrack app under Jobs.

By default, users can see tickets for:

This date range is an organization-wide setting. It can be configured to show only today or extended to show more days before or after the current date.

Whether a field user can see all sites or only assigned sites is controlled by role-level permissions. Some organizations restrict site visibility to reduce errors and maintain tighter workflow control.

Contact a Viaesys representative if your organization needs to adjust this configuration.

When a field user opens a ticket in JobTrack, they can view:

Materials and equipment configured on the ticket are automatically populated when the job is started.

Field users can:

Two role-level permissions control whether field users can add items outside the pre-configured list.

If these restrictions are enabled, field users cannot add materials or equipment outside the ticket’s predefined list.

If restrictions are not enabled, any new material or equipment added during the job is automatically added to the project’s service group configuration for future reference.

Best practice: If using material or equipment restrictions, make sure all expected items are configured before field users go out to the site.

Jobs do not always need to originate from a pre-created ticket or scope.

A field user can start work manually by selecting a Site and tapping Start. The app then displays a list of available services for the field user to choose from.

When this happens, the system attempts to automatically associate the job with an active project.

The system looks for a project where:

If a matching active project is found, the job is automatically associated with that project.

Any new materials or equipment used during the job are also added to the project’s configuration.

A job was completed, but the ticket was never created.

If the service, site, and project dates match, the system can still link the job to the correct project automatically.

An organization may create a project and add services before tickets or scopes are fully scheduled.

Field users can begin work immediately, and the system will associate jobs with the active project as work is submitted.

For most organizations, the recommended project workflow is:

Projects are where approved work becomes operational in Viaesys.

They connect the estimate, service groups, tickets, scopes, field activity, materials, equipment, costs, and billing into one active workspace.

Use Tickets when work needs to be scheduled as individual visits. Use Scopes when work is planned but does not yet have fixed dates. Use automatic project association to allow field users to begin work quickly while still keeping jobs linked to the correct active project.