Projects | General
In Robaws a project is the file of your site: the place where quotations, change orders, supply orders, work orders, planning and invoices come together. As soon as those documents sit under one project, you immediately see the budget, the realised costs and what has already been invoiced. In doubt whether you need a project or an order? Then read Order vs. project. The projects module is included in the Starter, Go and Pro licences.
Navigate quickly to:
- the overview of the projects
- creating a new project
- the project file and its fields
- the various tabs
- the action buttons
Overview screen
You can adjust the overview of the projects via the settings: which columns you want, in which order, which quick filters? In addition, every user can create their own overviews and personalise them. Via the overview screen you can make bulk changes to several projects at once.
Views
Besides the table view, the project overview has four more views:
- Kanban: your projects as cards, in a column per status.
- Map: your projects on a map, based on the site address.
- Financial: per project the estimated and realised costs and income, the margins, the percentage of completion and the forecast. How to read the figures is explained in The financial overview of a project.
- Analysis: the recalculation of all projects that are in your overview at that moment, together in one table.
You choose which columns the Financial and Analysis views show in the settings. They take into account the filters that are active at that moment.
Creating a new project
There are three ways to start a new project:
- from a quotation, via the Make project action button at the top of the quotation file. This is the recommended way: the calculation of the quotation immediately becomes the budget of the project.
- from the overview of your projects, via the Add (+) action button. Handy for a site without a quotation, time and materials work for example.
- from a customer file, via the plus sign next to 'Projects'. Robaws then already fills in the customer, the project address and the kilometers.
In each case you choose a project template. If you only have one template, Robaws skips that choice and creates the project straight away.
If you make the project from a quotation, Robaws takes over the customer, the contact, the end customer, the customer reference, the company, the project address and the kilometers of the quotation. In addition:
- the quotation is linked to the project as active. If the quotation has revisions, they are linked as well, but not as active.
- Robaws takes over the extra fields that you created in the same way for quotations and projects.
- Concerning of the quotation becomes the Planningname of the project, if Quotation concern as planningname is switched on in the project settings.
- the files of the quotation move along, if Move files to project during creation is switched on in the quotation settings.
- the quotation gets the Status after making project from the quotation settings.
Active and not active quotations
If you link several quotations or revisions to a project, you determine with the Active on project field on the quotation file which of them count. Only active quotations (and change orders) count towards the budget, the financial overview and the recalculation. That way you keep variants and revisions without them distorting your figures.
Do you have a list of projects? Then you can import them.
The project file
The project file consists of the Project info and Address blocks and, if you use them, Construction partners. Below them you find the tabs.
Project info
All fields of the project file can be used as a replacement code in your texts and PDFs.
Field | Explanation |
|---|---|
Date | The date of the project. |
Customer | The customer for whom you carry out the project. |
Contact | Choose one of the contacts of this customer. |
Endcustomer | (visible if Endcustomer is switched on in the general settings) The end customer: involved in the project, but does not sign and does not pay. Below it you also choose a contact of the end customer. |
Customer reference | The customer's reference for this project. |
Planningname | The name under which the project appears in the planning and in Wappy. If Quotation concern as planningname is switched on in the project settings, Robaws takes over the Concerning field of the quotation here. |
Status | The status of the project. In the settings you also determine which statuses make a project active for track and trace. |
Company | (visible if you have several companies) Choose which of your companies carries out this project. |
Kilometers | The distance between your company address and the project address. Robaws fills this in automatically; you can adjust it manually. |
Planning group | (visible if you have access to the planning) Group related projects under one group in the project planning. |
Pricegroup | (visible if Use Pricegroups is switched on in the general settings) The price group for this project. It takes precedence over the price group of the customer. With the pencil next to the field you create a Custom price group for this project. |
Discounts and surcharges | (visible if Discounts and surcharges is switched on in the project settings) The discounts and surcharges that an order on this project gets, instead of those of the customer. If you choose a customer, Robaws takes over the discounts and surcharges of that customer. |
Exact Online, SnelStart, QuickBooks, ... | (visible if your accounting integration works with cost centres) Link the project to the corresponding project or cost centre in your accounting package. |
GeoDynamics | (visible if you use the recalculation of the GeoDynamics integration) Link the project to the project in GeoDynamics. |
Claim state e-mail to | (visible if you work with progress claims) The e-mail addresses that Robaws proposes when you e-mail a progress claim of this project. If you leave this empty, Robaws proposes the customer and the contact. |
Address
Field | Explanation |
|---|---|
Project leader | The user who leads the project. |
Executor | The user who carries out the project. |
Yard nr. NSSO, Yardmessage and CheckInAtWork | (only for Belgian companies) The details for the site declaration and the attendance registration on the site. If you work with GeoDynamics, they are passed on. |
Address | The site address. Based on this address Robaws calculates the Kilometers and shows the project on the map. If you link a customer while the address is still empty, Robaws takes over the address of the customer. If an address is already there, you choose yourself whether you want to take over the address of the customer. |
Construction partners
If Construction partners is switched on in the project settings, you link the architect, the safety coordinator and other parties to the project in this block. More explanation in How do I link a construction partner, such as an architect, to a project?.
Extra fields
As in all modules in Robaws, you can also create extra fields of your choice on the project via the settings.
Tabs
Overview
The first tab gives you all the figures of the project at a glance. It consists of four blocks:
- Overview: all documents linked to the project, per module: quotations, change orders, orders, work orders, invoices, supply orders, incoming invoices, ... Click on a module to view the linked documents, or on the plus sign to create a new document for this project straight away. You see active quotations in blue, inactive ones in orange. Via the paperclip next to the work orders you view all photos and files of the work orders of this project, including those that came in via Wappy.
- Financial: the budget set against what has already been realised, for the costs, the income, the gross result, the indirect costs and the net result. If Forecast & Forecast changes is switched on in the project settings, you also see the forecast and the percentage of completion.
- Recalculation: (Pro licence) the budget from the active quotations and change orders set against the actual costs from work orders, incoming invoices and internal supply orders, per activity and per cost type. Supply orders do not count as an actual cost. You can read all about the recalculation in Project recalculation.
- Work orders: a chart with the hours from the work orders of this project, per employee.
Remarks
You use remarks to communicate internally about this project and as a reminder.
Documents
Here you add files that belong to this project, such as plans, photos or the specifications. Per file you determine whether it is visible in Wappy.
Tasks
As in all modules, you can also create a task from the project.
Planning
The planning tab consists of four sub-tabs:
- Project planning: (visible if you have access to the project planning) the phases of the project, with a start date, an end date and a number of workdays. They appear in the project planning, where you schedule your projects on a timeline.
- Dayplanning: all assignments from the dayplanning that are linked to this project. If you work with execution phases, you indicate per assignment which phase the site is in.
- Dayplanning info: information that goes along to Wappy with every assignment of this project.
- Financial planning: the phases from the active quotations, with the part of the amount that you invoice per phase. See Financial planning on a quotation and project.
Tarifs
Here you record special tarifs that apply only to this project.
Rental Tariffs
(visible if you work with rental tickets) Here you record rental tariffs that apply to all rental tickets on this project.
Action buttons
In the overview screen
For most action buttons in the overview, you first tick the project(s) on the left on which you want to perform the action.
Action button | Explanation |
|---|---|
Add | Create a new project, see Creating a new project. |
Duplicate | Create a new project based on the selected project, with a new number. |
Excel | Export the projects from the overview to Excel. |
Lock periods | (visible for administrators) Automatically lock the work orders, incoming invoices and internal supply orders of a closed period. More explanation in Lock periods. |
Delete, Archive, Lock | See the explanation in the table below. |
On the project file
At the top of the project file there is a row of action buttons. The name of an action button appears as soon as you hover over it with your mouse.
Action button | Explanation |
|---|---|
View the PDF of the project. Via the drop-down list you also choose the Pdf calculation, the Pdf calculation Detail, the Costs Overview Detail or a Bill of .... Don't see this action button? Then Hide financial info and analyses is switched on in your user role. | |
Send an e-mail from the project with an email template. | |
Default documents | Draw up a default document from the project, a contract for example. |
Measurements | (visible if Measurements is switched on in the project settings) Open the measurements of the project. |
Make order | (visible if you have access to the orders) Create an order for this project. |
Make supply order | (visible if you have access to the supply orders) Order the material from the active quotations and change orders via Quick order. For each item Robaws follows the project supply route. |
Make work order | (visible if you have access to the work orders) Create a work order for this project. |
Change number | (visible as long as the project is not locked) Change the number of the project manually. |
Project planning | (visible if you work with the project planning) Open the project planning of this project. |
Export | Download in one zip file the files of the items from the active quotations (Export item files) or the files of the work orders (Export work order files). |
Share object | Give a user access to this project, even if their user role does not allow it. |
Delete | The project disappears from the overviews. Use this for a project that was created by mistake. More explanation in Archiving and deleting. |
Archive | The project disappears from the overviews, but stays linked to the quotations, invoices, ... More explanation in Archiving and deleting. |
Lock | The project can no longer be changed. More explanation in Locking documents. |
Audit log | (visible for administrators) The history of retrieving and saving the project. |
Updated on: 21/10/2026
Thank you!