Projects | General explanation

In Robaws a project is the file of your site: the place where quotations, supply orders, work
orders, planning and invoices come together. As long as those documents stand separately from each
other, you have no view of your site. As soon as they sit under one project, you automatically get
a budget and a recalculation.

This article gives a general overview of the projects module and refers you each time to the
detailed article for more explanation. If you are in doubt whether you need a project or an order
for a particular case, read Order vs. project.
In short, a project is the peg that collects documents and makes a recalculation on them, whereas
an order can also exist entirely separately from a project.

Creating a project file

You create a project in two ways:

1. From an approved quotation (recommended): the quotation is linked to the project as

active and its calculation immediately forms the budget and the basis of the recalculation.

2. Directly via the projects module: you fill in the details yourself. Handy for sites without

a preceding quotation (time and materials work, for example).

You can read the full explanation of the project details, the address, the construction partners
and the action buttons in Creating a project file.

Active and not active

If you link several quotations or revisions to a project, you determine yourself which of them are
active. Only active quotations count towards the budget, the financial overview and the
recalculation. That way you keep variants and revisions without them polluting your figures.

The tabs of a project

On the project file you find various tabs. An overview:

• Insights — all documents that belong to the project, per module, with an indication of the

cost price and/or the selling price. Active quotations are shown in a different colour from
quotations that are not active. Via the paperclip with the work orders you view all photos that
were registered through Wappy.

• Recalculation — the budget from the active quotations is set against the actual costs (hours

from work orders, incoming invoices and supply orders). See the
Recalculation section below.

• Planning — the project planning, the dayplanning and the dayplanning info. See the

Planning section below.

• Remarks, files and tasks — these work as they do everywhere in Robaws.
• Tarifs — record special tarifs that apply only to this customer or this project.

Ordering from a project

Via the Make supply order action button you order the items from the active quotation(s)
directly from your suppliers. This runs via one or more
project supply routes: your
material list becomes a supply order in a few clicks.

Recalculation

The recalculation gives you an overview of all costs in the project. It is completed
automatically with the costs of the linked modules (quotations, change orders, work orders,
incoming invoices, internal supply orders, and so on) and sets the budgeted budget against the
realised costs, per activity and per cost type.

You determine yourself the grouping, the subdivision, the display (cost price or quantity) and
which columns are visible. You can read the full explanation in
Project recalculation.

Financial overview

Besides the recalculation there is also a financial overview. Whereas the recalculation only
deals with the costs, the financial overview sets what has already been invoiced against the costs
incurred. You open it via the € tab in the projects overview.

Here you find, among other things, estimated and realised costs and income, margins, the percentage
of completion and the forecast per project. You choose yourself which columns you see. More
explanation in
What is the financial overview of a project?.

Planning

On the planning tab of a project you work with:

• Project planning — add execution phases with a start date and an end date and a number of

workdays. They appear in the
project planning, where you
schedule projects and quotations on a timeline and get a forecast of your capacity and your
invoicing.

• Dayplanning — all planning items (past, present and future) to which the project is linked.

See dayplanning.

• Dayplanning info — information that goes along to Wappy with every planning item of the

project.

Settings

Under settings > projects you set up the module as you wish: master data such as
execution phases, the
display of the overview screens (system, recalculation and financial overview), project templates,
default documents, email templates and extra fields. After a change, do not forget to click
'activate settings' at the bottom right, so that your adjustments are effectively applied. You
find the full explanation in
Projects | Settings.

Updated on: 04/09/2026