How to Create a New Project

Creating a project is the starting point for structuring your work in Buildern - from scope and clients to billing and reporting. This guide explains each field in the Create New Project flow and shows how to complete it correctly.

Before creating a project, make sure you are logged in to your account and have the required permissions to create projects.

To begin, open the Projects module from the left-hand navigation menu. The Projects list page will open, displaying all existing projects in your account.

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To start creating a new project, scroll to the very bottom of that list and click the Create New Project button. This action opens the Create Project window.
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In the creation window, enter the required project details. Start by providing a clear and recognizable Project Name.

Next, set a unique Project ID to identify your project across Buildern.

Confirm or edit the ID prefix (for example, PR), then review the sequence number, which auto-increments (101, 102, 103, and so on) to ensure uniqueness.

To edit the project prefix and numbering sequence, click the Settings (gear) icon, then navigate to System Configuration. Under Project Prefix and Next Number, enter your preferred values.

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Now choose a Project Type. Select the appropriate project type from the available options, such as New Home, Minor Renovation, Major Renovation, Remodeling, Commercial, Maintenance and etc.

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If none of the predefined options match your project, click Add New to create a custom project type tailored to your needs.

Set Project Status. Choose the appropriate project lifecycle stage - Lead, In Progress, Completed, Lost, or Archived - to reflect the current state of the project.

If your workflow requires additional stages, you can optionally create custom statuses to better align with your internal processes.
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At this stage you can Add the Project Address. Begin typing the project site address and select the suggested match from Google if available. If the address does not appear in the suggestions, you can manually enter the full address to ensure accurate project location details.

Continue with the Linking or Creating a Client. Select an existing client from the list or click Add New to create a new one.

When creating a new client, enter the required Name and Email fields (the Phone and Address fields are optional). Under Projects, select one or more existing projects to associate with this client. Under Source specify how the client was acquired (for example, Referral).

Use the Notes field to add internal information related to the client.

If your account is connected to QuickBooks or Xero, you can sync the client by choosing an existing contact from QuickBooks or Xero, clicking + Create new to create and sync a new contact, or selecting No Match to keep the client only in Buildern without creating a new record in your accounting software.

Once that’s set, you can also grant the client access to the Client Portal by enabling the Grant access to Client portal option.
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Next, select the Calendar where the project will appear. You can use the default calendar or choose a custom one if you have already created it.

Back on the project page, you can also assign a Project Color, which determines how the project appears on the calendar and in project dropdown.

After configuring the basics you can choose whether to create the project using data from an existing project or a Project Template. This allows you to reuse a structure you already like instead of starting from scratch.

In the same section, select the Invoice Type for the project. Available options include:

If needed, you can also choose whether to enable Retention. If enabled, set the retention percentage and decide if change orders should be included. Retention is the amount the client withholds and releases after project completion.

Keep markup on allowance negative difference ensures markup is applied even when an allowance comes in under budget.

In the Additional Information section, Buildern allows you to define the Project Start Date and End Date, enter a Contract Rate for internal reference, specify the Total Project Area along with its unit of measurement, and add Project Notes to provide internal context for your team.

Next, define Project Access by selecting which team members should be able to view and work on the project. Only selected users will see the project in their workspace.

You may upload or select a Project Cover Image, making the project easier to recognize visually.

Finally, choose the Sales Tax Rate. If no tax rate is selected, Buildern applies the default tax rate configured in your account settings.

After completing all fields, review the project details carefully. Click Save to add the project to your account. The project is now ready for estimating, scheduling, communication, documentation, and reporting in Buildern.