---
title: How to Create a New Project
description: "Learn how to create a new project in Buildern step by step: set project ID, type, status, client, invoice type, retention, team access and sales tax."
---
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3. [Projects Explained](https://help.buildern.com/en/articles/projects?hsLang=en-gb#projects-explained)
# How to Create a New Project
### How to Create a New Project
June 3, 2026
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.
Prefer a video walkthrough?
Watch the step-by-step guide in the video below 👇
### **📋 Requirements**
Before creating a project, make sure you are logged in to your account and have the required permissions to create projects.
### **Creating a New Project**
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.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639865/75feb9d8cbaa04e337a743066550/Screenshot%2B2026-02-02%2Bat%2B15_14_47.png?expires=1792671300&signature=3559c164ce5197ebba435d515aa7ad476ed416f95199facbeab0032fc18cc5c4&req=diEmFs99lIlZXPMW1HO4zQmwiAuTLvPpwUg8dnIAvPLmFrIMCPyTgkU2%2FHUt%0At0DgphnoFOsdKFebdes%3D%0A)
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.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639867/b931c65e932e431f410f2f196499/Screenshot%2B2026-01-30%2Bat%2B12_26_30.png?expires=1792671300&signature=ca2c0ebc4b3d3cb604b988ee5d28c6807084f09e78baa1398193093321f3e4a4&req=diEmFs99lIlZXvMW1HO4zZMspywqUQUGyTUcJP6UkLibnescxePhXtljLzdk%0AjjqLMEEDXa247d9EJgE%3D%0A)
### **Project Details**
In the creation window, enter the required project details. Start by providing a clear and recognizable Project **Name**.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639869/db53a4dfb74fda0772a2e97fc35a/Screenshot%2B2026-01-30%2Bat%2B12_29_41.png?expires=1792671300&signature=30dac3c8962634d19640fa65bc797c3f9bade63fe352b70a4a9c88c838fcd92b&req=diEmFs99lIlZUPMW1HO4zXXKC%2FokECQFSRogIrMlZdeTcswdpoyHwaF9DWzA%0Agj8Cq3Kegi6d%2BObc%2FxM%3D%0A)
***💡 Tip:*** *Project names can also be the location name where the work is going to be performed. It is visually easier to distinguish projects that way.*
Next, set a unique **Project ID** to identify your project across Buildern.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639864/4f54bc832a6011aacff9bc16776c/Screenshot%2B2026-01-30%2Bat%2B12_34_14.png?expires=1792671300&signature=2263cfce94c1816047b9cb8fb84ce95c613b40ae739c64f0c7494879622e743e&req=diEmFs99lIlZXfMW1HO4zalIMDmCJ0JJX0OIgQOAKuF%2BLrbiqAxORlUMfEAA%0Ac%2BGbXLgER0sHA1S6Y6U%3D%0A)
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.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639863/b1086a3ce9729084dc0eb1602bb8/Screenshot%2B2026-02-02%2Bat%2B15_18_14.png?expires=1792671300&signature=6b730fcdecfa09381ef50d15741baccb779a51e85c99a3e5bd34c863390ad748&req=diEmFs99lIlZWvMW1HO4zW6SkZ%2Bb8Mabu%2Fic2pQA9%2BoDW%2BGdiXjw6sOZLDof%0AAGTahTQXlw7O5afOwLc%3D%0A)
*ℹ️ **Note:** The **Project Prefix** and **Next Number** fields define how project IDs are generated. For example, if the prefix is set to PRJ and the next number is 001, newly created projects will appear as PRJ-002, PRJ-003, and so on.This IDs will later on appear in your accounting software as reference IDs so that you can easily differentiate them.*
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*.*
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639868/12b290f9b2268779f923072f1dd8/Screenshot%2B2026-01-30%2Bat%2B12_43_58.png?expires=1792671300&signature=d483f06fcec0280b429e6abeb18c69aa4ad1aa822f495d5b6c05add4c5059745&req=diEmFs99lIlZUfMW1HO4zd9hNqkpSoLjy1uPwXbO3pFXFDlJsFb5S0qtVFdt%0AvL%2FMaqQRxZ7zl686BkQ%3D%0A)
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.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639874/fe7b965499a5e53dcb77ac34126a/Screenshot%2B2026-01-30%2Bat%2B13_01_55.png?expires=1792671300&signature=82681b764170f36eb68d898412780d78dc5b2a214ecf44315728a153ffdd13ba&req=diEmFs99lIlYXfMW1HO4zQyDfxsjni4DfTJ6nUqfz4m5Q7l%2F7s9MpxeejXSr%0AfWJsXCVqM7um3qi2sHk%3D%0A)
If your workflow requires additional stages, you can optionally create custom statuses to better align with your internal processes.
*ℹ️ **Note:** When migrating existing or ongoing projects into Buildern, make sure to select the status that accurately represents each project’s current state. Projects that were discontinued or did not move forward can be marked as **Lost** or **Archived** to keep your project records organized and up to date.*
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.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639873/a8bfccf2c10d3d81a608a512bdd4/Screenshot%2B2026-01-30%2Bat%2B13_04_55.png?expires=1792671300&signature=f24f9cfe6dcec175d794792f23dc3399d4e2e41adcf3bd33a85fa4ef108ca664&req=diEmFs99lIlYWvMW1HO4zf7J6hP7jbsHJocO59eB6o3%2FiaRQkxnwKKEpwRAA%0ASIk4OW2%2BC6BbbOSE42g%3D%0A)
### Project Client
Continue with the Linking or Creating a Client. Select an existing client from the list or click **Add New** to create a new one.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639876/2fe4c3e59bdecea51a4168c06c64/Screenshot%2B2026-01-30%2Bat%2B13_06_39.png?expires=1792671300&signature=030db79a512aa4d3ae49b29602879e98886799dc1953ed64264f3217f202ed2e&req=diEmFs99lIlYX%2FMW1HO4zUVm6bpnEGAH2RIajzl5faPnLpwL4uQS5RYztdhB%0AjBOi%2BEnY4bTF25ithCk%3D%0A)
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** **s**pecify how the client was acquired (for example, *Referral*).
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639883/78ae985063780f09e9221d983d6c/Screenshot%2B2026-01-30%2Bat%2B13_36_10.png?expires=1792671300&signature=b370f2220cb3ec81d73cef5bf223b093c8bea7ada19494597ef47498ad3641d6&req=diEmFs99lIlXWvMW1HO4zZ58T%2F0veO9KOHQx2Aqd7g2aGqNKBYw0KccizyZi%0ARF1%2F3rMxhFfqfiAEArI%3D%0A)
Use the **Notes** field to add internal information related to the client.
### Quickbooks and Xero
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.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639870/5ead037a28795fad176bde83b639/Screenshot%2B2026-01-30%2Bat%2B13_41_45.png?expires=1792671300&signature=83156953ae019ad785946940f4b2e6477b28671fcd9b17e4775672ad0e6ba86a&req=diEmFs99lIlYWfMW1HO4zT4F8itXm6je%2F2Wv3SNd2m0tj9m36yEyEZebOZ5X%0ACn7QyRqy3JBCkb%2FrBBo%3D%0A)
Once that’s set, you can also grant the client access to the **Client Portal** by enabling the **Grant access to Client portal** option.
*👉 You can learn more [How to Give Client Access to the Portal](https://help.buildern.com/en/articles/13773939-how-to-give-client-access-to-the-portal?hsLang=en-gb)*
### **Calendar**
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.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639878/de09337100663bb54ec345220111/Screenshot%2B2026-01-30%2Bat%2B13_50_54.png?expires=1792671300&signature=90c7e7f52749daf19296914f062d42f2e217164c213d79bdf669cf9287db4edf&req=diEmFs99lIlYUfMW1HO4zXNd5GtD6g%2BSY4GakogdvC6UGRBW1pLcHBLjzhdE%0AEGWNFiXqmpHkPHevYVI%3D%0A)
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.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639872/70568b17cc4b7846bcad1282f477/Screenshot%2B2026-01-30%2Bat%2B13_54_34.png?expires=1792671300&signature=a5408e89f71ea1472a54ad63acf5eb5a356e6dcb5929c4bcbaef49675b1c07df&req=diEmFs99lIlYW%2FMW1HO4zRTzM9ZZ2SF9Pq2KzxJKBpdTfQQphc%2Bdk2R29SMS%0AuOIoBEOU6TXXrXf%2Fr9A%3D%0A)
### **Copy Project Details**
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.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639879/52362b0b5fdfeb1a610a2cccf0d3/Screenshot%2B2026-01-30%2Bat%2B13_57_12.png?expires=1792671300&signature=f01feedfd36299f264058c65bd3dbab8537b30a6438c0a034aec00bfe6b9aa24&req=diEmFs99lIlYUPMW1HO4zUaBWTUUhKgIdQo4k%2Ftjp7fMpLV6O1fM0RVArCp4%0Auya%2FDMh9%2BWZeO%2BM%2BrWw%3D%0A)
### **Invoice Types**
In the same section, select the **Invoice Type** for the project. Available options include:
- **Progress Payment**, which bills based on percentage completed under a fixed-price agreement
- **Completion Percentage**, which allows milestone-based invoicing
- **Cost Plus**, which invoices actual costs plus markup
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2008209661/9967d84b9f1441a0295501ea79e5/Screenshot+2026-01-30+at+13_58_07.png?expires=1792671300&signature=e2d1ffbb588b252a1275b0dfc6717a2fcfbbfdbc0aa49978991c13db710fd9d0&req=diAnHst%2BlIdZWPMW1HO4zcM5Fm6e%2B6tLmhR3SlbcWWl1qPQI6%2Fqh9LunH5Dh%0Aocil%0A)
### **Retention and Markups**
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.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639871/fd9642d7c88898ec528645c6bb9f/Screenshot%2B2026-01-30%2Bat%2B14_01_04.png?expires=1792671300&signature=8b351a4628c7611c089d0a76353b1fec312ea324e8f760de7ed74799bfd7a03c&req=diEmFs99lIlYWPMW1HO4zSdOWzsUh8Nbhu0SobN5sEO3NqxKIhllsgGcoroj%0AjVuntjb0po8j5qwW5k4%3D%0A)
**Keep markup on allowance negative difference** ensures markup is applied even when an allowance comes in under budget.
### **Additional Information**
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.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639875/1efba482b773ecd56b1065ff55d9/Screenshot%2B2026-01-30%2Bat%2B14_02_55.png?expires=1792671300&signature=132968e8dfea3ecf9f28ebce762907ad2750a8ca222ad21ad1ab31bf27c77c6a&req=diEmFs99lIlYXPMW1HO4zQibhmZiet0abPjBxtAUCwsOIrDLMn7JAJPYoiw4%0AvFGjQyoaefMAGrIB0Aw%3D%0A)
*ℹ️ **Note:**The Contract Rate entered during project creation is for internal reference only. This value is not visible to clients and does not automatically generate invoices.*
### **Assign Project Access**
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.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639885/93df7da943fecd71d040c3f56586/Screenshot%2B2026-01-30%2Bat%2B14_03_51.png?expires=1792671300&signature=0823d240788d2a1277eb0762b311df25d40aa3d6d6c71754aab7aa017855b78d&req=diEmFs99lIlXXPMW1HO4zRLCMDc9cNaqXXml8iD%2B3ycPxQ6el8WhetSFQKP5%0AAtrWTiRBYTEOXPdzf7g%3D%0A)
*ℹ️ **Note:**It’s important to distinguish between **Client Access** and **Project Access**.*
*Client Portal access lets clients log in and view selected information (such as invoices or shared documents) based on the permissions you set, without exposing internal data.*
*Project Access controls which internal team members can view and manage the project within Buildern. These settings are managed separately and serve different purposes.*
### **Finalize and Save the Project**
You may upload or select a **Project Cover Image**, making the project easier to recognize visually.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639881/78b119ced7a1734f656c730968f1/Screenshot%2B2026-01-30%2Bat%2B14_04_47.png?expires=1792671300&signature=025b853d715763fe1e218170e05f6ee5e0b883cfcf63d9b5256d6a43cfc693fa&req=diEmFs99lIlXWPMW1HO4zY9DTkKIt7uidKu2Dpv4dZJ53XTh%2FvsoIm85KpH4%0AEqZbQLj7zwVJb9McU1I%3D%0A)
*ℹ️ **Note:** The cover image appears in Web Views and the Client Portal. You can upload a custom image, choose a color, or use a system background. Maximum file size is 100 MB; supported formats are JPG and PNG.*
### **Project Sales Taxes**
Finally, choose the **Sales Tax Rate**. If no tax rate is selected, Buildern applies the default tax rate configured in your account settings.
[](https://downloads.intercomcdn.com/i/o/suco1tn6/2110639877/506777fb364239f32cd3b38c03ad/Screenshot%2B2026-01-30%2Bat%2B14_06_35.png?expires=1792671300&signature=603f3eabd4ee2acfbe73aa0b3b4b6f98899f3ab35d79c6ea8db4f915000534d5&req=diEmFs99lIlYXvMW1HO4zcsdx5qYmBdn0ufWvFV%2Fw45ZzFTVTxgu69jo0%2BOR%0A0Xdfh72rUSPm6fWR%2Brg%3D%0A)
*👉 Learn more about [How to Customize Taxes in Buildern](https://help.buildern.com/en/articles/13773944-how-to-customize-taxes-in-buildern?hsLang=en-gb)*
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.
We will continue exploring additional features of Buildern in the next articles.
Happy Building!
- [Getting started](https://help.buildern.com/en/articles/getting-started?hsLang=en-gb)
- [Projects](https://help.buildern.com/en/articles/projects?hsLang=en-gb#main-content)
- [Getting Started with Projects](https://help.buildern.com/en/articles/projects?hsLang=en-gb#getting-started-with-projects)
- [Projects Explained](https://help.buildern.com/en/articles/projects?hsLang=en-gb#projects-explained)
- [Dashboards](https://help.buildern.com/en/articles/dashboards?hsLang=en-gb)
- [Takeoff](https://help.buildern.com/en/articles/takeoff?hsLang=en-gb)
- [Estimates](https://help.buildern.com/en/articles/estimates?hsLang=en-gb#main-content)
- [Creating and Editing an Estimate](https://help.buildern.com/en/articles/estimates?hsLang=en-gb#creating-and-editing-an-estimate)
- [Estimate Measurements](https://help.buildern.com/en/articles/estimates?hsLang=en-gb#estimate-measurements)
- [Getting Started with Estimates](https://help.buildern.com/en/articles/estimates?hsLang=en-gb#getting-started-with-estimates)
- [Importing Estimates](https://help.buildern.com/en/articles/estimates?hsLang=en-gb#importing-estimates)
- [Cost Codes](https://help.buildern.com/en/articles/cost-codes?hsLang=en-gb#main-content)
- [Getting Started with Cost Codes](https://help.buildern.com/en/articles/cost-codes?hsLang=en-gb#getting-started-with-cost-codes)
- [Importing Cost codes](https://help.buildern.com/en/articles/cost-codes?hsLang=en-gb#importing-cost-codes)
- [Proposals](https://help.buildern.com/en/articles/proposals?hsLang=en-gb)
- [Schedule](https://help.buildern.com/en/articles/schedule?hsLang=en-gb#main-content)
- [Schedule Board Explained](https://help.buildern.com/en/articles/schedule?hsLang=en-gb#schedule-board-explained)
- [Importing Schedule](https://help.buildern.com/en/articles/schedule?hsLang=en-gb#importing-schedule)
- [Getting Started Schedule](https://help.buildern.com/en/articles/schedule?hsLang=en-gb#getting-started-schedule)
- [Bid Requests / Request for Quote](https://help.buildern.com/en/articles/bid-requests-request-for-quote?hsLang=en-gb)
- [Selections and Allowances](https://help.buildern.com/en/articles/selections-and-allowances?hsLang=en-gb)
- [Purchase Orders](https://help.buildern.com/en/articles/purchase-orders?hsLang=en-gb)
- [Bills](https://help.buildern.com/en/articles/bills?hsLang=en-gb)
- [Budget Tab](https://help.buildern.com/en/articles/budget-tab?hsLang=en-gb)
- [Change Orders / Variations](https://help.buildern.com/en/articles/change-orders-variations?hsLang=en-gb)
- [Quickbooks Online Integration](https://help.buildern.com/en/articles/quickbooks-online-integration?hsLang=en-gb)
- [Xero Integration](https://help.buildern.com/en/articles/xero-integration?hsLang=en-gb)
- [Client Invoices](https://help.buildern.com/en/articles/client-invoices?hsLang=en-gb#main-content)
- [Client Invoices Explained](https://help.buildern.com/en/articles/client-invoices?hsLang=en-gb#client-invoices-explained)
- [Getting Started with Invoices](https://help.buildern.com/en/articles/client-invoices?hsLang=en-gb#getting-started-with-invoices)
- [To-Dos](https://help.buildern.com/en/articles/to-dos?hsLang=en-gb)
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- [Clients](https://help.buildern.com/en/articles/clients?hsLang=en-gb)
- [Subcontractors & Vendors](https://help.buildern.com/en/articles/subcontractors-vendors?hsLang=en-gb)
- [Templates](https://help.buildern.com/en/articles/templates?hsLang=en-gb)
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