Create and edit projects

Start a project from the list or let the contract award create it, then fill in the site, dates, status and milestones — and know which figures are set elsewhere.

Where

1. Projects
2. New project

Who

• Company Admin
• Project Manager

Only a Company Admin can create a project. Once it exists, the Company Admin and the Project Managers on its team can edit it.

📷 Screenshot spot — the Overview tab of a project with the Edit project panel open above the Project, Commercial and Milestones panels

Save as static/img/screenshots/projects-create-project.png and replace this box with ![Edit project](/img/screenshots/projects-create-project.png)

Two ways a project starts

Route	When to use it	What you get
Award a contract	You won a quotation. This is the usual route.	The award creates the project (or links an existing one), records the contract value, the contract BOQ, retention, advance and defect liability, and moves a Prospect project to Awarded.
New project on the project list	You want the job in the system before the award — a long tender, or work you are setting up early.	A project in Prospect with a name, client and (optionally) a contract value. Link it to the contract when you record the award.

The award is covered on Contracts. In its Project section you choose Create a new project (and fill in Project name, Short name, Type, Site address, City, State, State code and Pincode) or Link an existing project for the same client. If the quotation was already raised against a project, the award links that one automatically.

Create a project from the list

1. Make sure the client exists — see Clients.
2. Go to Projects and click New project.
3. Fill in Name, choose the Client, and optionally type the Contract value in rupees (for example 184000000).
4. Click Create. The new project opens on its Overview tab with status Prospect.

The app numbers the project for you (for example PRJ/26-27/0014) and gives it a short code (PRJ-0014). Every document raised on the project starts with that short code, such as PRJ-0014/RA/03.

The New project form has no site fields. Open Edit project straight away and add the site address and state code.

Edit project details

1. Open the project's Overview tab and click Edit project.
2. Change what you need — only changed fields are saved.
3. Optionally fill Reason (optional). It is recorded in the audit trail with the change.
4. Click Save project.

Field	Notes
Name, Short name, Description	Identity of the job.
Status	Lists only the moves allowed from the current status. See below.
Project type	Building, Infrastructure, Interiors, Industrial, MEP, Renovation, Other.
Contract type	Item rate, Lumpsum, EPC, Cost plus, Labour only.
Project manager	Choosing someone here also puts them on the team with the right to approve indents and DPRs and certify bills.
Site address, City, State, Pincode	Where the work is.
State code	Two-digit GST state code of the site — the place of supply.
Award date, Contract signed	Usually filled by the award.
Planned start, Planned end, Revised end, Extension of time (days)	The programme. The Overview shows the revised end when there is one.
Actual start, Actual end	What really happened.
Defect liability (months)	12 unless you change it.
Notes	Shown only to people who can see the project's money.

State code decides CGST + SGST or IGST

For a works contract the place of supply is the site, not the client's office. The app uses the project's State code (for example 29 for Karnataka, 27 for Maharashtra) to decide whether an invoice carries CGST and SGST or IGST. If it is blank it falls back to the client's state, which is wrong whenever the client's office is in another state. Each tax invoice records its place of supply when it is raised, so set the code before the first invoice.

Figures you cannot type here

• Contract value comes from the award and moves only through approved change orders.
• Budget cost comes from the Budget tab.
• Retention, Advance and the other contract terms come from the award.

A project cannot be deleted. If a job is not going ahead, cancel it.

Move a project through its statuses

ProspectAwardedMobilisingIn progressSubstantially completeDLPClosed

Mobilising or In progressOn holdIn progress

Status	What it means	Who moves it on
Prospect	Every new project starts here. Not won yet.	The award moves it to Awarded.
Awarded	Contract recorded, value and BOQ linked.	Project Manager or Company Admin.
Mobilising	Setting up site.	Project Manager or Company Admin.
In progress	Work under way.	Project Manager or Company Admin.
On hold	Work stopped; returns to In progress.	Project Manager or Company Admin.
Substantially complete	Work done, finishing and snagging. Can go back to In progress.	Project Manager or Company Admin.
DLP	Defect liability period — work handed over, retention still held.	Company Admin closes it.
Closed	Books shut.	Final.
Cancelled	The job will not go ahead. Possible from any status before Substantially complete.	Final. Company Admin only.

• You cannot pick Awarded by hand. The app refuses with A project becomes AWARDED by recording its contract award, which also links the contract, its BOQ and its value. Record the award instead.
• Only a Company Admin can move a project to Closed or Cancelled.

warning

A Closed or Cancelled project accepts no new work — no DPRs, orders, receipts, variations or new RA bills. You can still raise and issue tax invoices for bills already certified, release retention, and record payments. The app offers no move out of Closed or Cancelled; if a closed job must be reopened, write to support@zaptiz.com.

Set up phases, locations and milestones

• Phases (the work breakdown) are built on the Schedule tab.
• Locations (tower, block, floor, flat, chainage) are added on the Site tab: click Locations, then in Add a location choose Inside (or — top level —), a Type, a Code such as B-704 and a Name such as Flat 704, and click Add location. Codes must be unique within the project.
• Milestones are on the Overview tab — see below.

Add milestones

Milestones are contractual events — what a lumpsum job bills against.

1. On the Overview tab, in the Milestones panel, click Add milestone.
2. Fill Name, Sequence, optionally a Phase, the Planned date and a Description.
3. If you can see the project's money, Billing % and Billing amount also show. Only a Company Admin can set them.
4. Click Add milestone.

To record progress, click Edit on the milestone, set the Achieved date and Status, and click Save milestone.

Status	Meaning
Pending	Not reached yet.
Achieved	Reached on site.
Certified	The client has agreed it was met. Only a Project Manager or Company Admin can set this.
Billed	Cannot be chosen by hand — the app answers A milestone becomes BILLED when it is invoiced, not by editing it.

If someone else changed it first

If another person saved the project after you opened it, your save is refused with a message ending — somebody changed this since you opened it. Reload and try again. Reload the page, check what they changed, make your change again and save. Nothing of yours was half-saved.

The same message can appear when the project is Closed or Cancelled, because every change is refused there.

Related

• Contracts — award the quotation and let it create the project.
• Project team — add the people who will work on the job.
• Schedule — build the phases and record plan and actual dates.
• Budget — set the budget once the contract BOQ is in.