Utilizing the Projects Feature

Overview
The Projects feature in Rapid ERP allows you to track your larger commercial sites, forecast revenue, and monitor progress across the full lifecycle of a project — from initial bid through to completion.

Getting Started: Creating a New Project

Projects are managed under Sales & Projects. To create a new project:

Right-click anywhere in the grid and select Add New Project.

Fill out as much information as you have available, including:
 

1.  Enter the estimated start date 

2.  select the customer.

2.  Give the project a name and, optionally, a description.

3.  Sales agent

4.  Customer contact name

5.  Phone number or email

Entering Project Estimates

To get the most out of the forecasting tools, enter your estimated figures upfront:

1. Estimated yards/meters — the total volume expected for the whole project
2. Estimated revenue — the total revenue you expect to generate
3. Estimated job hours
4. Typical revenue per yard for the customer (if known)

5. Estimated completion date

   Note: Estimated revenue per yard is a separate field from total estimated revenue. Make sure you are entering values in the correct fields.

Setting the Win Probability

When you first create a project, it will typically represent a job you are actively bidding on. Set the win probability (e.g. 25%, 50%, 75%) to reflect your confidence level. You can update this at any time as the bid progresses.

Adding Job Sites

Before saving your project, add at least one job site (you can add multiple if work spans several locations, such as either side of a freeway).

If the job site already exists in your system, select it from the dropdown list and click Add to Project.
Repeat this step to add as many locations as needed.
When work is completed at these job sites, the associated invoice revenue and yardage figures will automatically pull through to the project record.

Marking a Project as Won

Once you have been awarded the contract:

Update the win probability to 100%.
Enter the date you won the work.
Enter the date work started, or check Use First Job Date to populate this automatically.
Select your yard location.
Save and close.
The project will move from your bidding list into Current Won Projects.

Monitoring Progress

Your Current Won Projects list gives you a real-time view of all active commercial work. As jobs are completed, the system automatically updates:

Volume progress (yards/meters delivered vs. estimated)
Revenue progress (billed revenue vs. estimated)
Double-clicking on an in-progress project will display a detailed breakdown, including:

Current month's revenue
Revenue from the previous month
Total yardage to date
Average billed per hour
Remaining hours, yardage, and revenue left on the project
Tip: It is possible to exceed 100% of your estimated revenue before reaching 100% of your estimated yardage — the system tracks both metrics independently.

Need Help Getting Set Up?
The Projects feature can take a little time to get familiar with. If you'd like assistance, our support team is happy to help you configure your first few projects so you can see exactly how the information flows through the system. Please don't hesitate to reach out.