by Werx

In this article, we will show you how to set up projects in Werx Contractor Accounting Software. This is applicable for both free trial and paid subscription users. If you are a free trial user, please note that you will only be able to create one project. If you would like to create more projects, you will need to upgrade to a paid subscription.

You can create two types of Projects using Werx, Contract Projects, and Time & Material Projects. Contract Projects are based on a fixed contract amount and are billed in multiple payments based on the percentage of completion. Time & Material Projects are based on the actual amount of time and materials used and are billed accordingly.

To create a new Contract Project, please follow the steps below:

Simply navigate to the Projects tab in the left side navigation and click on Contract Projects.

From the Time & Material list screen, click on the “Add Project” button to begin filling in important details such as project name, client, start and end dates, and estimated budget. You’ll also have the option to add team members and assign tasks at this stage.


Enter Project Details

When starting a new project, it is important to have an organized and efficient system for keeping track of all the necessary information. That’s where the “Project Details” section in Werx comes in handy.

From choosing a customer from the dropdown menu to inputting the project location and assigning a project manager, this section helps to streamline the organization process before even beginning the project.

One added bonus is the option to select an estimate from the dropdown, which automatically fills in details set up on that specific estimate. With all these factors accounted for, you can rest assured that your project will run smoothly from start to finish.

  • Choose a customer from the dropdown menu. Select Add New Project if the customer for this project is not already in the Werx system.
  • Select the proper estimate from the menu if you are generating this project from an estimate. This will fill in the blanks on the estimate.
  • Enter the “Project Number” and “Name.”
  • Choose a Project Manager from the dropdown menu.
  • Enter the Project Location address.
  • Enter the Project Owner’s Name and Address.


Enter Contract Details 

When a new contract is signed, it’s important to ensure that all the necessary details are recorded and easily accessible. The contract number, customer job number, and dates all play an important role in keeping track of a project’s progress. In addition, selecting the appropriate invoice style for the client helps to streamline their record-keeping and billing processes. By taking the time to input all of this information accurately, you can eliminate confusion and maintain strong communication with your clients. Werx makes this easy.

  • Input the customer’s contract number or purchase order number. This is the job number assigned to your customer for this project, and it will appear on the project documentation.
  • In the Invoice Style selection, select Standard Progress or AIA Billing. This will decide the invoice style that your client receives.
  • Fill out the blanks for the Contract Date, Start Date, and Estimated Completion Date.


Choose Project Contacts

Keeping track of all the different people involved in a project can be a daunting task, but having designated contacts helps streamline communication and ensure that everyone is aware of important updates and progress. Project contacts allow you to associate specific individuals with a given project, so they can be quickly notified about activity related to that project and automatically selected when sending project documents.

  • In the left side tabs, select Contacts.
  • Check the boxes next to the client contacts linked with this project.


Assign Roles

When it comes to managing important projects, it’s crucial to have control over who has access. That’s why the “Assign” feature in Time Tracking and Werx Field App allows users to carefully select the individuals, groups, or all users that can participate in a project. This helps streamline workflow and ensures security and confidentiality for sensitive projects. So when assigning access to your team, remember that you can choose exactly who should be involved. The “Assign” feature allows you to ensure every project is assigned to the right players.

In the left-hand tabs, select Assign.

Choose who will have access to this project’s Time Tracking and Werx Filed App.


Set Rates

When managing a construction project, it’s important to keep track of all applicable tax rates. Luckily, setting and adjusting tax rates is a breeze with the right software. Simply click on the “rates” tab in the left-hand menu and enter the correct values for your project. This information will automatically apply to all change order requests and invoices, ensuring that everything stays accurate and up-to-date. No more manually calculating or double-checking each individual document – it’s all taken care of for you. Keeping track of tax rates has never been easier. 

  • Click Rates from the left-side tabs.
  • Set tax rates for this project. When making Change Order Requests and Invoices, this value will be used.

Sync to QuickBooks Online

Are you tired of constantly entering customer information on your accounting software and your project management platform? Look no further – syncing with QuickBooks Online allows you to streamline this process and save time.

Simply check the “Send to QuickBooks” box and click “Save” for seamless integration.

Not seeing the option to sync? Double-check with an administrator to make sure your accounts are properly connected. Save yourself the hassle and let QuickBooks do the heavy lifting for you.


Editing a project

Editing a project in the contract project list can be easily accomplished by following a few simple steps.

  • Click on the customer whose project you wish to edit.
  • Click the More button in the top right corner of the individual customer screen and select Edit Project from the dropdown menu.
  • Make any necessary changes and click Save to finalize them.


The steps to Create a time & Material Project are similar, with a few key changes. Follow these steps here.

Overall, Werx is designed to make your life easy when it comes to managing construction projects. By taking advantage of the different features available to you, you can streamline your workflow, save time, and avoid costly mistakes. So be sure to leverage the software to its full potential – your business will thank you for it.

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