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Estimating + Project Tracker Integration in Ontraccr Boards (Use Case)

📐 Estimating + Project Tracker Integration in Ontraccr Boards
 

Overview

This powerful use case links your Estimating Board with your Project Tracker Board to create a seamless handoff once an estimate is completed and awarded. Estimates flow automatically from one board to the next through automation — eliminating double entry and improving workflow visibility.

🎯 Who Uses This

  • Estimating teams tracking quotes and proposals
  • Project managers who take over once a bid is awarded
  • Operations teams needing visibility into project status post-estimate

🔄 Workflow Overview

🔹 1. Track estimates on the Estimating Board

  • Use statuses like: In Queue, In Progress, Needs Follow-Up, Submitted
  • Each estimate is tracked as a card with relevant data (client, scope, value, etc.)

🔹 2. When ready, move the card to “Send to Project Tracker”

  • This status triggers an automation that:
    • Removes the card from the Estimating Board
    • Creates a new card on the Project Tracker Board with the same info

🔹 3. Manage awarded projects on the Project Tracker Board

  • Project teams continue tracking from there using custom statuses like:
    • Initiating, Planning, In Progress, Closed

⚙️ Automation Setup (Behind the Scenes)

To enable the seamless transfer:

  1. In Workflow Settings on the Estimating Board:
    • Add a workflow: “Create a card when project is created” (or status-based)
  2. Map fields like:
    • Project Name → Card Title
    • Client Info → Linked Fields
    • Estimate Value → Custom Fields
  3. Define which status triggers the transfer (e.g., “Send to Project Tracker”)

✅ Benefits of Integration

  • Clear handoff between estimating and operations
  • No manual duplication of data
  • Improved visibility of project lifecycle from quote to completion
  • Allows you to track wins/losses and streamline downstream processes

🧠 Tips & Edge Cases

  • Make sure each board uses appropriate card designs for its phase
    (Estimating = quote fields, Project Tracker = milestone/project tracking fields)
  • You can optionally filter estimates by won/lost status before sending them forward
  • Use Timeline View in Project Tracker to visualize all active jobs

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