How to Add a New Project in Ontraccr

🏗️ Adding a New Project in Ontraccr (Step-by-Step) Overview

Creating a new project in Ontraccr is simple and highly customizable.

The Add Project wizard walks you through six organized steps to set up all the essential details, billing, documents, budgets, and resources your project will need.

🎯 When to Use This

• You're starting a brand new project from scratch.
• You want to properly set up billing, budget, and resources right from the beginning.
• You need to link files, cost codes, and equipment during project setup.

🧩 How to Add a New Project (6-Step Setup)

1. 📝 Step 1: Project Info

Capture basic project information:

• Project Name (🔴 Required)
• Division (if applicable)
• Location (address with GPS pin)
• Project Number (auto-generated if left blank; must be unique)
• Client (link existing or add a new client)
• Type (Project Type selection)
• Geofencing Radius (optional)
• Use Coordinates Instead of Address (optional toggle)
• Info Field (optional notes: site instructions, access details)

✅ All mandatory fields are marked with a red asterisk (*).

2. 💵 Step 2: Billing (Optional)

Define how you will bill for this project:

• PO Number (optional)
• Billing Contact (if different from client)
• Billing Email (for invoice delivery)
• Billing Address (if different from project location)
• Billing Phone Number

✅ Setting this now ensures invoices and payables are properly linked!

3. 📂 Step 3: Project Files (Optional)

Organize your document storage:

• Manually Add Folders.
• Upload Files into folders.
• Apply a Folder Template (⚡ Apply templates before adding any folders manually).
• Enable Notifications when files are uploaded (optional).

✅ All project files are organized under Documents → Files → The Project’s Designated Folder automatically.

4. 💵 Step 4: Cost Codes (Optional)

Set up project-specific costing categories:

• Apply a Cost Code Template (recommended).
• Or Add Cost Codes manually:
  • Cost Code Number
  • Name
  • Category (Labor, Material, Overhead, Equipment)
  • Optional Wage Overrides or Billing Rates

🧠 Tip: Apply templates before adding codes manually to avoid losing the template option.

5. 🚜 Step 5: Equipment (Optional)

Assign equipment for the project:

• Add Existing Equipment (from your company's database).
• Add New Equipment manually:
  • Name
  • Division
  • Type
  • Status
  • (Optional) Assign User, Label, Cost Info
• Forecast Start Date and End Date of usage.

✅ Track equipment movement and assignment properly from Day 1!

6. 📊 Step 6: Budget Tracking (Optional)

Set your financial roadmap:

• Enable Track Budget toggle.
• Choose one of two input methods:
  • Build Estimate (based on Cost Codes)
  • Manual Entry (high-level totals only)

⚠️ Note: You must have your Cost Codes already set up in your Ontraccr account to be able to use Budget Tracking. Without them, this option won’t be available.

• Fill in:
  • Estimated Labor Hours
  • Labor Costs
  • Material Costs
  • Overhead
  • Equipment Costs
  • Contract Value
  • Expected Profit
• Optionally add Project Phases to break budgets by stage.

✅ A strong budget setup powers real-time progress tracking later.

🧠 Tips & Edge Cases

• Folder Templates and Cost Code Templates must be applied first — no retroactive application.
• Project Numbers must be unique — duplicates are not allowed.
• Custom Fields (configured in Settings) will appear under Project Info automatically.
• Geofencing is optional — useful for time-tracking enforcement but not required.

✅ Example Scenario

You're launching a $7M industrial expansion project:

• Project Info: Set address, link client, enable geofencing.
• Billing: Add billing contact and PO number.
• Files: Apply a "Standard Construction" folder template.
• Cost Codes: Load "Industrial Buildout" template.
• Equipment: Assign two cranes, set on-site dates.
• Budget: Estimate $5.5M total costs, $7M contract value.

You complete setup fully and hand off to field teams — all ready for execution!

🚀 Summary

Adding a project in Ontraccr using the 6-step wizard ensures your teams start organized, track budgets accurately, and accelerate billing without messy manual work.