---
title: "How to Add a New Project in Ontraccr"
url: "https://help.ontraccr.com/en/article/how-to-add-a-new-project-in-ontraccr"
language: "en"
last_updated: "2025-06-06T23:03:19.376Z"
---

# 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.

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## 🎯 **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.

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

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### 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 (\*).

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### 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!

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### 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.

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### 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.

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### 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!

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### 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.

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## 🧠 **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.

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## ✅ **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!

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## 🚀 **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.