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Project Mode & Job Stages

Overview​

Project Mode transforms standard bookings into stage-based workflows, designed for complex or long-running jobs such as vehicle restorations, accident repairs, or full engine rebuilds. Instead of treating a job as a single task, Project Mode breaks it into ordered stages that you can track, invoice, and manage independently.

Key benefits:

  • Break large jobs into manageable stages with clear milestones
  • Track progress visually as each stage moves through its lifecycle
  • Generate stage-level invoices so customers can pay progressively
  • Link external services, parts, and labor to specific stages
  • Maintain a clear audit trail of what was done and when

How to Enable Project Mode​

  1. Navigate to the sidebar and click Booking Settings under your garage.
  2. Scroll to the Project Mode section.
  3. Toggle Enable Project Mode on.
  4. Optionally, configure default stage templates that will be suggested when creating new project bookings.
  5. Click Save.

Once enabled, any new booking can be created with Project Mode turned on. Existing bookings created before enabling this feature will not automatically gain stages, but a notice will appear on their detail page explaining this.

Good to know: Enabling Project Mode at the garage level does not force all bookings into stage mode. It simply makes the option available. Standard single-stage bookings continue to work as before.

Creating Job Stages​

When you open a booking that has Project Mode enabled, you will see a Job Stages card on the booking detail page.

Adding a New Stage​

  1. In the Job Stages card, you will see a form at the top with two fields:
    • Stage name (optional) -- A short label such as "Disassembly", "Bodywork", or "Paint".
    • Stage description (optional) -- Additional notes about what this stage involves.
  2. Click Add stage.
  3. The new stage appears in the list, numbered automatically based on creation order.

You can add as many stages as you need. Stages are displayed in order and can be edited or deleted at any time before they are invoiced.

Stage Lifecycle​

Each stage moves through a defined set of statuses:

StatusMeaning
DraftStage has been created but work has not started.
OpenStage is ready for work to begin.
In ProgressActive work is being done on this stage.
CompletedAll work for this stage is finished.
InvoicedA stage invoice has been generated and sent.
ClosedStage is fully resolved -- invoiced and paid.

To change a stage's status, use the status dropdown on the stage panel. The system allows forward and backward transitions so you can adjust as needed.

Managing Stages​

Editing a Stage​

  1. Click the Edit button on any stage.
  2. Update the name or description.
  3. Click Save to apply changes.

Deleting a Stage​

  1. Click the Delete button on the stage you want to remove.
  2. Confirm the deletion when prompted.

Warning: Deleting a stage that has linked invoices or external services may affect your financial records. Review linked items before deleting.

Creating a Stage Invoice​

  1. Click Create Invoice on the stage you want to invoice.
  2. The Invoice Generator opens, pre-populated with the stage's associated services, parts, and labor.
  3. Review and adjust the invoice as needed.
  4. Generate and send the invoice.

If an invoice already exists for a stage, the button changes to Open Invoice, allowing you to view or update the existing invoice.

Linking Items to Stages​

When Project Mode is active, several features become stage-aware:

  • External Services -- When adding third-party vendor work, you can optionally assign it to a specific stage.
  • Estimates -- Estimates can be scoped to a particular stage, allowing customers to approve work phase by phase.
  • Inventory -- Parts assigned to the booking can be associated with the relevant stage for clear tracking.

Tips & Best Practices​

  • Name stages clearly. Use descriptive names like "Strip & Assess", "Metalwork", "Prime & Paint", "Reassembly" so your team and the customer can easily understand progress.
  • Invoice progressively. Use stage invoices to collect payment as work progresses, improving cash flow on long projects.
  • Use stages for communication. When updating a customer, reference the current stage to give them a clear picture of where their vehicle is in the process.
  • Start simple. For your first project booking, try 3-5 stages. You can always add more granularity as you refine your workflow.

Troubleshooting​

Q: I enabled Project Mode but my existing bookings don't show stages. A: Project Mode only applies to bookings created after the feature is enabled. Existing bookings will show an informational message but will continue to work in standard mode.

Q: Can I reorder stages? A: Stages are currently ordered by creation time. To adjust order, you can delete and re-create stages in the desired sequence.

Q: What happens if I disable Project Mode after creating staged bookings? A: Existing staged bookings retain their stages. New bookings will be created in standard mode. You can re-enable Project Mode at any time.