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
- Navigate to the sidebar and click Booking Settings under your garage.
- Scroll to the Project Mode section.
- Toggle Enable Project Mode on.
- Optionally, configure default stage templates that will be applied to new project bookings (see below).
- 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.
Default Stage Templates
When Project Mode is enabled, a template editor appears in the Booking Settings page. You can define up to several default stages that will be pre-populated when a new project-mode booking is created.
For each template stage, you can set:
- Stage name -- a short label (optional; leave blank if you want staff to define names per job)
- Stage description -- additional notes about what the stage involves (optional)
You can add or remove stages from the template. The template starts with seven blank stages by default. This template is only a starting point -- staff can always add, edit, or remove stages on individual bookings.
The Job Stages Card
When you open a booking that has Project Mode enabled, you will see a Job Stages card on the booking detail page. At the top of the card is a status guide that explains the difference between Completed and Closed:
- Completed means work is finished, but finance or admin follow-up may still be pending.
- Closed means the stage is fully finalized and treated as done.
If a booking does not have Project Mode enabled, the card shows an informational notice instead. The notice text depends on whether Project Mode is enabled at the garage level:
- If garage-level Project Mode is on but this specific booking was not created with it, the notice explains that stages are available for new bookings.
- If garage-level Project Mode is off, the notice explains how to enable it.
Adding a New Stage
- 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". Maximum 80 characters.
- Stage description (optional) -- additional notes about what this stage involves. Maximum 400 characters.
- Click Add stage.
- 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 while they are still in a workable state.
Stage Lifecycle
Each stage moves through a defined set of statuses:
| Status | Meaning |
|---|---|
| Draft | Stage has been created but work has not started. |
| Open | Stage is ready for work to begin. |
| In Progress | Active work is being done on this stage. |
| Completed | All work for this stage is finished, but financial or admin follow-up may still be pending. |
| Invoiced | A stage invoice has been generated and sent. |
| Closed | Stage is fully finalized -- invoiced, paid, and treated as done. |
To change a stage's status, use the status dropdown on the stage panel. The system is designed for practical workshop use, so you can move a stage forward as work progresses and make controlled corrections if something was set too early.
Managing Stages
Editing a Stage
- Click the Edit button on any stage.
- The stage name and description fields become editable inline.
- Update the name (max 80 characters) or description (max 400 characters).
- Click Save to apply changes, or Cancel to discard.
The Save button is disabled until you actually change something, preventing accidental empty saves.
Deleting a Stage
- Click the Delete button on the stage you want to remove.
- 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
- Click Create Invoice on the stage you want to invoice.
- The Invoice Generator opens, pre-populated with the stage's associated services, parts, and labor.
- Review and adjust the invoice as needed.
- Generate and send the invoice.
If an invoice already exists for a stage, the button text changes to Open Invoice, allowing you to view or update the existing invoice instead of creating a duplicate. The linked invoice number and status are displayed below the stage actions for quick reference.
Good to know: Stage invoices now behave more like part of the stage lifecycle itself. Once a linked stage invoice has been fully paid, the stage can move cleanly into its closed financial state without extra manual bookkeeping.
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. The stage dropdown shows each stage with its order number and name.
- 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.
- Invoices / Deposits -- Financial activity can still be managed at the booking/invoice level while keeping stage progress visible.
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.
- Set up default templates. If your jobs follow a consistent pattern (e.g., assessment, disassembly, repair, reassembly, QC), configure the default stage template in Booking Settings so new project bookings start with a ready-made structure.
- Understand Completed vs Closed. Mark stages as Completed when the physical work is done, even if invoicing is still pending. Move to Closed only when the stage is fully resolved financially.
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.
Q: What is the difference between Completed and Closed? A: Completed means the physical work on the stage is done, but there may still be outstanding admin or financial tasks (such as generating or collecting payment on a stage invoice). Closed means the stage is fully finalized -- all work and financial activity are resolved.
Q: Can I create an invoice for a stage that already has one? A: If a stage already has a linked invoice, the button changes to "Open Invoice" so you can view or update the existing invoice. You will not accidentally create a duplicate.
Q: How many stages can I add to a booking? A: There is no hard limit. Add as many stages as the job requires.
Quick Reference
| I want to... | Go here | Do this |
|---|---|---|
| Enable Project Mode | Booking Settings → Project Mode | Toggle on |
| Set default stages | Booking Settings → Project Mode → Templates | Add stage names |
| Add a stage to a job | Booking detail → Job Stages → form | Enter name, click Add |
| Change stage status | Stage panel → Status dropdown | Select new status |
| Edit a stage | Stage panel → Edit | Update name/description, Save |
| Delete a stage | Stage panel → Delete | Confirm deletion |
| Create stage invoice | Stage panel → Create Invoice | Opens invoice generator |
| View stage invoice | Stage panel → Open Invoice | Opens linked invoice |
| Link external work to stage | External Services → Stage dropdown | Select stage |
| Mark stage complete | Stage → Status → Completed | Work done, finance pending |
| Close a stage | Stage → Status → Closed | Fully finalized |