Creating Projects

Learn how to create new projects in Readybuild using the Project Request Form.

Accessing the Project Request Form

There are several ways to create a new project:

1. Quick Add Menu - Click the + button in the toolbar and select Add Project
2. From External Leads - Process an incoming lead from the External Leads tab
3. From a Contact - Open a contact record and click Add Project in the Projects tab

All methods open the Project Request Form, which guides you through capturing all necessary information.

The Project Request Form

The Project Request Form creates multiple records simultaneously from a single submission:

• Contact - New customer information
• House - Property/job site address
• Project - The project record itself
• Activity - An initial appointment or follow-up task

This eliminates the need to create each record separately, streamlining the intake process for new leads.

The form is organized into logical sections to streamline data entry.

Search for Existing Contact

Before entering contact details, search for existing contacts to avoid duplicates:

1. Type a name or company in the search field
2. Matching contacts appear in a dropdown list
3. Click a contact to auto-fill their information
4. If no match exists, click This is a new contact

tip

Searching by last name often yields the best results. The search checks both individual names and company names.

Primary Contact

Enter the main contact's information:

Field	Description
First Name	Contact's first name
Last Name	Contact's last name
Company Name	Business or household name (if applicable)
Is Company	Check if this is a business entity
Email	Primary email address
Phone Numbers	Add multiple phone numbers with types (Mobile, Home, Work)

Setting Preferred Contact Method

Each phone number and email has a star icon (⭐). Click the star next to the contact's preferred method of communication. This is required before submitting.

Secondary Contact

For households with two decision-makers (e.g., spouses):

1. Click + Add Secondary Contact
2. Enter the partner's name, email, and phone numbers
3. You can also set a preferred contact method for the secondary contact

Click - Remove Secondary Contact to hide this section if not needed.

Client Notes

Add any notes about the client that should be captured with the project:

• Special requirements
• Communication preferences
• Important details from the initial conversation

Project Address

Enter the location where work will be performed:

Field	Description
Address	Street address (auto-complete enabled)
City	City name
State	State (dropdown)
ZIP	Postal code
County	County (for permit tracking)
Municipality	Municipality (for permit requirements)

Address Auto-Complete

As you type the address, suggestions appear based on your input. Selecting a suggestion auto-fills city, state, ZIP, county, and municipality.

Zillow Integration

When you enter a complete address with ZIP code, Readybuild can display property information from Zillow in a sidebar panel, including:

• Property details
• Estimated value
• Year built
• Lot size

Mailing Address

By default, Mailing address is same as project address is checked. Uncheck this to enter a separate mailing address for the contact.

Project Information

Configure the project details:

Field	Description
Lead Source	How the customer found you (required if sources are configured)
Campaign	Associated marketing campaign
Opportunity Type	Type of opportunity (required if types are configured)
Description	Project description or scope notes

Additional fields may appear based on your company's configuration.

Project Type(s)

Specify what type of work this project involves:

1. Select a Project Type from the dropdown (e.g., Kitchen Remodel, Addition, New Construction)
2. Enter a Percent for this type (useful for mixed projects)
3. Click + to add additional project types
4. Click - to remove a project type

The percentages help with reporting and should total 100% for the project.

Intake Information

Capture details about the intake process:

• When the lead came in
• Initial qualification notes
• Budget expectations
• Timeline preferences

Fields in this section are configurable by your administrator.

Lead Assignment

Assign the project to a team member and schedule follow-up:

Salesperson Assignment

Select the salesperson who will own this lead. Once assigned, additional scheduling options appear.

Type of Follow Up

Choose how the salesperson should follow up:

• Phone Call - Location auto-sets to "Phone Call"
• Online Appointment - Location auto-sets to "Online Appointment"
• In-Person - Location auto-fills with the project address

Appointment Scheduling

Field	Description
First Appointment Date	Date of the follow-up
Start/End Time	Time range for the appointment
Travel Time	Travel time to include (if calendar integration enabled)
Location	Where the appointment will occur
Invite Team Members	Additional team members to include
Appointment Note	Notes visible on the calendar event

Availability Checking

If a salesperson and appointment time are selected, Readybuild checks team availability:

• Conflicts with existing appointments display as warnings
• Click suggested time slots to auto-fill appointment times
• Click Find More Times to open the scheduling panel for more options

Email Template

Select an email template to automatically send to the contact after the project is created.

Calendar Integration

If your company has calendar integration (Google Calendar, Outlook):

• Check Add to integrated calendar to create the appointment in the connected calendar
• Invited team members receive calendar invites

Submitting the Form

1. Review all entered information
2. Ensure a preferred contact method is selected (star icon)
3. Click Submit

After successful submission:

• A success message appears with a link to view the project
• The form resets for the next entry
• If an email template was selected, the email is sent
• If calendar integration is enabled, the appointment is created

Processing External Leads

When creating a project from an External Lead:

1. Navigate to Contacts → External Leads tab
2. Click on a lead to process it
3. The Project Request Form opens with lead data pre-filled:
   • Contact name and information
   • Address (if provided)
   • Source and campaign attribution
   • Notes from the lead form
4. Review and complete any missing information
5. Click Submit

The original lead data displays in a sidebar for reference during processing.

Custom Field Configuration

Administrators can customize which fields appear in each section using the Manage Fields button (gear icon). This allows:

• Reordering fields
• Showing/hiding optional fields
• Adding custom fields to sections

See Form Builder for configuration details.

Tips for Efficient Data Entry

1. Search First - Always search for existing contacts before creating new ones
2. Use Auto-Complete - Let address auto-complete fill in city, state, and ZIP
3. Set Preferred Contact - Don't forget to click the star on the preferred contact method
4. Schedule Immediately - Assign a salesperson and schedule follow-up while the lead is fresh
5. Check Availability - Use the availability checker to avoid scheduling conflicts

Related

• Project Details - Understanding the project record
• External Leads - Processing incoming leads
• Managing Contacts - Contact management