Quantim calls it a job; most practices call it a project. They are the same record. Every hour, every expense, every purchase order and every invoice belongs to one, which is why it is not a line in a list: it is the fee, the stages, the people, the variations and the history, in one place that stays answerable years after the scaffolding came down.
Start a free trial Book a demoThe list you filter to find anything, the record behind each one, the fee it was won on, and the people carrying it.
Every job in the practice, filtered down to the handful you actually want. A practice with a thousand jobs on record needs this to be a search, not a scroll.
One job, thirteen tabs. Not because a job is complicated, but because everything that happens to it over three years has to live somewhere findable.
Where the fee comes from, not just what it is. On a percentage appointment the build cost and the percentage produce the fee, so when the build cost moves everybody can see what that means.
The roles that matter on a job are not the same in every practice, so the labels are yours to set. Three are fixed because the system uses them; the rest you name.
A job record is only as good as the vocabulary behind it. Four maintained lists decide what a job can be described as, and all four are yours.
Four facts down the side of every job record. Pick a numbered point to see why each one is there.
Four points on this screen.
A fee is a number of hours in disguise. Set your own build cost and percentage.
Hours are at cost, not at charge out rate. This is the capacity the fee can pay for, before any profit at all.
An illustration from the figures you entered, not a measured result. Whether the hours are affordable is a judgement; the job record is where you write the ceiling down.
What a job accumulates while nobody is watching.
Extra work agreed after the appointment is its own line against the job rather than an adjustment to the original fee, so the question of what was originally agreed still has an answer.
There is a field for whether the variation information has been received, which exists because the usual failure is not refusing to pay, it is nobody chasing the paperwork that makes it billable.
Phases, plots and repeat commissions for the same client are separate jobs that belong together. Linking them keeps each one's fee and time its own while letting you see the whole programme.
Useful where a framework runs for years and nobody can remember how many instructions it has produced.
Chargeable, non chargeable, tender and speculative. Practice administration and holiday are booked to non chargeable jobs, which is what makes a utilisation figure mean anything.
Tender and speculative are tracked because competition work has a real cost that is invisible if it has nowhere to be recorded.
A job can carry a maximum number of hours. It is the simplest overrun control there is, and the one most often left blank.
Together with the fee and the recorded time it is what turns a vague sense that a job is running long into a figure somebody can act on.
Job numbers get allocated wrongly, duplicated, or agreed with a client in a format nobody checked. Amending the code moves everything booked against it rather than leaving the old number stranded.
Each amendment is logged with who made it and when, and can be undone. That matters because renumbering a live job is the kind of operation people otherwise avoid, and then live with the wrong code for years.
A per job view where each activity carries a share of the total and a reported progress percentage, against the hours actually booked. The shares have to add to a hundred, which is the discipline that makes the overall figure mean something.
Entries are dated, so the register is a series of readings rather than one number somebody overwrites each month.
Job history and stages history record what changed and when. Three years later, when a client asks why a stage slipped, the answer is in the record rather than in somebody's recollection.
Emails sent about the job are kept with it, which is the difference between an archive and a filing cabinet somebody took with them.
Nothing here is a separate system. The same job, the same people and the same numbers run through all of it.
A free trial takes a few minutes to set up, and no card. Or let us walk you through it against the way your practice actually runs work.
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