my-projects.xlsx · on your computer
Sits in a folder
One file on one computer. Nobody on site can see it, and it's only as current as the last time you saved it.
JUMPSTART
Your projects, moved in from your Excel Spreadsheet,or start your next project with Scope Flow and export a new Excel Spreadsheet for your records.
Keep your projects in a spreadsheet? Fill in our free template, upload it once, and everything moves into Scope Flow: projects, costs, payments, timecards, photos and notes. Nothing to retype.
Jumpstart comes with the Pro plan, from your first payment. The template is free.
From a file in a folder to a live project
Right now your spreadsheet sits in a folder on your computer, where only you can open it. Bring it into Scope Flow and every project comes alive, ready to share with your crew in their own language.
Halvorsen kitchenIn progress
Agreed price$89,989.32
Received$53,993.59
Balance$35,995.73
Becomes a live project
Every project, cost, payment and timecard in Scope Flow, on your phone or computer, and up to date as the work happens.
Install base cabinets
Instalar gabinetes base
Montaż szafek dolnych
Shared with your crew
Scope Flow drafts the project without your pricing, and you send it in your own email. They open it in their own Scope Flow, in their language.
Three steps. That's it.
Download the template
Every sheet and heading is already set up for you.
Fill in what you have
Only the sheets you need. Anything you leave out stays empty.
Upload it
Photos and documents ride along in one .zip, up to 4 MB in all. You check every line before saving.
The template is the way in
Made for a clean transfer
Fill in the template and your projects come across clean, to the cent, and every report runs right. We can't promise that for files laid out another way.
Skip what you don't use
Leave a sheet, column or cell empty and it's simply left out of your reports. Everything else in Scope Flow works as usual.
Need a column we don't have?
Email us at support@scopeflow.pro with what you track, and we'll start work on adding it.
Why it comes across exactly
Every number, to the cent
Line totals and payments are checked against each other before anything is saved.
Nothing is guessed
Each heading has one place in Scope Flow. What you type is what you get.
Nothing is overwritten
Already have a project or client with that name? You choose: replace it, keep the old one, or keep both.
Your whole project, not just a list
Every part of a project has its own sheet, from scope and costs to timecards, photos and notes.
In your language
The template comes in English, Spanish and Polish, and all three sets of headings work.
Take it back out anytime
The Excel Spreadsheet export uses the same sheets, so your records stay yours.
Inside the template
Every sheet, exactly as it looks when you open the template.
Keep the tab names and the row 1 headings exactly as they are.
Headings with * must be filled in.
One item per row from row 2. No titles, totals or blank rows.
Pick from the dropdowns. Numbers as plain numbers (1250.50), dates as dates.
Project name ties each row to its project, so spell it the same everywhere.
Swipe each sheet sideways to see every column.
The job
1. Jobs
| A | B | C | D | E | F | G | H | I | J | K | L | M | N |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Job name * | Client name | Address | Stage | Target date | Pricing | Markup % | Flat price | Square feet | Price per sq ft | Agreed price | Retainage % | Show line details | Notes |
Jobs
One job per row. Required: Job name. Leave Stage, Pricing and Markup % empty and the job starts at Lead, priced by line items, with 15% markup.
Estimate
2. Scope
| A | B | C |
|---|---|---|
| Job name * | Item * | Area |
Scope
One scope item per row, in order.
3. Measurements
| A | B | C | D | E | F | G | H | I |
|---|---|---|---|---|---|---|---|---|
| Job name * | What * | Area | Amount * | Unit | Type | Side A (inches) | Side B (inches) | How many |
Measurements
One measurement per row.
4. Costs
| A | B | C | D | E | F | G | H | I | J | K | L | M |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Job name * | Section | Description * | Quantity * | Unit | Unit cost | Line total | Line markup % | Already bought | Trade | Store | SKU | Product link |
Costs
One cost line per row. Empty Unit cost = "No cost yet". Leave Unit cost empty for "No cost yet".
5. Materials
| A | B | C | D | E | F | G | H | I | J |
|---|---|---|---|---|---|---|---|---|---|
| Job name * | Material * | Size | Quantity | Supplier | Expected date | Status | Notes | Cost | Purchase order |
Materials
One material per row.
Buying
6. Purchase orders
| A | B | C | D | E | F | G | H | I | J | K | L | M | N |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Job name * | PO number * | Supplier * | PO date | Needed by | PO title | Status | Notes | Section | Description * | Quantity * | Unit | Unit cost * | Amount |
Purchase orders
One PO line per row. Same PO number = one purchase order. One row per PO line. Rows with the same PO number make one purchase order.
7. Sub-contracts
| A | B | C | D | E | F | G | H | I |
|---|---|---|---|---|---|---|---|---|
| Job name * | Subcontractor * | Scope | Contract amount * | Retainage % | Status | Issued date | Needed by | Notes |
Sub-contracts
One sub-contract per row.
8. Bills & expenses
| A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Job name * | Type * | From | For | Reference | Date * | Received date | Due date | Paid date | Status | Paid by | Retainage held | Return or credit | What | Quantity | Unit | Cost each | Amount * | Notes |
Bills & expenses
One bill line per row. Same From and Reference = one bill. One row per bill line. Rows with the same From and Reference make one bill.
9. Permits & fees
| A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Job name * | From | For | Reference | Date * | Received date | Due date | Paid date | Status | Paid by | Retainage held | Return or credit | What | Quantity | Unit | Cost each | Amount * | Notes |
Permits & fees
Permits, plan reviews, inspections and the letters you pay for. One row per line. Same From and Reference = one bill. One row per line. Rows with the same From and Reference make one bill.
10. Equipment & rentals
| A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Job name * | From | For | Reference | Date * | Received date | Due date | Paid date | Status | Paid by | Retainage held | Return or credit | What | Quantity | Unit | Cost each | Amount * | Notes |
Equipment & rentals
Dumpsters, scaffolding, lifts and anything else you hire in. One row per line. Same From and Reference = one bill. One row per line. Rows with the same From and Reference make one bill.
Money
11. Change orders
| A | B | C | D | E | F | G | H | I | J |
|---|---|---|---|---|---|---|---|---|---|
| Job name * | What changed * | Your cost | Client price * | Date | Status | Approved date | Rejected date | Sub-contract | Note |
Change orders
One change per row. Only Approved changes the contract. Only Approved change orders change the contract.
12. Payments
| A | B | C | D | E | F | G | H |
|---|---|---|---|---|---|---|---|
| Job name * | Payment * | Percent | Amount * | Due date | Invoice number | Invoice date | Retainage held |
Payments
One payment per row. They must add up to the contract. The amounts must add up to the contract.
13. Payments received
| A | B | C | D | E | F | G | H | I |
|---|---|---|---|---|---|---|---|---|
| Job name * | Payment * | Date * | Amount * | Fee | Method | Status | Reference | Note |
Payments received
One payment received per row. Refunds as negative amounts. Enter a refund as a negative amount.
Crew & site
14. Timecards
| A | B | C | D | E | F | G |
|---|---|---|---|---|---|---|
| Employee * | Job name * | Date * | Hours * | Overtime hours | Week approved | Note |
Timecards
One day, one job, one employee per row. One row per employee, per job, per day.
15. Crew
| A | B | C | D |
|---|---|---|---|
| Job name * | Name * | Paid | Date paid |
Crew
One person per job per row.
16. Daily log
| A | B | C | D | E | F | G |
|---|---|---|---|---|---|---|
| Job name * | Date * | Weather | Crew on site | Work done * | Notes | Written by |
Daily log
One day per row.
Files
17. Documents
| A | B | C | D | E |
|---|---|---|---|---|
| Job name * | File name * | Type | Added | Attached to |
Documents
One file per row. Put the files in one .zip with the spreadsheet and they come in too. Put the files in the same .zip as the spreadsheet to bring them in.
18. Photos
| A | B | C | D |
|---|---|---|---|
| Job name * | File name * | Date added | Shared with |
Photos
One photo per row. Put the photos in one .zip with the spreadsheet and they come in too. Put the photos in the same .zip as the spreadsheet to bring them in.
19. Notes
| A | B | C | D |
|---|---|---|---|
| Job name * | Note * | Written by | Date |
Notes
One note per row.
20. Emails
| A | B | C | D | E | F | G |
|---|---|---|---|---|---|---|
| Job name * | From | Subject | Date sent | Summary | Decisions | Amounts mentioned |
Emails
One logged email per row.
Tasks and dates
21. Tasks
| A | B | C | D | E |
|---|---|---|---|---|
| Task * | Job name | Assigned to | Due date | Done |
Tasks
One task per row. Empty Job name = a task on its own. Leave Job name empty for a task that isn't tied to a job.
22. Schedule dates
| A | B | C |
|---|---|---|
| Job name * | Milestone * | Date * |
Schedule dates
One date per row.
Your lists
23. Clients
| A | B | C | D | E | F | G |
|---|---|---|---|---|---|---|
| Client name * | Contact person | Phone | Address | Notes | Language | |
Clients
One client per row. Required: Client name.
24. Subcontractors
| A | B | C | D | E | F | G | H | I |
|---|---|---|---|---|---|---|---|---|
| Name * | Trade | Phone | Insured through | Employee | Hourly rate | Overtime rate | Note | |
Subcontractors
One person per row. Same name needs a phone number. Same name as someone you already have? Add their phone number, or they aren't added.
25. Suppliers
| A | B | C | D | E |
|---|---|---|---|---|
| Name * | Contact | Phone | Trade | |
Suppliers
One supplier per row.