6. CRM & Client Management (Pro)

Manage your clients, projects, and quotes in one place.

Note: CRM features require an active Pro subscription.

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6.1 Overview

The built-in CRM (Customer Relationship Management) helps you:

• Track all your clients and their contact information
• Manage projects from initial inquiry through completion
• Create and send professional quotes
• Organize work with a visual Kanban board
• Maintain project checklists and timelines

Access the CRM from More > Clients or More > Projects.

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6.2 Adding & Managing Clients

The same list on a phone:

Creating a New Client

1. Go to More > Clients.
2. Tap the + Add Client button.
3. Fill in the client details:

Field	Description
Name	Client's full name
Email	Email address
Phone	Phone number
Address	Service address
Company	Client's business name (if applicable)
Type	Dealer or Customer
Notes	Any additional notes or preferences
Source	How the client found you (Google, Referral, Walk-in…)
Tags	Categorize clients (e.g., "residential", "commercial")
Commission	Commission type and rate for this client (optional)

1. Tap Save.

Adding your own client sources

The Source list comes with the common origins (Referral, Google, Social Media, Website, Walk-in, Phone, Trade Show, Advertising, CRM, Other). To track an origin that is not on it, such as "Houzz", "Home Depot" or the name of a builder who sends you work:

1. Tap the Source field on the client (or on a new job).
2. Type the name in the search box.
3. Tap Create "Houzz" (or press Enter).

Once a client is saved with it, that source appears in the list for every new client, and you can filter the Clients list by it. There is no separate settings screen for sources: the list is the built-in origins plus every source your shop has already used. Lead Sources under Settings is a different feature: it connects a website form from another tool so its submissions become leads.

Client Detail Page

Each client's page shows:

• Contact information
• List of associated projects
• Quotes sent to the client
• Invoices and payment history
• Reviews from the client
• Communication history
• Notes and tags
• Files. The Client Files folder holds documents for this customer. Each job has its own folder in the same section. Tap Upload files. The Storage card at the top opens the same screen.

The new-client form cannot hold a file, because the customer does not exist until you save. After Create New Client, choose View client details, then use Storage or scroll to Files.

Editing & Deleting Clients

• Tap a client name to view their details.
• Tap Edit to update their information.
• Tap Delete to archive the client. Deleting is a recoverable archive, never a permanent erase.

What happens to the client's projects. If the client has projects, a dialog asks you to choose:

Choice	Result
Archive the projects too (default)	Projects, contacts, and addresses are archived with the client. Restoring the client brings them all back.
Keep the projects and unlink them	Projects stay active but lose their client link. They do not re-attach if you restore the client.

Invoices and payment history are never removed — they stay for your records.

To restore an archived client, open Clients, switch the filter to the Deleted view, and tap Restore.

Locking & Deactivating Clients

Deleting is not the only way to take a client out of circulation. Two lighter options sit in the ⋮ menu on the client's page.

Lock client stops new business with that client while leaving everything already on record untouched.

Blocked while locked	Still works
Creating a new project for the client	Editing the client's details
Creating a quote on any of their projects	Existing projects, quotes, and orders
Turning an accepted quote into an order — manually or automatically	Invoices, payments, and the full history
Chat and quote requests they send through your website widgets	Messages, notes, and files already there

When you lock, you can record a reason (for example, "Overdue account"). A red Client Locked banner then appears on the client's page showing that reason and who locked them, and a lock icon shows next to their name in the client list. Anyone trying to start new work for that client gets a clear message instead of a silent failure.

To unlock, open the client, tap the ⋮ menu, choose Unlock Client, and confirm. Locking and unlocking are available to anyone who can edit clients.

Deactivate client is for a contact who has left the company. It blocks nothing — the client simply drops out of the active list and out of every picker where you choose a client for new work. Their projects and history stay attached to the account. Use the Inactive or All filter on the client list to find them again, and Reactivate to bring them back.

A quick way to choose: lock when the relationship continues but you do not want new sales right now, deactivate when the person is gone, and delete only when the record should not exist at all.

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Send clients to QuickBooks

When QuickBooks is connected, the Clients menu (the three dots at the top) has Send clients to QuickBooks.

That action sends each client who is not in QuickBooks yet. If QuickBooks already has the same email or the same name, that customer is linked. Otherwise QuickBooks gets a new customer. Quotes and invoices are not sent. It can take a few minutes. Run it again later for anyone who failed; clients already linked are skipped.

Import from QuickBooks on the new-client form does the opposite: it reads a QuickBooks customer into the form. The client does not exist until you tap Create New Client.

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6.3 Importing Clients

CSV Import

Import clients in bulk from a spreadsheet:

1. Go to More > Clients > Import (or the import icon).
2. Select CSV Import.
3. Upload your CSV file.
4. Map the CSV columns to Stone Project fields:
5. Name, Email, Phone, Address, etc.
6. Preview the import.
7. Tap Import to create all clients.

CSV Format Requirements:

• UTF-8 encoding
• Comma-separated values
• First row should contain column headers

Contact Import

Import directly from your phone's contact list (iPhone, iPad and Android app):

1. Open Clients, tap ⋮ at the top and choose Import from Phone.
2. Grant permission to access your contacts (if prompted).
3. Select the contacts you want (Select All picks every one) and tap Continue.
4. On Preview Import, choose what happens to possible duplicates: Skip, Merge or Create New.
5. Tap Import Contacts. The summary shows how many were imported, skipped, merged or failed.

The same ⋮ menu has Import CSV for a spreadsheet.

Exporting your client list

Open Clients, tap ⋮ at the top and choose Export Excel. You get one spreadsheet (CSV, opens in Excel, Numbers or Google Sheets) with every client of the shop, not only the ones on screen: name, type, account, email, phones, address, source, salesperson, tags, number of jobs, notes and the date the client was created. The option shows to the owner and to members whose role can export reports.

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6.4 Projects & Workflows

Creating a Project

1. Go to More > Projects.
2. Tap + New Project.
3. Fill in the project details:

Field	Description
Project Name	Descriptive name (e.g., "Kitchen Renovation - Smith")
Client	Select an existing client
Address	Project/service address
Status	Current workflow stage
Priority	Low, Medium, High
Due Date	Expected completion date
Description	Project details and scope
Bill To	Billing account (optional — for builders/umbrella entities)
Commission	Commission rate for this project (optional)

1. Tap Save.

Your very first project

Until your shop has a project, the form is short: client, job type, name and description. Priority, address, contacts, details and files sit under More details (optional) — open it when you need them, or fill them in later. Tapping New Quote in a shop with no projects also opens this form, because every quote starts from a project (and its drawing).

When you need a new client for that first project, tap Create New Client. Enter the name; email and phone stay available for sending the quote. Account and address are under More details (optional). An account already selected for the client stays visible, and opening or closing the details keeps what you typed. You can update the client later in Clients. Create and Cancel stay above the phone keyboard while the fields scroll.

Switching From Another Software: Import a Quote From a Screenshot

Coming from Moraware CounterGo or a similar quoting tool? You do not have to retype your open jobs. Stone Project reads a screenshot of the quote and builds the client, the drawing and the priced line items for you.

1. Go to More > Projects and tap + New Project (the card is not shown when you edit an existing project).
2. Tap Import quote/drawing from another software at the top of the form. On your very first project the card sits at the bottom of the form, under More details, so the sample-customer quick test comes first.
3. Drop one or more screenshots (JPG, PNG, WebP or PDF, up to 15 MB each) of the quote-detail screen, or tap Choose screenshots. Several at once are fine: they are reviewed one at a time (Skip this one moves on).
4. Wait a few seconds while it reads the drawing and the line items.
5. Review everything before anything is saved: the client (it warns you when the same email or phone already belongs to a client, so you link instead of duplicating), an optional account/builder, the line items, and the drawing. On the prices, choose Keep source price or Use my price list.
6. Tap Create in system. The result shows the new quote number. If you import the same quote twice, it tells you it was already imported instead of creating a copy.

Start the import from inside a client's page and the project is linked to that client. A screenshot that is not a quote is refused with a message; try a clearer, full-width image. You need the import permission on your team role, and each read uses a little of your monthly AI credit.

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Project Detail Page

Each project page includes:

• Project status and priority
• Associated client information
• Linked quotes and invoices
• Drawings created for the project
• Checklist of tasks to complete
• Files & documents uploaded to the project
• Activity timeline

Financial Visibility

Pro Feature

Financial visibility controls require a Pro subscription.

You can control which team members can see financial data (prices, totals, margins) in projects. This is useful when you want certain team members (e.g., installers) to see project details without seeing pricing information.

Financial visibility is controlled through Settings > Financial Visibility — see Settings > Financial Visibility for setup and Company Management > Permissions for role-based access.

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6.5 Kanban Board

The Kanban board provides a visual workflow for managing projects:

Default Workflow Stages

Stage	Description
Lead	New inquiry or potential project
Design	Project is being designed (measurements, drawings)
Quoted	Quote has been sent to the client
Approved	Client approved the quote
Production	Work is in progress (fabrication)
Installation	On-site installation in progress
Completed	Project fully completed and closed
Cancelled	Project was cancelled
Lost	Project was lost to a competitor

Using the Kanban Board

• Drag and drop project cards between columns to update their status.
• If your workflow does not allow that move, the column turns amber with a lock while you drag. Drop the card anyway to see why and, with Manage Stages permission, tap Allow this move. See Job Stages — "Can't Skip Stage".
• Tap a card to view the full project details.
• Each card shows an estimated value based on linked quotes, helping you visualize the revenue in each stage.
• Use the filter to show projects by client, priority, or date.
• On the Dashboard, each column is a preview. Tap View N more to expand that column in place and scroll the remaining cards; tap Show less to collapse it. View all in the Projects menu still opens the full board.

Automatic Stage Transitions

The Kanban board can automatically move projects between stages based on key events:

Event	Transition
Quote created for project	Lead → Design
Quote sent to client	Design → Quoted
Quote accepted by client	Quoted → Approved
Fabrication activity started	Approved → Production
Installation scheduled	Production → Installation
Installation completed	Installation → Completed

These automatic transitions can be customized or disabled in Settings > Workflow Designer.

Stage Automations (Activities, Notifications, Tasks)

Besides moving projects, each stage can run automations when a project lands on it — notify the team or the client, update a field, create a task, and create scheduled activities (Template, Fabrication, Install, and so on).

This is where activities normally come from: you do not need to create them by hand. A typical setup has the Approved stage create Template, Fabrication and Install, each with a default number of days from the approval date.

• Configure it in Settings > Workflow Designer > select the stage > Automations. For each activity you choose the type, how many days ahead it should fall, and who it is assigned to.
• When you move a card into that stage, a dialog previews everything that is about to run, including the activity list. You can change the dates and times there before confirming.
• Anything you remove from that list is not created. If you clear the activity list, the project moves to the new stage without any activity, and the project page will keep showing "No activities scheduled".
• Activities created this way appear on the project's Schedule card and on the Calendar. They are never deleted by approving a quote, sending a deposit request, or recording a payment.

If a project reached a stage without the activities you expected, add them from the project's Schedule card, or move the card out and back into the stage and confirm the list in the dialog.

Customizing Workflow Stages

You can customize the Kanban stages:

1. Go to Settings > Workflow Designer.
2. Add, remove, rename, or reorder stages.
3. Set colors for each stage for visual clarity.

Splitting a Project into Phases

A kitchen and two bathrooms in the same job rarely move together: the kitchen gets approved, fabricated and paid while the bathrooms are still waiting on the client. Split into Phases lets each part of the job run — and bill — at its own speed.

Open the project and choose ⋮ > Split into Phases. The dialog gives you one row per phase: a name, plus checkboxes for the drawing areas that phase owns. An area belongs to exactly one phase, and anything you leave unchecked becomes an automatic phase named Remaining, so no area is ever left behind.

Splitting does not create two projects

Splitting does not create separate projects. The extra cards on the board are phases of the same project — the client, the address, the files, the drawings and the Project Details page all stay in one place. What each phase gets is its own Kanban card, so it can move on its own, and its own quotes, orders and invoices, so each part is priced and billed on its own line.

One live quote per project, phases included

Phases split the schedule, not the commercial seat: the project still keeps a single live quote. While the kitchen's quote is accepted, sending or accepting the bathroom's marks the kitchen's as Superseded — and that is not what you want once it is paid and in production. When a later part has to be approved and invoiced beside one that is already sold, open a separate job for it instead: see Quoting Only Part of a Job.

Before the split	After the split
One card on the board	One card per phase, each in its own column
You drag the project card between stages	You drag the phase cards
A quote belongs to the project	A new quote asks which phase it covers

• Phases start in the stage the job is already in. Splitting a project that already reached Approved leaves every phase in Approved — nothing is sent back to Lead.
• The project stage follows the least-advanced phase. With the kitchen in Production and a bathroom still in Design, the project reads as Design. That is also why the project card itself can no longer be dragged between columns: move the phase, and the project stage updates on its own.
• Requirements. The drawing must have more than one area, and a project can be split once. Removing every phase makes the option available again.

My quote shows only one of my areas (for example only the laundry, not the kitchen)

When a project is split into phases, Generate Quote first asks which phase to quote, and the quote covers only that phase's areas. Choose Whole project to get every area on one quote. If the quote was already accepted, open the drawing, choose Quote Options > Replace Accepted Quote and keep every area checked; an order with no payment yet is updated in place instead of opening a second one.

The Phases card on the project page lists each phase with its stage, how many areas it covers and its total. The ✕ next to a phase removes it: the areas go back to the project, and the quotes, orders and invoices that belonged to that phase are kept at project level. Deleting a phase never deletes money.

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6.6 Creating Quotes

From a Project

1. Open the project.
2. Tap Create Quote.
3. The Drawing Tool wizard opens (see Drawing Tool & Quotes).
4. Design the countertop layout and complete all 6 steps.
5. The generated quote is automatically linked to the project and client.

Standalone Quote

1. Open the Drawing Tool from the bottom navigation.
2. Complete the 6-step wizard.
3. Optionally assign the quote to an existing client and project.

Preliminary Quote for a Client (no job)

When a lead only wants a ballpark price and has not picked a stone yet, you don't need to create a job first:

1. Open the client (Clients > tap the name).
2. In the Projects card, tap the quote icon (New Quote). A client with no jobs yet shows New Quote as a link under New Project.
3. The quote form opens with this client, their discount and payment terms already filled. Add the lines (sq ft, edges, cutouts) and save.

The quote stays on the client and in Quotes. When the customer says yes, open it and use Link to Project to attach it to the job. The button needs the Create quotes permission and is hidden on a locked client.

Quote Management

The same list on a phone, grouped by client and project:

• View all quotes from More > Quotes.
• Filter by status: Draft, Sent, Approved, Rejected, Expired.
• Duplicate a quote to quickly create variations.
• Resend quotes via email or share the PDF.

Sending the Quote Yourself (Your Own Email or Text)

Export PDF only makes the file. It does not change the quote: a quote you downloaded and sent from your own email or phone stays Draft, so no follow-up reminders run and the pipeline does not count it as sent.

• To track it as sent, send it from the app instead: Send to Client, Send via WhatsApp, or Share Link (copy the link and paste it into your own text or email). Each of these moves the quote to Sent and starts the follow-up reminders.
• If the client already said yes on the phone or in person, open More > Quotes, tap ⋮ on the quote and choose Quote Accepted - Internal Approval. It works from Draft or Sent.

Sharing a Quote from Your Phone

Open the quote and choose Share Link. Choose Approval Link when the client needs to accept or decline, or PDF Link for a view-only PDF. Review the drawing, dimensions, slab layout and pricing options, then tap Generate. On a small screen, scroll through the options; the Generate action stays at the bottom.

Once the link is ready, use Share to choose an app, Copy Message to copy the text and link, or Open to preview it. Changing an export option requires generating a fresh link. The close icon is at the top of the dialog.

On the PDF Link tab, tap the validity date to change it. For an expired quote, the calendar opens at today so you can choose a new date. Opening or canceling the calendar does not change the saved quote; the selected date is saved when you generate the PDF.

Selling Without Installation

Some partners buy the tops and install them themselves, so the quote has to go out with no installation on it. There are two ways, and they answer different needs:

• This quote only: open the quote and look just above the totals for Include installation. Switch it off and every installation line leaves the quote at once, with the total dropping by the same amount. The switch only appears when the quote actually has installation lines on it.
• This customer, every time: build a second price list with installation priced at zero (or with the installation lines deactivated) and set it as the customer's price list — on the client, or as the Default Price List of their account. Then nobody has to remember the switch. See 22. Price Lists.

Emailing a Quote, and Where That Email Goes

Why is the email I sent not in my Sent folder?

Because it did not leave your mailbox. Send to Client sends the quote from Stone Project's own mail server, so your email provider has no copy of it in Sent — the record of it lives in the app, in the Email Log, and the client's reply comes back to a real inbox (see below).

What you get instead:

• From the quote itself. Once a quote is sent, a box under the header reads Sent on with the date and time, and Sent to with the client's name when the job has a client linked. View email at the right of that box opens the exact message the client received (the newest send of that quote).
• The Email Log. Open the project and pick the Email Log tab (the project card that also holds Progress and Timeline); a client's page has the same tab. Each row is one email that left the system — a status icon (Sent, Queued or Failed), the type badge (Quote), the subject, who it went to, and when; a paperclip with a number sits in front of the subject when the message carried files. Tap a row to open the exact message that was sent; tap a row marked Failed and you get the error instead. See When Your Client Says the Quote Never Arrived.
• Replies come to a real inbox, not to the app. When the client hits Reply, the answer goes to the address set in Settings > Email Templates > Reply-To: Company Email (everything lands in the shop's mailbox), The person who sent it (each reply goes to whoever sent that quote) or Custom Email. So watch your normal inbox for the client's answer — the Email Log only keeps what went out.
• Cc yourself. Every send dialog has a Cc (optional) field under the client's address, plus a Send me a copy shortcut that drops your own address in — on Send to Client, on a resend, and on the plain email you write from the Email Log tab. Up to five addresses; the client's own address is ignored there, so nobody gets the same email twice. Whoever was copied is recorded on the Email Log entry.

The same three rules apply to the free-form email you compose from the Email Log tab, not only to quotes: it leaves from the server, it is logged, and the reply follows your Reply-To setting.

When Your Client Says the Quote Never Arrived

Work down this list; it answers "did we send it", "did it leave", and "did they open it" in that order, and only the last one is on the client.

The two screens you will read are the quote header and the project's Email Log tab:

1. Check the quote really went out. Open the quote (More > Quotes, or the project's quote card). A quote you exported as a PDF and forwarded yourself stays Draft — nothing was sent, no follow-ups are running. A sent one shows a box reading Sent on with the date and time, and Sent to with the client's name when the job has a client linked. The address it actually went to is on the Email Log row (step 2). If that address is not the one your client reads, fix it on the client and send again: the log will still say Sent, because the mail really left — it just left for the wrong mailbox.
2. Read the Email Log row. Open the project, Email Log tab, find the row (the subject reads Quote #<number> from <your shop>, with the project code in front when the job has one). The icon tells you where it stopped:
3. Clock (Queued) — it is waiting for the sending queue; it normally goes out within minutes.
4. Green check (Sent) — the sending server accepted it and handed it off.
5. Red error (Failed) — it never left. Tap the row: the dialog prints the error (a rejected address, a server that refused the connection, a mailbox credential that stopped working). Tap Resend there once the cause is fixed. Resend only appears on failed sends and on emails you wrote by hand — for a quote that already went out, send again from the quote itself (⋮ > Send email), which also refreshes the Sent on box.
6. Look at the view counter before you blame the mail. In the same header box, the line under Sent on says Viewed by client with the number of views and First viewed on, or Not yet viewed. That comes from the link inside the email, not from the mail itself, so it is the one hard fact you have: if it says viewed, the quote reached your client and the conversation is about the drawing or the price, not about delivery. If it says Not yet viewed, nobody — not even a mail scanner — opened it.
7. "Sent" is not "in the inbox". The log records what our side did; no mail provider sends a receipt back. So when the row says Sent and Not yet viewed, the mail left fine and something between it and your client ate it. Say this to your client, in their words:
8. Search the whole mailbox, not just the inbox, for Quote #<number> — a subject line is easier to find than a sender name.
9. Check Junk / Spam, Promotions, and Trash. On Gmail, tell them to open the junk copy and click Not spam, which trains their filter for the follow-ups too.
10. Add the sending address to their contacts. By default that is [email protected] — unless you set up your own server, in which case it is your address.
11. If this keeps happening, change where it leaves. By default your quote goes out on Stone Project's server with your shop's name in the display name ("Your Shop via Stone Project"). That is exactly the shape strict corporate and Gmail filters quarantine: the name says one company, the server says another. Setting up your own outgoing server, or letting each person send from their own connected mailbox, makes the quote leave from the domain your client already mails — which is the fix a DNS record cannot replace. Step by step in 12.7 Email Templates > Who the Email Actually Comes From.
12. Use the channel that cannot get lost in the meantime. Open the quote and tap ⋮ at the top right: Send via WhatsApp opens WhatsApp with the message ready, and Share Link builds an Approval Link (accept or decline) or a PDF Link (view only) you can paste anywhere. From the Quotes list, the ⋮ on a row gives Send email and Share Link directly.

Both mark the quote Sent and start the follow-ups, and both give you the same Viewed by client counter as the email. 7. The client found it but cannot accept. The button in the email reads View Quote instead of View & Accept Quote when the quote is past its Valid until date, when it was already accepted, or when it is an alternative version sitting beside an accepted one. For an expired quote, tap the Valid until date on the quote itself (it carries a pencil) and pick a new day — the picker opens at today — then send it again so the client gets a fresh email.

Do not send the same quote three times in a row.

Sending again is not free: it stamps a new Sent on time and restarts the follow-up clock (3, 7, 14 days counted from that send), so your client gets your fresh email and then the reminders as if nothing had gone out before. A resend from the Email Log is gentler — it arrives with the subject starting [Resent] and leaves the quote alone. One resend, or one Share Link pasted into a text, is the honest version of "I am sending it again". And a quote that had been marked Superseded by a newer one takes the live seat back the moment you send it again: see Alternative Versions.

Know When the Client Opens the Quote

The first time your client opens a sent quote from the link, you get a notification: Your customer opened the quote. It goes to the quote's salesperson and to the company admins, in their own language, so you can call while the quote is fresh instead of waiting for the follow-ups below.

• One notification per quote. Opening it again, or resending it, does not notify you again.
• Email scanners do not count. Mail apps and link previews often open a link before the client does; those visits are ignored, so the notification means a person looked.
• It is not a "read" receipt for the PDF. If you attached the PDF and the client never taps the link, nothing is sent. Use Send to Client or Share Link so the quote opens from Stone Project.

Automatic Follow-ups to the Client

Why did my client get a \"Friendly reminder\" about a quote I sent?

A sent quote with no answer gets automatic follow-up emails. By default there are three — 3, 7 and 14 days after you sent it — each worded a little differently (a first follow-up, a second one, a last check-in). The batch runs once a day, so a follow-up lands on the first daily run after that day has passed.

• See what went out. In the same box on the quote, a line reads Client follow-ups: 2 of 3 sent · next on Sep 19, with a Stop button at its right. Each follow-up is also a row in the project's Email Log.
• Stop them for one quote. Tap Stop on that line. Nothing more goes out for that quote; Resume turns it back on.
• Change the schedule, or turn them off. Settings > Notifications > Company notifications > What the client gets has Quote follow-ups to clients: a switch, and the days after sending (tap to add or remove). Payment reminders to clients works the same way for unpaid invoices, counted from the due date (by default 1 day before, then 3 and 7 days after). Changing the days affects quotes and invoices already out, from the next daily run.
• They stop on their own when the quote is accepted or declined, replaced by a newer version, past its Valid until date, or when the job is marked lost or cancelled.

The Quotes & payments row in your personal notification settings is a different thing: it controls what you are told about quotes and payments, not what the client receives.

Alternative Versions (Duplicating a Drawing)

To offer the same client two options — a different layout, a different scope, a different set of areas — duplicate the drawing instead of opening a second project. On the project page, the drawing card carries New blank drawing, Duplicate and Edit. Duplicate makes an independent copy named "… (Copy)" that you can edit freely, leaving the original untouched.

Same layout, different stone? Don't duplicate.

For "granite in one, quartz in the other" on the same layout, add Color Options to the area and export one PDF per option — no second drawing, no second quote to keep in sync. See Using Color Options for Quote Comparisons.

Each version produces its own quote, so a project with two drawings normally shows two quotes. That is expected, and it does not bill the client twice:

• Only one quote counts per project. When you send or accept one, every other quote of that project that had already been sent or accepted is marked Superseded, and its follow-up reminders are cancelled. Quotes still in Draft are left alone.
• Replacing an accepted quote asks first. The app names the accepted quote and its total before it is superseded, and warns about any deposit already paid against it, so the payment is never left stranded.
• Superseded is not the end. If the client goes back to the earlier option, send or accept that quote again and it takes the live seat back.

Use the ⋮ menu on a drawing card for Set as primary (the ★ version, the one used for previews and for the PDF), Rename, Copy to another project, Export or Delete.

Measured onto the wrong client?

⋮ > Copy to another project sends the drawing — areas, materials and pricing — to any other project of your company: search it by name, code or client and confirm. The original stays where it is, so delete it afterwards if it was a mistake.

Duplicating a drawing is not duplicating the project

The Duplicate in the project's own ⋮ menu copies the whole project, which is what you want for a repeat job at another address. To compare materials or layouts inside the same job, duplicate the drawing.

Quoting Only Part of a Job

A job often sells in pieces: the kitchen closes first, and the backsplashes, the vanity or the laundry are decided weeks later. You never have to redraw or move anything for that — the areas you measured are already on the drawing, and both the estimate and the quote can be narrowed to the ones you choose.

• To send the price of a few areas only. Open the drawing and choose Export Quote. The export dialog has an Areas in the PDF section with one checkbox per area: leave only what you are selling now, and the drawing, the line items and the total on the PDF cover just those areas. Nothing is created in the system, so an accepted quote already sitting on the job is not touched.
• To create a quote for a few areas only. Inside the drawing, Create Quote opens Select Areas for Quote whenever there is more than one area, and flags the ones another quote already covers — so you pick only what is left.

Selling the rest later is a second job, not a second quote

A project keeps one live quote: send or accept a second one and the first is marked Superseded — which is exactly what you do not want when the first is already paid and in production. So when the remaining areas become a new sale, with its own approval and its own invoice, create a new project for the same client and use ⋮ > Copy to another project on the drawing: the areas, materials and pricing go with it and the original stays put. In the copy, delete the areas already sold, quote the rest, and each job runs and bills on its own.

Quote QR Code Sharing

Share a quote instantly using a QR code:

1. Open the quote you want to share.
2. Tap the QR Code icon.
3. A unique QR code is generated that links directly to the quote.
4. The client scans the code and can view, approve, or reject the quote — no account required.

This is especially useful during in-person client meetings or at the job site.

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Send documents by WhatsApp

Use Send via WhatsApp in a quote's actions menu, or in the invoice or contract's actions. Payment link via WhatsApp is also available beside an invoice's payment link and in a project's Collect Payment dialog.

1. Add the client's mobile number, including the country code, and email. The email identifies the client in the secure portal; this action does not send an email.
2. Enable the client portal, the relevant document section and the client's portal access.
3. Review the recipient and message. The message uses the client's document language, then their account's language, then the shop's language.
4. If prompted, choose Make available in portal to publish the draft. If the project already has an accepted quote, explicitly choose to keep it and send an alternative.
5. Choose Open WhatsApp, send the message there, and return to Stone Project.
6. Choose Confirm I sent it. The client's History records Sent via WhatsApp, the sender and the time. For an invoice, Also mark the invoice as sent is optional and starts unchecked. It never records a payment or changes a paid invoice back to unpaid.

Opening WhatsApp alone does not record a send. The portal link lasts 30 days and can be opened more than once while valid. Preparing a payment link from Collect Payment creates an invoice, just like the existing email option; canceling WhatsApp does not delete that invoice. You can reopen it and share its link without creating another charge. Standalone draft invoices stay private until you make them available. Publishing issues the invoice; the optional Also mark the invoice as sent checkbox controls the sent flag.

6.7 Project Files & Documents

Organize all project-related files in a structured folder system:

Uploading Files

Files for one job:

1. Open a project.
2. Scroll to the Files section.
3. Tap Upload files to add files (photos, PDFs, sketches, contracts, etc.).
4. Files are stored securely in the cloud and accessible to your team.

Files for the customer, with no job yet: open the client, then the Storage card or the Files section, open the Client Files folder, and tap Upload files. See Client Detail Page.

Downloading Files

To save a file from a job to your computer or phone (a template, a DXF, a PDF, a photo):

1. Open the project and scroll to the Files section.
2. On the file's row, tap the ⋮ menu (or right-click / long-press the file).
3. Choose Download. The file is saved with its original name.

Tapping the file itself only opens it for viewing — for a CAD file or anything the browser cannot display, use Download. The file viewer also has a download icon at the top. Files are downloaded one at a time; there is no "download all" for a job.

Folder Organization

Organize files into folders for easy access:

1. In the project's Files section, tap New Folder.
2. Name the folder (e.g., "Client Drawings", "Contracts", "Site Photos").
3. Drag files into folders or use the Move option.
4. Create nested folders for complex projects.

Sharing Files

• Files uploaded to a project can be shared with clients through the Client Portal (see Integrations > Client Portal).
• Team members with project access can view and download all files.

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6.8 Project Checklists

Keep track of tasks within a project:

1. Open a project.
2. Scroll to the Checklist section.
3. Tap + Add Task to add items.
4. Check off tasks as they are completed.

Default Checklist Templates

You can create reusable checklist templates:

1. Go to Settings > Project Checklists.
2. Create a template with common tasks (e.g., "Template Taken", "Material Ordered", "Edges Finished", "QC Passed").
3. Apply templates to new projects for consistent workflows.

Automatic Checklist Updates

Some checklist items are updated automatically based on events:

Event	Checklist Item Updated
Invoice marked as Paid	"Deposit Received" checked
Tearout activity completed	"Tearout Completed" checked
Plumbing disconnect scheduled	"Plumbing Disconnect" checked

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