A signed or won proposal becomes a project in one click, with its phases, deliverables, dates and payment schedule already in place. Your client follows the work, approves it and sees what is due in a portal of their own.
From a signed or won proposal, from a won deal in the pipeline, or blank with a name and a client. A project is never started for you.
Phases, deliverables, dates and the payment schedule come across at that moment. Editing the proposal afterwards leaves the project as it is.
Each deliverable is a card: To do, In progress, With client, Done. Group the board by phase instead, or tick cards off in a list.
Add the people who should see the project. Each gets their own sign-in link by email, with no password and no account to create.
The phases on the project are the phases the client signed, with the dates and deliverables from the proposal. Nothing is retyped into a second tool, so the plan starts out matching the agreement.
The payment schedule from the proposal is attached to the phases it was written against. A milestone turns Due when its phases are done, so the invoice goes out when the work supports it.
Send a whole phase or a single card for approval with the files the client needs to look at. They approve it, or ask for changes with a note, and the decision stays on the project under their name.
Sent for approval with Ground floor plan v3.pdf and Kitchen elevations.pdf
| What changes | Spreadsheet and email | AirQuotes |
|---|---|---|
| Setting up the job | Retype the phases into a project tool | Copied from the signed proposal in one click |
| Where each deliverable is up to | A status column someone forgets to update | A card on the board, or ticked off in a list |
| A phase runs late | Every later date edited by hand | Asked whether to shift the later phases |
| When to invoice | Checked against the contract from memory | The milestone turns Due when its phases are done |
| Client sign-off | An email reply saying it looks fine | Approved in the portal, recorded under their name |
| Files and versions | Attachments spread across a long thread | On the card or phase, with earlier versions kept |
| Keeping the client informed | Status emails written from scratch | Updates posted to the feed and emailed if you choose |
Scroll the table sideways for the AirQuotes column.
A milestone turns Due and you mark it paid. The invoice and the money still go through whatever you use for accounts today.
Cards record where a deliverable is up to. There are no timesheets, and nothing on the project turns hours into a fee.
The project copies the proposal once. A variation agreed later has to be added to the project as well, because editing the proposal no longer reaches it.
Each file is capped at 20 MB, and storage is set by your plan. Large drawing sets and video belong on a link to wherever you already keep them.
Free runs two active projects at a time and Solo runs six. Studio and Office have no limit. Completed and archived projects do not count towards it.
No. Each person you add gets their own sign-in link by email, with no password. Approvals and comments are recorded against that person.
The project keeps what it copied when it was started. Add new phases or cards to the project directly, so the plan matches what the client has agreed to since.
100 MB on Free, 2 GB on Solo, 10 GB on Studio and 50 GB on Office. Each file can be up to 20 MB, and anything larger can be added as a link.
Yes. A blank project needs a name and a client, and you add the phases and cards yourself.
On the Free plan the portal shows “Made with AirQuotes”. On Solo, Studio and Office it does not.
Beta access is free for two months on the Studio plan. Applications are reviewed manually, and approved studios build their first proposal from their own brief.
Apply for beta →