How to create a project for a new job.
OVERVIEW
This document provides detailed instructions on how to create and configure a new project within PayLab. In PayLab, every contract is linked to a Project. It is therefore essential to establish the Project correctly at the outset.
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PREPARATION
Before creating a project, please ensure that you have access to the following information:
- A unique Project Name
- Project Address
- Admin Permissions
Additional Information (recommend, but not required for this initial setup):
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Project background image and logo
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Team member email addresses
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Payee Reference (internal identifier/code)
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Purchase Order (PO) Number or Contract Reference
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Primary contact name, email address, company details, and New Zealand Business Number (NZBN)
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Payment claim, payment schedule, and payment due dates
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Retention schedule
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Applicable GST rate (standard rate in New Zealand is 15%)
CREATING A NEW PROJECT
1. Navigate to either the Dashboard or the Projects page.
2. Select Create New Project from the top-right corner.
ENTERING PROJECT DETAILS
At a minimum, each project requires a Project Name and Project Address. However, it is best practice to complete all available fields.
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Project Images: Add a background image and logo using the pencil icons. These images will appear when you look for the project in the Projects page or when you are viewing the project itself.
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Project Address: Use the address search function for auto-completion. Alternatively you can manually input the project address details if needed.
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Optional fields:
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Project Description
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Project Number
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GST Rate
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Vault Asset URL
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ADDITIONAL DETAILS (OPTIONAL)
- Project Description
- Project Number
- GST Rate
- Vault Asset URL
Once the required information has been provided, select Create New Project. The newly created Project will then be accessible from the Projects list.
CONFIGURING PROJECT SETTINGS
To amend or configure settings after project creation, select the Settings (gear icon) from the project view.
Note: Project settings are automatically applied to all Main Contracts and Subcontracts created under the Project. These may still be customised for individual contracts as required.
PROJECT DETAILS
In this view you are able to go Amend or update project information at any time.
PROJECT MEMBERS
You define member roles in this Project (e.g. Account Owner, Account Admin) .This is where you enter your details, or the main point of contact within your organisation for that particular project.
DATE SCHEDULE
These are the default reoccurring dates that activities are due for each contract. This information is likely to be on the contract you have received from your Client. Choose the appropriate number of days for each field. The settings you choose here will be automatically applied to any contracts under this Project.
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Pay Claim Due Date: Recommended to be set no later than the 25th day of the claim month, to allow sufficient time for review and submission.
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Payment Schedule Due Date: Under the Construction Contracts Act 2002 (NZ), this must be issued no later than the 20th of the month following claim submission.
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Payment Due Date: Also governed by the Act, payments must be made no later than the 20th of the following month after claim submission, unless otherwise agreed.
*Note: Working days exclude Saturdays and Sundays.
CLAIM WORKFLOW
If internal approvals are required prior to submission, workflows may be established to ensure all designated parties review and authorise claims. For further detail on how to set these up, go to our Approval Workflows article.
TIME ZONE
The project’s time zone is automatically determined by the project address. This setting impacts how claim and payment schedule dates are displayed.
RETENTIONS
Retention schedules can be configured as follows:
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Percentage of Contract Value
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Fixed Percentage Amount
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Scaled Percentages (based on project progress)
If retentions do not apply, this section may remain blank.
CLAIM NOTES
Claim notes are customisable text automatically included in every payment claim. Use them to add extra information to your claim. You can also edit the text in each draft claim.
PAYMENT SCHEDULE NOTES
Payment schedule notes are customisable text automatically included in every payment schedule. Use them to add extra information to your payment schedule. You can also edit the text in each draft schedule.
FILE ATTACHMENTS IN CLAIMS/ PAYMENT SCHEDULES
Select a default method for including supporting documents in claims or payment schedule communications:
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Direct file attachment
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Download link
This setting may be modified during the claim or approval process if necessary.
Your project is now fully configured within PayLab and ready for contract creation and management.