Documentation

Creating Projects

Projects are the core organizational unit in AVStackr. Each project represents an AV installation with rooms, equipment, and financial calculations.

Account Limits

Free accounts: 1 project, 3 rooms per project. Upgrade for unlimited projects and rooms.

Creating a New Project

  1. Navigate to Projects from the main menu
  2. Click Create New
  3. Enter at minimum a Project Name (required)
  4. Fill in optional fields: Job Number, Team, Shipping, Rooms
  5. Click Create

After creation: You'll be taken to the Project Details page where you can add rooms and equipment.

AI-Assisted Creation

Have sales notes or an RFP? Paste the text into the "Create with AI" box and the AI will auto-populate project name, rooms, and other fields. Uses 5 credits per run.

Creating a Project with AI
More about AI-assisted project creation

Watch how pasting sales notes or an RFP into the "Create with AI" box auto-populates the project name, rooms, and other fields — saving you from manual data entry. Uses 5 credits per run.

Fields Available at Creation

Basic Information

  • Project Name (required) - Unique name for the project
  • Job Number - Your internal reference (e.g., client PO number)
  • Created By - Auto-populated with your account name
  • Job Site Address - Physical installation location

Team Information

  • Opportunity Owner - Sales representative
  • Sales Engineer - Technical sales contact
  • Account Manager - Client relationship manager
  • Project Manager - Installation project manager

All team roles can be the same person for smaller projects.

Shipping Details

  • Ship To Name/Address/Contact - Delivery information

Ship Via and Ship By date are configured via Edit after creation.

Fields Configured After Creation (Edit)

The following fields are available when you Edit a project:

Billing Information

  • Bill To Company, Contact, Address, City, State, ZIP
  • Billing Email and Phone
Working in a non-default currency?

Every project can carry its own currency and exchange rate — the Currency dropdown sits next to the Project Name field on the Create page. See Per-Project Currency for the full flow.

Financial Settings

Financial settings inherit from Global Defaults when the project is created. To customize for a specific project, edit the project and adjust:

  • Labor Rate / Labor Sell - Installation labor costs
  • Programming Rate / Sell / Markup % - Control system programming
  • Configuration Rate / Sell / Markup % - Device configuration labor
  • Equipment Markup % - Markup on equipment cost
  • Tax Rate % - Applicable tax rate
  • Shipping % - Shipping cost percentage
  • AV Drawings % - Drawings/documentation percentage
  • Project Management % - PM overhead percentage

See Global Configuration to set defaults for all new projects.

Cabling

New projects use the custom cable system. Cables are added per room from the Project Details page (not from the Edit dialog):

  • Cable type - Pick from your Cable Catalog (CAT6, fiber, speaker wire, etc.). Each type stores its own per-foot and per-run rates.
  • Pricing mode - Toggle each row between by foot (length × runs) or by run (runs only). Use by-foot for bulk cable, by-run for pre-terminated patch cables or fixed-length assemblies.
  • Runs - Number of pulls of that cable to that room.
  • Length - Feet per run (by-foot mode only; supports half-foot precision).

Rates are snapshotted onto the room when the cable is added, so later catalog price changes don't affect historical projects.

Legacy projects still use fixed CAT6 STP/UTP quantities and in-room/IDF hours in the Edit dialog.

Project Status

Track project progress with status badges. Click the status pill to change:

  • In Progress (blue) - Active project being worked on
  • Revision Requested (orange) - Client requested changes
  • Complete (green) - Project finished

Add optional Status Notes when changing status to document the reason.

Duplicating Projects

Create a copy of an existing project:

  1. Go to the Projects list
  2. Click the menu (⋮) on the project row
  3. Select Duplicate
  4. Enter a new project name
  5. Click Duplicate

Duplicates include all rooms and equipment. Useful for similar installations or creating templates.

Reworking the same job a different way? You usually want a version instead of a duplicate — it keeps every option under one project.