Riverside Commons:
A Complete Project Lifecycle

Organization Configuration Diana Chen

Before creating the project, Diana ensures the organization is properly configured. She navigates to Settings and reviews the complete setup:

• Organization Settings — uploads the company logo, confirms the org name and slug
• Users — reviews the team roster (Maria, Jake, Luis, Rachel), then clicks "Invite User" to add a new assistant PM with email and role assignment
• Roles — reviews default roles (Owner, Admin, PM, Field Staff), then creates a custom "Billing Specialist" role with specific billing and vendor permissions, assigning Rachel
• Notification Preferences — configures org-wide defaults: email alerts for payment receipts, overdue invoices, and safety incidents
• Inspectors — adds 5 quality inspectors with name, email, phone, and specialty (Electrical, Plumbing, Structural, etc.)
• Inspection Types — creates "Flooring Rough-In" with a checklist: "Subfloor level verified", "Moisture barrier installed", "Transitions marked" — sets duration and marks required vs. optional items

Dashboard & Project Creation Maria Torres

Maria logs in and lands on the Dashboard. The live indicator pulses green — real-time data is flowing. She sees customizable widget cards: 3 active projects, 47 tasks in progress, 12 milestones completed this month. The Activity Feed shows recent actions, and Upcoming Milestones displays the next 5 critical dates.

She clicks "Create Project" from the Quick Actions panel and enters the project details: Riverside Commons, Planning phase, Meridian Builders as GC, with target dates and budget figures.

Dashboard — Real-time project stats, activity feed, and quick actions

Structuring the Project Maria Torres

The project appears on the Projects page as a card in Grid view. Maria clicks into it. On the Project Detail page, the Weather Widget shows the current forecast for the job site location.

She begins structuring the job:

• Buildings — adds 4 buildings (A through D), each with 50 units
• Milestones — adds "Building A Rough-In Complete", "Building A Finish Complete", etc., with target dates rendered on a horizontal Gantt-style timeline
• Meetings — schedules the project kickoff with attendees, date/time, and agenda

The stat cards update: 4 Buildings, 200 Units, 0% Task Progress.

Project Listing — Grid View

Project Detail — Buildings, Weather, Milestones

Portfolio Check-In Diana Chen

Diana checks in from the portfolio level. On the Projects page, she switches to Kanban view and sees Riverside Commons in the "Planning" column alongside two other active projects. She can drag it to "Pre-Construction" when the time comes.

Vendors, RFQs & Purchase Orders Rachel Kim

Rachel takes the lead on vendor setup. On the Vendors page, she registers four suppliers — one per trade — with company name, contact info, email, and specialty. Status indicators show Active, Inactive, or Blacklisted.

She moves to the RFQs tab and creates the first RFQ for flooring materials across all 200 units, with line items, quantities, and a 2-week due date. She clicks "Send RFQ" and selects vendors. The status changes to "Sent".

When vendors respond, she uploads each CSV quote. The Quote Comparison dialog evaluates vendors side-by-side on price, lead time, and terms. The lowest price highlights in green. She clicks "Accept & Create PO" — the system automatically marks the winning quote as accepted, rejects others, closes the RFQ, and creates a Purchase Order.

Vendor Directory

RFQ Management

Purchase Orders — Track from draft through fulfillment

Materials & Inventory Setup Maria Torres

Maria sets up the material catalog on the Inventory page:

• Materials tab — registers items: LVP Flooring (SKU: FLR-001, sqft), Shaker Cabinets (SKU: CAB-012, each), Quartz Countertops (SKU: CTR-001, each), Bath Accessory Kit (SKU: BTH-001, each)
• Locations tab — creates Main Warehouse (WH-MAIN), Building A Staging, Building B Staging
• Stock Levels tab — monitors On Hand, Reserved, Issued, and Available quantities
• Alerts tab — creates a rule: when LVP flooring drops below 1,000 sqft, trigger a low stock alert
• Catalogs tab — browses vendor catalogs for price comparison and direct PO creation

On the Project Detail page, she allocates materials: 22,000 sqft of LVP Flooring, 200 cabinet sets, 200 countertop slabs.

Materials Catalog

Stock Levels

Crew Assembly & Certifications Jake Owens

Jake assembles four crews: Flooring Alpha (Lead: Luis), Cabinets Bravo, Countertops Charlie, and Bath Delta. Each gets a lead, trade designation, and member roster.

On Crews > Compliance, he checks the Certification Registry — OSHA 10 is required for all field staff, plus trade-specific certs. He logs completed training with dates, expiry, and uploaded certificates. Any non-compliant crew member shows a red indicator. Jake ensures everyone is green before construction starts.

Crew Management

Certification Compliance

Master Schedule Build Maria Torres

Maria builds the master schedule on the Gantt Chart. She adds tasks organized by building and trade, drags to set durations, and creates dependencies:

• Flooring must finish before cabinets start in each unit
• Cabinets before countertops
• Countertops before bath accessories

Dependency arrows render on the chart with lag/lead time options. Dragging one task cascades downstream dates automatically. She checks the Resource Timeline — Flooring Alpha is heavy in weeks 3-6, so she adjusts to level the workload.

She clicks "Save Baseline" — "Original Plan — Pre-Construction" — freezing current dates so planned-vs-actual drift is visible during construction. Then "Auto-Schedule" validates all logic, checks for circular references, and highlights the critical path in red.

Gantt Chart — Dependencies, critical path, and baseline comparison

Schedule List View — Hierarchical WBS with task status and progress

Day-to-Day Operations Jake Owens Luis Mendez

Construction day one. Jake checks the Look-Ahead tab — the weekly focus view shows exactly what's scheduled for the next 1-4 weeks. Flooring Alpha starts Building A, units 1-10 this week.

Luis and his crew arrive on site. He opens Time Tracking > Clock In/Out and clocks in each of his 6 crew members. The widget shows each person's active status with time elapsed.

At midday, Jake receives a material shipment. He goes to Vendors > Purchase Orders, creates a shipment with tracking number, then receives it in Inventory > Shipments. The system automatically updates stock levels, creates cost entries with PO unit cost, and marks the PO as "Fulfilled" when fully received.

Time Tracking — Entries with hours, overtime, and project allocation

On the Gantt Chart, Maria updates task progress by clicking tasks and adjusting completion. She toggles baseline visibility — after one week, the live bars are tracking slightly ahead of the baseline. The stat cards now read: 4 Buildings, 200 Units, 8% Task Progress.

Operations Overview Maria Torres

Maria checks the Operations Overview for a readiness dashboard. Summary cards show counts for Ready, Partial, Blocked, and Material Alert statuses. Earned Value Management (EVM) metrics — CPI, SPI, BAC, EAC, and VAC — give real-time cost and schedule performance insights.

The Blocked panel highlights tasks held up by missing predecessors, materials, crews, or equipment. Material Alerts list shortages within the 2-week window with a quick "Procure" action.

Readiness Dashboard & EVM

Blocked Tasks & Material Alerts

Requisitions & Price Comparison Rachel Kim

Rachel needs additional flooring for Building B due to a scope change. She creates a Requisition for 500 sqft of LVP Flooring and submits it. Maria approves, and Rachel runs a Price Comparison across all vendor catalogs to find the best price, then creates a PO directly from the comparison.

When materials arrive, she clicks "Fulfill" on the requisition — selecting inventory items, entering quantities, and the system deducts from stock and creates an Allocation record.

Inspections & Punch Lists Jake Owens

Two weeks in, units 1-10 in Building A are ready for flooring inspection. Jake schedules the inspection with preconfigured checklists, assigns inspector Tom Wilson, and sets the date/time.

Tom performs the inspection. Jake records results: 8 Passed, 1 Failed ("Transition strip lifting at bedroom doorway"), 1 Pending.

For the failed unit, Jake creates a Punch Item — assigned to Luis, with trade, priority, description, and due date. The punch item goes through a multi-stage workflow:

Luis fixes the issue, uploads before/after photos, and marks the subcontractor stage complete. Jake reviews and approves at the superintendent stage. Each signoff is recorded with timestamp, user, and notes.

Safety & Incident Management Jake Owens

That afternoon, a crew member trips over unsecured material in Building B. Jake immediately opens the Safety page and files an incident report: date/time, location (Building B, Unit B-205), description, severity (Minor), people involved, and immediate actions taken.

He adds an Investigation with root cause analysis and creates Corrective Actions: secure all staging materials, add walkway signage, brief all crews on housekeeping. Each action tracks status and due date.

Safety Dashboard — Incident tracking, severity breakdown, and KPIs

Performance & Productivity Luis Mendez

Luis wraps up the day. On Crews > Performance, he logs output: 12 units floored, crew size 6 members, quality rating 4/5. The Performance Dashboard shows efficiency trends, units per day, quality scores, and comparison against targets.

Performance — Productivity trends, crew rankings, and member metrics

Equipment Management Jake Owens

Jake tracks equipment from the Equipment page. The Dashboard shows utilization charts, upcoming maintenance windows, and condition status. He notices the tile saw in Building B is flagged for maintenance — overdue for blade replacement.

He schedules maintenance and checks out a backup saw for the countertop crew. Equipment assignments stay linked to crews and projects. Crew members can use the QR Scanner to quickly check equipment status in the field.

Equipment Management — Utilization, status distribution, and maintenance alerts

Documents, RFIs & Submittals Jake Owens Rachel Kim

Three weeks in, the cabinet crew finds a discrepancy — the drawings show 36" uppers for Building C, but the contract spec says 42". Jake creates an RFI with spec references and conflicting drawing pages attached. When the architect responds (42" is correct), Maria adds the response and closes the RFI.

Rachel manages the Submittal process — creating submittals for shop drawings with spec section, title, and due date. She tracks status: "Approved" for cabinet drawings, "Revise & Resubmit" for bath finish samples (revision numbers auto-increment).

On the Compliance tab, Rachel uploads compliance documents and monitors the Expiring Compliance Alert — flagging a vendor whose general liability expires in 15 days.

Timesheets, Overtime & Crew Scheduling Rachel Kim Jake Owens

End of the week: Rachel opens Timesheets — a weekly grid aggregating all clock-in/out entries. One crew member logged 52 hours. The system has automatically calculated 12 hours of overtime based on configured rules (daily OT at 8 hrs, weekly at 40 hrs).

Jake coordinates overlapping trades on the Crew Scheduling Calendar. Color-coded bars show assignments by day — no two crews in the same unit on the same day. He approves a time-off request for Friday, and the calendar updates to show reduced capacity.

Crew Scheduling Calendar — Color-coded assignments with availability panel

Stock Valuation Rachel Kim

As shipments are received throughout the project, the Valuation tab tracks true inventory cost. Rachel reviews summary cards: Total Inventory Value, Materials Tracked, and Categories.

The Material Valuation Table displays each material with quantity on hand, weighted average unit cost from cost entries (created when shipments are received), last purchase price for comparison, and total value. Materials with no PO history fall back to catalog price.

Inventory Valuation — Weighted average cost from actual purchase orders

Forecasting, Barcodes & Transfers Maria Torres Jake Owens

Maria uses the Forecast tab to project material needs based on historical usage trends, upcoming schedules, and reorder points. The What-If Analysis lets her model scenarios like "What if Building C starts 2 weeks early?" to see the impact on material demand.

Jake uses Barcodes to generate labels for new shipments. Crew members scan materials in the field to check stock levels, log usage, and find location info.

Jake needs to move LVP flooring from the main warehouse to Building C staging. On the Transfers tab, he creates a transfer, clicks "Ship" when material leaves, and "Complete" when it arrives — destination stock updates automatically.

Inventory Transfers

Low Stock Alerts

Demand Pool — Centralized Procurement Planning Maria Torres

The Demand Pool aggregates material demand across all projects and tasks. A configurable lookahead window scans upcoming task BOM requirements and generates a consolidated demand list. Summary cards show Total Materials, Open Demands, Shortages, and Total Quantity Needed.

Materials can be selected in bulk to create consolidated RFQs for better vendor pricing.

Demand Pool — Aggregated material demand with shortage analysis

Building A Quality Walkthrough Jake Owens

Building A is substantially complete — all four trades have finished 50 units. Jake walks each unit physically and logs punch items:

• Cabinet door won't close in unit A-112
• Flooring seam lifting in unit A-123
• Missing bath accessory bracket in unit A-131

Each punch item goes through the full Workflow: Jake creates and assigns to the responsible crew, the crew lead marks complete with photo evidence, Jake reviews and approves the superintendent stage, then the owner representative approves the final stage.

Tracking Punch Progress Maria Torres Jake Owens

Maria monitors punch progress on the Gantt Chart with punch milestones: Building A Internal Punch Complete → Superintendent Walkthrough → Owner Walkthrough.

Jake assigns punch items back to crews and blocks time for punch work on the Crew Scheduling Calendar alongside ongoing Building C/D production. The Resource Timeline confirms no crew is overloaded.

Maria toggles baseline visibility — Building A's punch phase is running 3 days behind the original baseline. She adjusts downstream milestones and watches the critical path recalculate.

Invoice Creation & Online Payments Rachel Kim

Building A passes its final walkthrough. Rachel creates invoices for Building A's completed work — flooring (50 units at contracted rate), cabinets, countertops, and bath accessories. Each starts as "Draft".

She reviews line items, totals, and notes, then clicks "Send Invoice" — the system sends via email and updates status to "Sent".

For online payments, Rachel generates a Payment Link via Stripe — setting expiration, payment methods (card, ACH). When the customer pays, the webhook automatically records the transaction, updates the invoice to "Paid", sends a receipt, and notifies Maria.

Financial Dashboard & Cash Flow

Invoice Management

AR Aging & Payment Reminders Rachel Kim

Rachel monitors cash collection on the AR Aging tab. Summary buckets: Current, 1-30 days, 31-60 days, 61-90 days, 90+ days — with drill-down to individual invoices. She adds collection notes: "Called 2/5, promised payment by 2/15."

On Payment Reminders, she configures automated schedules: 7 days before due, on due date, 7 days overdue, 30 days overdue — each linked to customized templates (friendly, firm, escalation). After 60 days, notify the PM. After 90 days, notify the Operations Director.

Project Costs & Budget Tracking Maria Torres

Maria reviews detailed, task-level costs on the Project Costs page. The hierarchical cost tree matches the WBS structure — she drills from project totals down to individual task costs. Summary cards show total budget, actual spend, variance, and CPI.

The 42" cabinet swap requires a Change Order: "$2,400 material increase". Diana approves, and the budget adjusts automatically. The Budget vs Actual chart reflects the variance.

Project Costs — Task-Level Analysis

Budget Overview — Planned vs Actual

QuickBooks Integration & Lien Waivers Rachel Kim

Rachel connects to QuickBooks via OAuth. She maps TITAN accounts to QuickBooks accounts, selects what to sync (invoices, payments, vendors), and triggers a manual sync. The Sync History shows all events with success/failure status.

On the Waivers tab, lien waivers generate as payments are recorded — conditional for partial payments, unconditional for final. She sends waivers for signature and records signed documents, creating a clear audit trail.

Final Compliance & Document Sweep Rachel Kim

Rachel does a final compliance sweep on the Documents > Compliance tab. All vendor insurance and licensing is current — the Expiring Compliance Alert shows clean.

She uploads final documents: close-out letter, final lien waivers, certificate of completion. Each is marked verified with a timestamp.

Project Closeout

Maria returns to the Project Detail page for a final review. The stat cards read:

• 4 Buildings · 200 Units · 100% Task Progress
• Budget actuals within 3% of plan
• All milestones complete on the Project Timeline
• All punch items resolved

She uses "Clone Project" to create a template for the next similar project, preserving the task structure and lessons learned.

Diana drags Riverside Commons to "Completed" on the Kanban board. The notification system alerts the team. On the Dashboard, the Activity Feed shows: "Riverside Commons marked as Complete by Diana Chen."