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When you create an account, ProjexPilot sets up your company — the workspace that holds all your jobs, your team, and your billing.

Steps

1. Sign up with your email and create a password.
2. Name your company. This is what homeowners and subs will see.
3. From the dashboard, choose New job and enter the basics: job name, address, the homeowner's contact, and the job type (Remodel, New build, or Insurance restoration).
4. Save. You'll land on the job dashboard, ready to import tasks or build a budget.

Team members are people on your side of the job — office staff or project leads.

1. Open Settings → Team and choose Invite.
2. Enter their email and pick a role: Owner/Admin (full access) or Team (day-to-day work).
3. They'll get a link to set up their login.

If you already keep your scope or task list in a spreadsheet, you can turn it into a tracked project in a few clicks.

Steps

1. Open your job and choose Import.
2. Upload an .xlsx or .csv file.
3. In the column-mapping step, match your spreadsheet's columns to ProjexPilot fields (task name, phase, assignee, start date, end date, status). The importer recognizes common headers automatically.
4. Review the preview. Any blank or malformed rows are flagged — nothing is silently dropped.
5. Choose Commit. Your rows become tracked tasks, grouped by phase.

Your data is yours. You can export at any time.

1. From the task board, choose Export.
2. Pick .xlsx or .csv.
3. The file downloads with your current task names, phases, dates, and status.

A draw schedule breaks the contract value into ordered milestones. Each milestone can carry retainage and a set of gates that must be cleared before it releases.

Steps

1. In your job, open Draw schedule.
2. Set the contract value.
3. Add milestones in order (e.g. Mobilize → Demo → Framing → Dry-in → Finishes → Closeout). For each, enter a percent of contract or a fixed amount — the value is computed for you.
4. Set a retainage % (10% by default). ProjexPilot tracks net release and accumulated retainage automatically.
5. Add gates to a milestone: a required inspection, required photos, and/or a signed lien waiver.

1. Clear the milestone's gates — pass the inspection, attach the required photos, and upload the signed lien waiver.
2. Once all gates are green, the milestone can be sent for the homeowner's approval.
3. The homeowner approves from their portal; the approval is recorded with a timestamp.
4. Record the payment against the draw. The cumulative-paid and cash-available figures update.

For insurance-restoration jobs, ProjexPilot keeps the carrier's cash timing straight.

1. Set the job type to Insurance restoration.
2. Import the carrier estimate (Xactimate-style line items) into the budget.
3. Capture what's received, what's available now (ACV), and what's recoverable on completion (held depreciation + O&P).
4. Tie your final draw to the recoverable release, and track supplements as they're approved.

Homeowners don't create their own account — they join by invite, and their seat is free.

1. Open the job and choose Invite homeowner.
2. Copy the invite link (or send it by email) and share it with your client.
3. They open the link, set a password, and land in their portal.

In their portal the homeowner can see the budget summary, schedule, draw schedule, and photos — and approve change orders and draw releases.

Subs and vendors get a focused, read-only view of just what they need.

1. Invite the sub from the job, the same way as a homeowner.
2. They see their assigned tasks and the schedule — with no contract value, costs, or other financials.

1. In the job, open Change orders → New.
2. Add line items, the cost, and any schedule impact.
3. Send it to the homeowner for approval.
4. They approve from their portal with a recorded, timestamped sign-off. An approved change order adjusts the contract value.

Selections let the homeowner make design decisions — cabinets, paint, fixtures — against an allowance.

1. In the job, open Selections → New. Give it a title and an optional allowance.
2. Add the choices the homeowner can pick from, each with a price.
3. The homeowner reviews and approves one choice from their portal.
4. ProjexPilot shows the over/under against the allowance, so you can see budget exposure at a glance.

ProjexPilot bills per company, not per project — and never charges for homeowner or sub seats.

• Free trial — one active job, full features.
• Solo — unlimited jobs and a couple of team seats.
• Team — more team seats, restoration mode, and templates.

Change your plan anytime from Settings → Billing. Upgrades take effect immediately; downgrades apply at the next cycle.