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Create Your First Project

This guide walks through the full process of creating a project in ScopeStack, from initial setup through document generation. By the end, you will have a project with professional services, managed services, pricing, and a generated document.

Step 1: Start a New Project

Select Create New Project from your Home page or the Projects list.

You will see the Project Details form with the following fields:

  • Project Name (required): A descriptive name for the project.
  • Client (required): Select an existing client or create a new one. If you have a CRM integration connected, you can select from synced CRM opportunities instead.
  • Sales Executive: The account executive or sales rep associated with this project.
  • Pre-Sales Engineer: The technical resource responsible for scoping.
  • Rate Table (required): Determines the hourly rates and costs applied to resources on this project. Your account’s default rate table is pre-selected.
  • Business Unit: If your company has multiple subsidiaries or divisions, select the appropriate one. This controls which logo and address appear on generated documents.
  • MSA Date: The date of the Master Service Agreement, if applicable.
  • Payment Term: How the project will be billed (e.g., Fixed Fee, Time & Materials).
  • Location: Add a primary project location with name, street address, city, state, and postal code. You can mark a location as Remote if no physical site is involved.

Some field labels may differ on your account if your administrator has customized them. Fields marked with an asterisk (*) are required.

If your account has User Defined Fields (formerly called Project Variables) configured, those will also appear on this form.

Step 2: Enter the Project Editor

When you press Continue, ScopeStack creates the project and takes you to the Project Editor, where you build out the project details, services, and pricing.

If your account has the Guided Project Creation setting enabled (Account Settings > Advanced), you will instead see a dialog offering two options:

  1. Continue with the guided workflow, which walks you step-by-step through Customer Summary, Contacts, Notes, Services, Language, Payment Terms, and Document Generation.
  2. Go to Project Editor to skip the guided workflow and configure everything manually.

Most accounts have the guided workflow turned off, so you will go directly to the Project Editor. The rest of this guide follows the Project Editor flow.

Step 3: Add Professional Services

From the Project Editor, the Professional Services section lists all PS services on the project. To add services, click Add Services at the top of the page. A dialog opens with several ways to add services:

  • Standard Services: Pre-built services defined in your account’s Settings. Search by name, filter by Phase, Line of Business, or Service Category. Check the services you want and click Add to Project.
  • Blueprints: Pre-defined groups of services that can be added together in one click. Useful for common project patterns like “Network Refresh” or “Cloud Migration” that always include the same set of services.
  • Surveys: If you have survey results with service recommendations, you can add the recommended services directly.
  • Custom: Create a one-off service just for this project without adding it to your reusable library.

Each professional service added to the project includes a resource assignment (the role that will perform the work), a quantity, and the effort hours defined in your service catalog. You can adjust these per project.

Step 4: Add Managed Services

Navigate to the Managed Services section using the left-hand menu. Managed services represent recurring work like ongoing support contracts, monitoring, or managed infrastructure.

Click Add Services to open the same dialog. Select from your standard managed services or create custom ones. Managed services carry their own pricing structure with recurring billing terms.

When you add managed services to a project, the platform uses the project’s recurring term configuration (contract length in months) to calculate total contract value from the per-period pricing.

Step 5: Review Pricing

ScopeStack automatically calculates pricing based on the services, resources, rates, and quantities on your project. Navigate through the pricing sections using the left-hand menu:

  • Work Breakdown: See all services organized by phase with effort hours and resource assignments.
  • Professional Services Pricing: Revenue, cost, and margin for each professional service. Totals roll up by phase and line of business.
  • Managed Services Pricing: Recurring revenue and cost for managed services, broken out by billing period and total contract value.
  • Overall Pricing: A combined view of all revenue sources (professional services, managed services, products, third-party services) with total project revenue, cost, and margin.

If pricing needs adjustment, you can modify service quantities, resource assignments, or rate table selections from the relevant service pages. Changes recalculate automatically.

Step 6: Review and Edit Project Details

Before generating your document, navigate to the Project Overview to review and update project-level information:

  • Customer Summary, contacts, and internal notes
  • Terms and Conditions applicable to this project
  • Attachments (supporting documents, diagrams, etc.)
  • User Defined Fields for any custom data your templates require

All of these fields are available as merge data in your document templates, so anything you enter here can appear in the generated output.

Step 7: Generate Your Document

When your project is ready, click the Generate button in the top-right corner of the page (next to the project’s total price).

A dialog opens where you can:

  1. Select a template: Choose from available document templates assigned to your team.
  2. Choose output format: Word (.docx) or PDF.
  3. Batch generate: Select multiple templates to generate them all at once. Batch output is delivered as a zip file.

Click Generate to start the process. When the document is ready, a download link appears. Click it to download and review your generated document.

Open the document to see how the services, pricing, language fields, and project details you entered have been merged into the template. If anything needs adjustment, go back to the relevant section, make changes, and regenerate.

What’s Next

Now that you have a basic project, explore these areas to get more out of ScopeStack:

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