Project tracker
A tracker we build on your own stages and dates. When a stage is done, it drafts the customer's update with photos and the next step for you to approve.
Free process analysis, with your solution design within 2 business days.
From a finished stage to an informed customer.
- 1
Each project follows your stages.
You set the stages each kind of project goes through, with the tasks in each, who's on them and your dates. Your team ticks tasks off and adds photos from a phone. Late tasks show to your team first.
- 2
A finished stage drafts the customer's update.
When the last task in a stage is ticked, a customer update is drafted from what your team recorded. It lists the tasks finished, the photos taken, the next step and the date you set for it. The AI that writes it is told to use only those facts, and every draft it writes waits for you.
- 3
You approve it before it goes.
You read the draft, pick the photos and change any words. At first, nothing goes until you approve it. It goes by email, and by text to customers who agreed to texts, with a way to opt out by replying STOP. US carriers require businesses that text through software from ordinary 10-digit numbers to register, which is called A2P 10DLC, and we handle the registration as part of the setup.
- 4
Customers see the same timeline.
The link in each update opens the project's progress page with no login. It shows the stages done, the next step with your date and the photos you approved. The link is long and hard to guess, and you can turn it off.
What changes for you.
Customers hear when a stage is done.
Once you approve it, the update brings photos, the next step and the date you set.
You start every update from a draft.
It's drafted from the tasks your team ticked and the photos they took.
Late tasks stay with your team.
They show in the tracker for your team, and you decide what the customer hears.
Every project sits in one place.
Stages, tasks, dates and photos come together, including from the apps your team already uses where those apps allow it.
How we build yours.
- Explain.
Tell us how a project runs today and how customers hear about progress, by voice or text.
- Map.
We map your stages, the tasks in each, who does them and where tasks, photos and dates are kept today.
- Design.
We design your stages, the updates in your words and the progress page customers open.
- Build.
Approve the design, and we build it, connected to the apps your team already uses where they let outside software connect.
Questions.
Doesn't my project management app already do this?
Often, yes. Many project management apps let you invite customers in as guests, some photo apps share a live photo timeline, and some construction or field service software has a customer portal, visit reminders or written progress summaries. If yours keeps customers informed the way you want, your solution design says to turn it on. We build when the stages are your own, when customers shouldn't need a login, or when tasks, photos and dates sit in different apps.
Does my team have to switch apps?
Not usually. If your tasks and photos already live in a project or photo app, we can add the updates and the progress page on top of it, where that app lets outside software connect. If you track projects in a spreadsheet or on paper, we build the tracker itself with your stages. Your solution design says which one fits.
Does every update wait for me?
At first, yes. Every update is a draft until you approve it, from a link by email or text or in the tracker. Updates written by AI always wait for your OK. After the first month, you can let a plain fill-in update with no AI wording go out on its own under a rule you name.
Will an update promise when the project finishes?
No. An update says what was finished, what comes next and the date you set for it. The tracker doesn't predict finish dates. When a task runs late, your team sees it first, and you decide what the customer hears.
How do updates reach my customers?
By email from your own domain, with replies going to your inbox. Texts go only to customers who agreed to texts, through a checkbox we add to your intake or quote step or a note you record. Every text includes a way to opt out by replying STOP, and updates stay about the project with no offers inside. US carriers require businesses that text through software from ordinary 10-digit numbers to register, which is called A2P 10DLC, and we handle the registration as part of the setup.
What do I need to have?
We need your project types, the stages each goes through, the tasks in each and who does them, and which finished stages should tell the customer. A few past projects with any updates you sent help us set the tone. We also need admin access to the apps or the spreadsheet where your tasks, photos and dates are kept, and access to your domain's settings, or your web person's help, so email goes out from your domain. For updates we need your customers' emails, and for texts their mobile numbers with their agreement and your business details for the A2P 10DLC registration.
Where is my data kept?
Your information is kept in a database set up only for your business, never shared with another client's.
What does a project tracker cost?
The price depends on what we build, and your solution design includes a fixed price for the build. The process analysis and the solution design are free, and nothing starts until you decide to go ahead. Running costs such as hosting, photo storage, email, texting and AI drafting are covered by a monthly plan sized to your business and expected usage. Optional support is separate, and your solution design lays out both before you decide.
Get a free solution design for one process.
Tell us how you keep customers updated on projects today, and get your solution design within 2 business days.
Start free