Overview
Structur is built around a simple, logical workflow that mirrors how construction projects naturally progress from initial inquiry to final payment. Understanding this workflow is essential to getting the most out of the platform and ensuring nothing falls through the cracks.
The Complete Workflow
Structur follows an 8-stage project lifecycle:
Lead → Estimate → Proposal → Approval → Project → Budget → Invoice → Closeout
Each stage represents a critical phase in your project lifecycle, and Structur is designed to make transitions between stages seamless and efficient.
Stage 1: Lead
What It Is
The starting point for every potential project. This is where you capture initial client inquiries and qualify opportunities.
What Happens Here
Capture initial client inquiries through your embed form or manually
Track basic project information and client contact details
Qualify leads and assign them to your sales pipeline
Move leads through customizable stages (New Lead, Ballpark Sent, Qualified Lead, etc.)
Create quick ballpark estimates for early-stage conversations
Key Features
Lead Pipeline Management: Organize and track all potential opportunities
Customizable Stages: Tailor your pipeline to match your sales process
Embed Form: Automatically capture lead information from your website
Ballpark Estimates: Provide quick pricing without detailed estimating
Lead Assignment: Assign leads to specific team members for follow-up
When to Move Forward
Move to the Estimate stage when a lead is qualified and you're ready to provide a detailed cost breakdown. When you create your first Estimate, the Lead will be moved automatically to the Estimating stage on Leads Pipeline.
Stage 2: Estimate
What It Is
A detailed cost breakdown for the project, organized by cost codes.
What Happens Here
Create groups to better organize your Estimate
Create line-by-line estimates using your cost code structure
Calculate material costs, labor hours, and subcontractor prices
Apply overhead and profit margins
Create multiple estimate versions if needed (value engineering options)
Review and refine numbers before presenting to the client
Convert created Estimates into templates if it is used frequently
Key Features
Multiple Estimates Per Project: Create different versions or options
Cost Code-Based Organization: Track costs in meaningful categories
Markup Calculations: Apply overhead and profit percentages
Material and Labor Tracking: Break down all project costs
Estimate Versioning: Compare different pricing scenarios
Templates: Create and manage templates to speed up the next Estimate creation
When to Move Forward
Advance to the Proposal stage when your numbers are finalized and you're ready to present a formal proposal to the client.
Stage 3: Proposal
What It Is
A professional, client-facing document presenting your estimate in a branded, polished format.
What Happens Here
Generate a branded proposal from your estimate
Customize presentation, scope of work, and terms
Add company information
Include payment schedules and terms
Send to client for review and approval
Key Features
Custom Proposal Templates: Create branded, professional documents
Scope of Work Sections: Clearly define project deliverables
Payment Terms and Schedules: Set expectations upfront
Digital Delivery: Send proposals directly to clients
Tracking: See when clients view your proposals
When to Move Forward
When your Proposal is sent, the Lead will be moved to the Proposal Sent stage on Leads Pipeline.
Stage 4: Approval
What It Is
A signed proposal that formalizes the project scope, pricing, and terms.
What Happens Here
Approve the proposal
Collect client signatures (digital or physical)
Define payment schedule and milestones
Establish project terms and conditions
Store executed contract documents
Key Features
Proposal Approval: Automatically create activity log in the Proposal document
Signature Collection: Digital signature capabilities
Payment Milestone Setup: Define when payments are due
Document Storage: Centralized contract management
Terms and Conditions Templates: Standardize your legal language
When to Move Forward
At this step, your Lead is converted into a Project automatically and from now on you can find the New Project stage on Projects Pipeline.
Stage 5: Project
What It Is
Active project execution and day-to-day management.
What Happens Here
Coordinate daily operations
Manage tasks, schedules, and team assignments
Track daily logs and progress
Handle RFIs (Requests for Information) and submittals
Coordinate with subcontractors
Manage documents and files
Process change orders as scope evolves
Key Features
Task Boards: Organize and assign work
Project Schedules: Track timelines and milestones
Daily Logs: Document daily progress, weather, and issues
Timesheets: Track labor hours by project and cost code
RFIs and Submittals: Manage project communication
File Management: Centralized document storage
Change Order Processing: Handle scope changes efficiently
Ongoing Stage
Projects remain in this stage throughout execution until completion.
Stage 6: Budget
What It Is
Financial tracking and cost control running parallel to project execution.
What Happens Here
Convert your estimate into a project budget
Track actual costs against budgeted amounts
Monitor cost codes for overages or savings
Manage allowances
Process subcontracts and purchase orders
Track bills and expenses
Monitor profitability in real-time
Key Features
Budget vs. Actual Tracking: See exactly where you stand financially
Cost Code Monitoring: Track performance by category
Allowance Management: Manage client selections and allowances
Subcontract Tracking: Monitor subcontractor costs
Bill and Expense Processing: Record all project costs
Purchase Orders: Track committed costs (in development)
Profitability Dashboards: Real-time financial insights
Ongoing Stage
Budget tracking runs throughout the project lifecycle alongside execution.
Stage 7: Invoice
What It Is
Billing the client and collecting payment according to your agreement.
What Happens Here
Create invoices based on payment schedule or progress
Apply retainage if applicable
Track payment status
Record payments received
Key Features
Simple Invoices: Quick billing for straightforward projects
Pay Applications (AIA-Style): Progress billing with retainage
Retainage Calculations: Automatically calculate holdbacks
Payment Tracking: Monitor what's been paid and what's outstanding
Client Payment Portal: Make it easy for clients to pay
When to Use
Invoice throughout the project according to your payment schedule, and at completion for final payment.
Stage 8: Closeout
What It Is
Final project completion, documentation, and archiving.
What Happens Here
Complete final punch list items (in development)
Collect final payments
Deliver warranties and documentation
Archive project files
Conduct project review and lessons learned
Update client relationship status
Key Features
Punch Lists: Track final items (in development)
Final Payment Collection: Close out financials
Document Archiving: Preserve complete project history
Project Completion Checklists: Ensure nothing is missed
Performance Analysis: Learn from each project
Final Stage
Marks the official completion of the project lifecycle.
How Information Flows Between Stages
The power of Structur's workflow is in how seamlessly information flows from one stage to the next:
Lead → Estimate
Client contact information, project details, and initial requirements automatically carry forward from the lead to your estimate.
Estimate → Proposal
Your detailed cost breakdown populates a professional, branded proposal document without re-entering data.
Proposal → Approval
Approve proposals, maintaining all pricing and scope details.
Approval → Project
Project details, schedules, and team assignments are pre-populated from your contract.
Estimate → Budget
Your estimate becomes your budget baseline, setting the financial targets for the project.
Budget → Invoice
Billing is based on your budget structure and actual costs tracked throughout the project.
All Stages → Closeout
Complete project history is preserved, creating a knowledge base for future estimates and continuous improvement.
Flexibility Within the Workflow
While Structur follows this logical progression, the system offers flexibility:
Skip Stages When Appropriate
Small projects may not need formal proposals or contracts. The workflow adapts to your needs.
Work in Parallel
Budget tracking and project management happen simultaneously, not sequentially.
Return to Previous Stages
Create additional estimates for change orders, revise proposals, or amend contracts as needed.
Customize Stages
Tailor stages and processes to match your specific business workflows.
Benefits of Following the Workflow
Consistency
Every project follows the same structured path, reducing errors and oversights across your entire team.
Efficiency
Information entered once flows through all subsequent stages automatically, eliminating duplicate data entry.
Visibility
You always know where every project stands in the lifecycle with real-time status updates.
Accountability
Clear stages define responsibilities and handoffs between team members, improving communication.
Financial Control
Budget and actual costs are tracked from estimate through closeout, protecting your margins.
Better Decision Making
Real-time data at each stage supports informed business decisions based on facts, not guesswork.
Common Questions
Q: Do I have to use every stage for every project?
No. Small projects might skip formal proposals or contracts. The workflow is flexible to match your business needs.
Q: Can I go backward in the workflow?
Yes. You can create new estimates, revise proposals, or amend contracts as project needs evolve.
Q: What if my business process is different?
Structur's workflow is designed to be adaptable. You can customize stages and processes to fit your specific requirements.
Q: How do change orders fit into the workflow?
Change orders are created during the Project stage and follow a similar path: estimate the change → create proposal → get approval → update budget.
Q: What happens if I delete a stage or skip it?
The workflow continues seamlessly. Structur is designed to adapt to your process, whether you use all stages or only some.