Use this video-first Sales course page to move through the main OneCrew Sales workflow and open the full written training when needed.
Use this page to move through the core Sales workflow. Select a video from the Training Playlist, watch the walkthrough, and review the related written instructions below.
The full Training Library remains available in the left sidebar so users can still move to other OneCrew training pages when needed.
Create the Project record used for estimating, proposals, scheduling, and the rest of the job process.
Open Full Written TrainingThis section updates to show the written guidance related to the selected video.
Creating a Project in OneCrew establishes the record that will be used for estimating, proposals, scheduling, and the rest of the job process. This page explains how to open the New Project page, select the correct related records, complete the required details, and create the Project.
Before creating a Project, search OneCrew to confirm that the correct Account, Contact, and Site already exist.
Always check for existing records before creating a new Account, Contact, or Site. The goal is to avoid duplicate records in OneCrew.
There are two ways to begin creating a Project:
On the New Project page, select the Contact, Account, and Site associated with the Project.
Use existing records whenever possible. Only create a new Account, Contact, or Site after confirming that the correct record does not already exist.
Complete the required Project information. Fields marked with a red indicator are required. OneCrew automatically generates the Project ID in the current year-number format and selects the standard checklists.
Review the information you entered, then click Create.
OneCrew will open the newly created Project page.
After the Project has been created, continue to Create an Estimate.
Once a Project has been created, the next step is to build the Estimate that will be used to prepare the customer Proposal. The Estimate should reflect the expected scope of work, quantities, labor, materials, equipment, and other costs as accurately as possible.
Create and review the Estimate that will serve as the financial and scope foundation for the customer Proposal.
Open the Project and locate the Estimates section.
Click + New Estimate to begin.
OneCrew automatically names the Estimate using the Project name followed by Estimate. Update the name when needed to make the Estimate easy to identify. The first Estimate created for the Project is marked as Primary by default.
Click Add Service and select the Service or Service Set that matches the work being estimated.
You can scroll through the available Services or begin typing the Service name to filter the list.
Enter the measurement if it is already known, review the prepopulated margin, and click Add.
OneCrew automatically includes the default Service description. This description carries forward into the Proposal and can be reviewed or edited later.
Always select a predefined Service. Do not use a blank Service or blank Service Set.
After a Service is added, it appears expanded so you can review the cost items associated with it. Click the Service heading to collapse or reopen the details.
OneCrew automatically populates the standard labor, material, equipment, and other costs based on the selected Service. Review the information carefully and update any editable fields needed for the specific Project.
Fields that are shaded gray cannot be changed. Blue fields are calculated automatically but may be overridden when necessary.
Additional costs can be added when the standard Service does not include everything required for the work.
To add a cost, hover over the appropriate cost category and click the plus option. Select the required cost, enter the relevant details, and click Add.
Use the three-dot menu beside an existing cost item to make common changes such as renaming, replacing, deleting, or resetting the cost.
Use the separate Margin Holds and Taxes training when those options are required.
Review the Materials section and select the correct vendor for each material used on the Project.
OneCrew may calculate quantities automatically using the measurements and formulas assigned to the Service. Confirm that the quantities are reasonable before saving the Estimate.
Review the labor hours and crew quantities included with the Service. Update them as needed so they reflect the expected crew size and time required to complete the work.
Services automatically allocate labor, but labor can be customized as needed for the Project.
When the Estimate information is complete, click Save in the upper-right corner.
You can reopen the Estimate later to add or update information.
After the Estimate is saved, OneCrew changes the Project status from Lead to Estimating.
When adding a Service that is not part of the base scope, check Optional before clicking Add. The Service can then be presented to the customer as an optional selection in the Proposal.
Create multiple Estimates when the customer should receive separate packages, scopes, or pricing options.
From the Project page, click New Estimate and build the additional Estimate using the same process. Each Estimate can contain a different combination of required and optional Services.
Organize the supporting files and use the completed Estimate to prepare the customer-facing Proposal.
Upload supporting files to the Project before adding them to the Proposal. These files may include site maps, photos, PDFs, specifications, terms and conditions, or other Project documents.
Files can be moved, renamed, deleted, or found using the Search field when needed.
Keep the folder structure consistent with your business unit. Avoid creating new folders unless they are part of the agreed team process.
All supporting files must first be uploaded to the Project's Documents tab before they can be added to the Proposal.
Use the Project Documents section for photos or other images where captions or notes may be needed.
Use Append Documents for PDFs, terms and conditions, specifications, full-page images, and other standalone files that should appear as separate Proposal pages.
Use the Sections control to add, remove, or reorder Proposal sections. Drag and drop sections when the order needs to be changed.
The Project Documents section accepts images. Use Append Documents for PDFs and other full documents.
Once the Estimate is complete, return to the Project page and click Proposal.
OneCrew uses the Project and Estimate information to create a prebuilt Proposal. Review the Proposal carefully before sending it to the customer.
Confirm that the following information is correct:
Any section with a three-dot menu can be edited. Service descriptions can also be adjusted to better reflect the job-specific scope, customer expectations, or bid requirements.
When the Proposal information and documents are correct, click Save in the upper-right corner.
A Proposal can be reopened and edited while it is still live and has not been signed. Use the edit option to make changes, then click Save again.
There are several ways to deliver the Proposal:
The recommended method is to use the Send button in OneCrew. This keeps the Proposal connected to the Project and allows OneCrew to track customer activity.
Before sending, review the following:
Review all information, then click Send Email.
After the Proposal is sent, the Project status changes to Proposed. OneCrew also displays whether the Proposal was sent or opened and may show the date and time it was opened.
HPP's standard method is to use electronic signatures. Some business units may also allow paper signatures, so confirm the accepted process with your manager.
The Proposal email must include the {Proposal Link} variable. This creates the secure link the customer uses to review and sign the Proposal.
When the customer signs electronically, OneCrew automatically:
E-signed Proposals do not need to be uploaded again to the Documents tab.
When the customer selects from multiple Estimates or Optional Services, confirm the accepted scope in OneCrew.
Select the accepted Estimate and any Optional Services approved by the customer. Confirm the selection so the Project total and scope reflect the customer's final decision.
The accepted Estimate is then locked and becomes the basis for the Work Order.
Confirm that at least one Estimate has been created for the Project.
Confirm that the {Proposal Link} variable was included, the link was not broken in the email, the customer checked their spam or junk folder, and the Proposal was sent to the correct address. Resend the Proposal when needed.
Confirm that the Service was marked Optional when it was added to the Estimate. Required Services are included automatically.
Confirm that the Project status is Accepted. The Work Order cannot be created until the Proposal has been accepted.
After the Proposal has been accepted and the final scope is confirmed, continue to Prepare the Work Order / Change Order.
A Work Order turns an accepted Project Estimate into clear, field-ready instructions for the crew.
It should give the field team the information needed to complete the work correctly, including the scope, quantities, materials, equipment, site instructions, maps, photos, documents, and relevant contacts.
Work Orders and Change Orders follow the same general preparation process in OneCrew.
The main difference is who is responsible for the added cost.
Regardless of the type, the instructions provided to the field team should clearly explain the updated scope, quantities, and job requirements.
Open the accepted Project in OneCrew.
Click Work Order in the upper-right corner of the Project page.
Review the Project information shown at the top of the Work Order before making any changes.
Use the Work Order Notes field for important information the crew should see immediately.
Appropriate notes may include:
Formatting tools may be available for bold text, lists, underlining, and links.
Work Order Notes appear prominently on the Work Order, so keep them clear, specific, and relevant to the crew.
The Project Log is the internal communication and activity history for the Project. Use it to keep important conversations and supporting information connected to the job.
Use the Project Log to:
When preparing a Work Order or Change Order, use the Log to document important handoff information, unresolved questions, scope changes, or details that another team member needs to review.
The Project Log is for internal communication. Do not use it to send messages to customers.
The Work Order pulls its Services from the accepted Estimate.
Review each Service and confirm that the description is appropriate for the field team. Use the three-dot menu and select Edit when changes are needed.
Update descriptions when necessary to:
Each Service may also include Additional Information from the Service setup. This may contain procedural steps, specifications, disclaimers, or other execution details.
Review that information and include only what is relevant to the work being performed.
A Project may contain multiple Services, but a specific crew may only need information for one Service or phase of work.
Use the Services control to select which Services should appear on the Work Order.
Removing a Service from the Work Order does not remove it from the Project or Estimate. It only prevents that Service from appearing on the Work Order being prepared.
If the selected Services include checklist items, review them and confirm that the applicable items are included.
Some business units may also use separate Project checklists. Follow the process required by your business unit.
If the Project includes a map, confirm that:
Use Load Project Map if the map does not appear automatically.
Use Manage Docs to add relevant Project documents and photos to the Work Order.
The file will not appear on the Work Order.
Use this for photos or images that should appear with a caption or explanation. Review and edit the notes before including the image.
Use this when a file should appear as a separate page at the end of the Work Order. Reorder appended files when needed so they appear in the correct sequence.
Only include documents that are relevant to the crew and the work being performed.
Click View to generate a PDF preview before making the Work Order available.
Confirm that the Work Order includes the correct:
Correct any missing or inaccurate information before continuing.
| Option | Purpose |
|---|---|
| Save | Saves the current Work Order configuration. |
| View | Opens a PDF preview that can be reviewed or printed. |
| Send | Opens an email window and attaches the Work Order as a PDF. |
Save the Work Order after making changes so the latest information is available to the team.
After the Work Order or Change Order has been prepared and the final instructions are confirmed, the Project can continue through scheduling and field execution.
The next Sales training step is Review the Costed Job.