Once your client confirms the quoted project's scope and price, you can plan the delivery process.
There are several ways to build a project plan in Scoro. Reusing quote data cuts double-data entry and helps you efficiently track project results against estimates. However, you can build a project plan entirely from scratch or use templates for recurring projects.
Watch the video to learn about all three options, or use the GIF guide below to learn about the approach you're interested in.
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Convert a quote into a project
If you outline high-level deliverables, such as copywriting or design, when compiling quotes and don't require a more granular breakdown of tasks to proceed with work, you can save time on double-data entry when building a project plan.
Simply reuse the quote data and convert it into a project plan by clicking the Use data on quote button.
The high-level deliverables will make up our project timeline, and your teammates will be able to log their time against these larger tasks or objectives. This approach is favored by teams where employees are familiar with the detailed requirements of the tasks and manage their daily work with personal to-do lists on software like Jira or Asana.
Build a project from scratch
If your projects require detailed planning and more granular tasks than outlined in the quote, you can either enhance an existing plan or add phases and tasks to each new project plan from scratch.
We recommend using the Gantt chart to do this. This way, you can outline activities, assign responsibilities and plan the delivery timeline simultaneously.
You can share snapshots of the current state of your Gantt chart with clients and other external stakeholders via a unique share link. This makes it easier for you to propose or confirm timelines and align expectations.
Use project templates for standardized services
If the service packages you offer are standardized, you can save time on manual data entry with project templates. Simply create a project template for each type of recurring project and launch the relevant one every time you sign a new deal.
This way, whenever you launch a template project, the required tasks are populated and assigned to the right team members automatically while the Gantt chart generates the project timeline.
Set up a retainer project
Whether you convert a quote into a project plan, build it from scratch, or use a template, you can choose to set up a one-off project or a retainer. The latter plan will reflect a long-term partnership with your client where they pay a fixed sum for a set number of hours or deliverables each period. To set up a retainer in Scoro, simply toggle the switch to retainer when creating a new project.
Add retainer periods based on the agreed contract. To avoid overservicing, add the agreed monthly hours. This way, you can track estimated versus used time as your project progresses. To monitor your financial performance against estimates, add the fee you've agreed to invoice each period. If needed, you can also track costs and expenses to ensure you stay within the budget.
If you use a quote to agree on retainer contract terms, these budget fields will be automatically prefilled when you convert the quote into a project plan.
Once saved, all the retainer periods are automatically created, and you can start planning activities. You can view all periods together or open a single billing period to run it like a mini project.
Now that you know how to create a project plan, you can explore each option in-depth using the resources below. When ready, move on to the next article and determine the best way to assign tasks within your team.