Projects

Better budget management and classifications

These new features help you track and categorize your project finances more effectively.

  • Budget status toggle: You can now designate each project as budgeted or unbudgeted. This helps you distinguish between projects that were included in your fiscal planning and unexpected expenses that fall outside your original budget.
  • Expenditure type toggle: Categorize your projects as either CapEx (Capital Expenditure) or OpEx (Operating Expenditure). This classification makes it easier to track and report on different types of spending across your portfolio.
  • Optional budget documentation upload: When creating or editing projects, you can now upload supporting budget documentation if needed. This feature is completely optional, so you can add documents when they're helpful without slowing down your project creation process.

New vendor spend request workflow

The new Vendor Spend Request feature creates a clear, consistent approval process for all vendor expenses. Before any vendor spending occurs, you'll submit a request through Prism's approval workflow. Once approved, the spending amount is tracked and linked to your specific project. This ensures every expense is authorized before it happens.

Previously, without a standardized approval process, it was difficult to prevent unauthorized expenses or maintain clear oversight of project budgets. Now you have a structured system that keeps spending on track from the start.

Complete Project lifecycle tracking

It’s now easier to track projects and manage vendor spending with better visibility and control throughout the entire process.

  • 10-stage project lifecycle: Projects now move through a clear 10-stage lifecycle from IDEA to CLOSED. Each stage shows you exactly where your project stands and tracks approvals along the way. The enhanced status system shows you the current phase of every project and any approval blockers that need attention.
  • Individual vendor budget allocations: When multiple vendors work on a single project, you can now set spending limits for each vendor through the Vendor Spend Request workflow. Each vendor receives their own approved

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Accurate Project currency tracking

There is an update to the way currency is selected when creating projects to prevent common data entry errors.

The currency field no longer defaults to USD. Instead, you'll see a blank field that you must fill in before saving your project. If you try to save without selecting a currency, you'll receive a prompt to choose one.

Previously, the automatic USD default caused users in other regions like Australia and Canada to accidentally create projects with the wrong currency. Now, by requiring a conscious currency selection for every project, you'll ensure accurate financial data from the start.

Updated Project labels

Terminology across the Projects module has been updated to ensure consistency and accuracy throughout the platform.

The "Budget" column now displays the same name across all features, including exports and imports. Previously, some areas still used the outdated "Approved Budget" label, which could cause confusion.

We've also updated the vendor spend tooltip to accurately describe NTE (Not-To-Exceed) amounts from work orders assigned to vendor spend records, replacing outdated language.

Filter Projects by vendor spend or work orders

New filters help you quickly identify projects based on their vendor spend and work order status.

These filters and columns are now available in your Projects view: "Has Vendor Spend" and "Has Work Orders." Both offer simple Yes/No options that you can use individually or combine together. You can also save your custom filter combinations for easy monitoring.

Granular Project permissions

A new permissions framework gives you precise control over project actions based on user roles.

You can now configure six different permission levels for projects and vendor spend requests:

  • Access Projects
  • Revise Budget/Spend
  • Approve Budget/Vendor Spend
  • Complete Projects
  • Move to In Progress
  • Close Projects

Previously, all users had the same project permissions, which meant you couldn't restrict sensitive actions like budget approvals or status changes by role. Now you can assign specific permissions to different roles, ensuring that only authorized users can perform critical actions like approving budgets or closing projects.

Automatic work order validation

Smart validation ensures work orders are always linked to projects at the correct property.

When you create or edit a work order, the project dropdown now displays only projects that are actually associated with the selected property. The system also validates this connection behind the scenes, preventing mismatched assignments even if someone attempts to bypass the standard controls.

Previously, users could accidentally assign work orders to projects at the wrong property, creating data integrity issues and project tracking errors. Now the system automatically ensures every work order links to the correct property-project combination.