Overview
This article gives new users a complete overview of how a project moves through Handoff, from setup to final invoice.
Handoff brings your estimates, proposals, documents, invoices, files, and client communication into one place. Each project acts as the central workspace for a specific job so you can manage every stage of the workflow in a single location.
Use this guide to understand the typical order of operations before you start building your first project.
Step-by-Step Instructions
Create a project
Go to the Projects tab.
Click the green New button in the top-right corner of the project screen.
Enter a project name.
Click Create project.
Or create a project using Handoff’s AI:
Open AI on desktop or mobile.
Ask it to create a project.
Provide the project name when prompted.
A project is the main workspace for a job.
It stores estimates, invoices, documents, files, and all project activity in one place.
Add a client
After creating a project, you will be automatically taken to the new project screen.
From the project screen, go to the Overview tab.
Find the Client details card.
Click Add client.
Select an existing contact or create a new one.
Enter the client’s name, phone number, email, and address.
Save the client to the project.
You can also use Handoff’s AI to add client details to a project.
Open AI on desktop or mobile.
Ask it to add client details to a specific project.
For best results, include the project number in your request.
Example: "Add the following client details to PRJ-10001, John Smith,
630-333-1234, [email protected], 600 S Congress Avenue, Austin Texas 78754"
Adding a client now allows Handoff to autofill contact details when sending proposals and invoices.
Upload files and plans
Open your project and go to the Files tab.
Click Upload file.
Select files from your device.
On desktop, you can also drag and drop files directly into the project.
Upload plans, blueprints, photos, specifications, and other documents.
Keeping files in one place helps your team stay aligned.
Uploaded files give Handoff’s AI better context when creating estimates.
Create an estimate
Open your project and go to the Estimates tab.
Click Create estimate.
Describe the job in the chat thread.
Or click the microphone to speak your scope.
Generate the estimate using AI.
Review the estimate.
Edit line items, sections, markup, and margin as needed.
For a more detailed dive on estimates check out our dedicated article here:
Convert an estimate into a proposal
Open the estimate.
Click Convert To:
On desktop, click Convert To in the top-right corner.
On mobile, tap Convert To in the bottom-right corner.
Select Proposal.
Review the proposal.
Add branding and adjust the content as needed.
The estimate remains unchanged.
The proposal is the version shared with the client.
Sending the proposal
From the proposal, click Send. You can deliver it via Email, SMS, or as a shareable link — or any combination. The send dialog confirms who it's going to and how, using the client details you added earlier. Once sent, you'll be able to track whether the client has opened it and taken action.
Giving your client portal access
The Client portal card on the project screen gives your client a dedicated space to see everything you've shared with them — proposals, invoices, documents, daily logs, and more. Click Enable to turn it on, then invite your client so they can sign in with a verification code (no account needed). You control exactly what's visible to them at any time.
Creating documents
Under the Documents tab, click Create document to draft things like work orders, scope sheets, contracts, or any other project paperwork. Handoff's AI can turn your estimate into these documents in seconds, saving you from rewriting the same information in multiple places. You can also start from scratch or use one of the built-in templates.
Creating an invoice
When it's time to get paid, head to the Invoices tab and click Create invoice. You can build a standalone invoice or generate one directly from an existing estimate or proposal — the line items carry over automatically so you don't have to re-enter them. From there, send the invoice to your client the same way you sent the proposal, and Handoff will help you track payment status.
Where to go from here
That's the full lifecycle: project → client → files → estimate → proposal → portal → documents → invoice. Every feature mentioned here has its own detailed article in the help center if you want to dig deeper. The best way to get comfortable is to set up your first project and walk through each step — you'll find Handoff's AI does a lot of the work for you along the way.
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