Project Management

Every Item, On Site, On Time

FF&E and project materials tracked from PO to room — milestones, crews, and job cost running on the same live data as your warehouse and purchasing.

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Projects That Run on Real Inventory

Your project plan isn't a spreadsheet you reconcile with the warehouse — every line item, milestone, and dollar runs on the same live data as stock, POs, and invoices.

Material readiness

86%

Guestrooms

42/42 staged

Lounge

in transit · Jul 19

Corridor

12 short · PO drafted

Every Item Tracked

Everything connected, from planning to delivery,

Deal → fulfillment

Jul 28

Sign-off

Long-lead

Site ready

Install

Handover

Install at risk — lounge seating ETA Jul 19 vs need Jul 17. Shift crew or split install?

Detected early, not on-site

Timelines driven by real lead times.

Job cost — live

18.2% margin

Materials

$218k of $231k

Labor

$64k of $58k

Freight & install

$41k of $49k

Real-Time Margin

Landed costs, labor, freight, all in.

Projects Agent · included

Reforecasts job cost on every delivery, receipt, and timesheet — and pings you only when something breaks the plan.

See it work

The Features

Six Features. One Project, Kickoff to Closeout.

Pick a feature — each one shown live in the product.

materials - prj-208

64 lines - sourced from stock, pos, and vendors

1 Shortage

Line

need

Status

Casegoods pkg - 42

Jul 24

Staged bay 4

Drapery sets - 18

Jul 24

Reserved

Lounge seating - 14

Jul 17

In transit

Sconce fixtures - 24

Jul 21

12 Short

12 sconces short of need date - PO drafted at Lumina Lighting, ETA Jul 20

review po

Shortage logged the day the count moved - not the day the crew arrived.

timeline - prj-208

Milestones read live PO ETAs and stock

1 At Risk

Design sign-off

Jul 12 - client approved

Long-lead orders placed

Jul 20 - 6 POs - all confirmed

Site ready

In progress - demo done, staging Jul 15

Install-Floor 6 - Jul 28

At risk - seating ETA Jul 19 vs need Jul 17 - options drafted

The plan moves when reality moves - crews and billing follow the new dates.

Install board - floor 6

2 crew - tasks gated on staged materials

14 Tasks Open

to do

in progress

done

Rooms 609-612 casegoods

Crew B - Jul 29

Rooms 601-604 casegoods

Crew A - 60% - materials staged

Carpet tile - corridor

Signed off - photos attached

Corridor sconces

Blocked - 12 fixtures short

Drapery 601-608

Crew B - started 8:10 am

Site staging

Bay 4 racked - Jul 15

Blocked tasks say why - the missing material, its PO, and its ETA.

time - week of jul 13

logged from crew phones - posts to job cost daily

Posted

Crew

phase

hrs

cost

Crew A - 4 Techs

Install - guestrooms

126.0

$8,190.00

Crew B - 3 Techs

Site ready - staging

87.5

$5,470.00

R. Chen - PM

Coordination

31.0

$2,830.00

labor budget - install phase

$64k of $58k

244.5 hrs posted to PRJ-208 this week - Job cost updated the same day.

job cost - prj-208

budget vs committed vs actual - live

Labor Over

cost code

budget

actual

var

Materials - FF&E

$231,000.00

$218,400.00

+$12.600.00

Labor - install

$58,000.00

$64,100.00

-$6.100.00

Freight & delivery

$49,000.00

$41,200.00

+$7,800.00

Contingency

$18,000.00

$4,200.00

+$13,800.00

Labor trending 10% over - overtime on stanging. Forecast at completion still inside contingency.

Forecast at completion: $412,000.00 - margin 18.2%, updated with every posting.

Billing - prj-208

milestona billing - $486,000.00 contract - 10% retainage

Invoice Drafted

milestone

amount

Status

Deposit - contract signed

$145,800.00

Paid

Materials delivered

$145,800.00

INV-2210 Drafted

Install complete

$145,800.00

On Milestone

Retainage release

$48,600.00

At Handover

"Materials delivered" confirmed today - INV-2210 drafted from the milestone.

Send invoice

Billing follows the plan - a milestone that moves, moves its invoice with it.

Cross-Module · Procurement

Shortages Become POs, Attached to the Job

Projects and Procurement run on one system. Short on a project line? A PO gets drafted, the ETA checked against your need date, and every dollar lands on the job's cost codes.

Shortages draft POs with vendor, price, and ETA checked against the need date

Every PO carries the project and cost code — receipts post to the job on arrival

Vendor slips flow back into the timeline — milestones move before crews do

shortage -> PO-1148 Draft

sconce fixtures - 12 shot - prj-208 corridor

Awaiting Approval

Sconce fixtures

12 short of need - Jul 21

Lumina Lighting · 12

$74.00 last price · ETA Jul 20

Charged to

PRJ-208 · Materials - FF&E

Ship to

Site - Harborview, bay 4

ETA vs need date

Jul 20 · 1 day of buffer

Approved PO

Change vendor

Receipt will post to the job - corridor task unblocks the moment it arrives.

Project P&L - PRJ-208

From posted invoices, bills, and timesheets · live

Books match

Billed

$291.6k

Cost to date

$327.9k

Margin fcst

18.2%

Description

amount

Posted to

Bill — Lumina Lighting

$888.00

Materials - FF&E

Timesheets — wk Jul 13

$16,490.00

Labor — install

INV-2210 — milestone 2

$145,800.00

Revenue · AR

Same ledger, two views - the PM's job cost and finance's P&L are one set of numbers.

Cross-Module · Accounting

A Project P&L Finance Doesn't Rebuild

Job cost isn't a shadow ledger. Bills, timesheets, and milestone invoices post once — to the books — and the project P&L reads straight from them. Closeout is a review, not an archaeology project.

Every bill, timesheet, and invoice posts once — to the job and the GL together

WIP, retainage, and revenue recognition tracked per milestone, not per spreadsheet

PM and controller read the same margin — no month-end reconciliation meeting
Drafts push to the rep's phone with checks already run — approve in one tap.

Projects Agent

A Forecast That Never Goes Stale

Every Operlinx module ships with its own AI agent. The Projects Agent reforecasts the job on every event that touches it — and only interrupts you when the plan is actually at risk.