Project management

One central place for all your projects.

With Project Management in OutSmart you bundle all work orders, activities and costs under one project. This way you keep overview of larger assignments that span multiple days, employees or phases. You see immediately how many hours and materials have already been spent and how this relates to the project budget.

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5_stars    Over 20.000 happy daily users
Alexandra the Project manager
Quick overview
 
All work orders, hours and material costs are automatically bundled per project — no manual consolidation
 
The live dashboard shows budget vs. actual costs — you see margin erosion before it’s too late
 
Additional work is recorded on the spot in the app — customer approves digitally, nothing gets lost
 
Multiple engineers work through project phases and task overviews — everyone sees the same status, no WhatsApp needed
 
The result: post-calculation in one click, direct invoicing to Exact, AFAS or QuickBooks — and finally knowing whether every project was profitable
Sound familiar?

Why projects run over and margins disappear

Hours in work orders, materials in Excel, additional work agreed verbally — and you only find out what the project really cost afterwards.

“You only realise you’re over budget when it’s too late”Registered hours and material costs are scattered across work orders and spreadsheets. You only see the project wasn’t profitable after it’s finished.“Additional work forgotten and never invoiced”An engineer fixes an extra problem on site. Agreed verbally, never documented. The customer pays the main job — the extras disappear into thin air. Every week.“Tracking progress via WhatsApp”“How far along are you?” — you ask that ten times a day. Engineers send updates over WhatsApp, teams work past each other and the planner never has a current picture.
“Multiple engineers, nobody has the full picture”On a project with three engineers nobody knows exactly what the others have done. Duplicate work, waiting times, missed tasks — and the invoice total doesn’t add up.“Consolidating hours takes longer than the project itself”Afterwards you collect work orders, add up hours, dig out material costs — all manually. The post-calculation takes longer than the job itself and is rarely quite right.“No post-calculation, no lesson learned”Was the project profitable? You have no idea because data is scattered. On the next project you make the same estimation mistake.

Sound familiar? Here’s how OutSmart solves it.

See the solution ↓
Customer story

How DeMo grew 15% without hiring more staff

01 · Situation
Growth the paper system couldn’t handle

DeMo Service & Industrial Doors grows 15% annually. With paper work orders, separate spreadsheets and manual post-calculation, the back office hit a wall. Project costs were only visible after completion — too late to course-correct.

02 · Action
Fully digital project management with OutSmart

DeMo switched to OutSmart: project dashboards per job, digital work orders, planning board and direct accounting integration. Engineers register hours and materials live — the dashboard shows real-time project status.

03 · Result
15% growth with the same team

“We now have one system where everything comes together. That gives us control over the whole process and lets us keep growing without it becoming chaotic.”

Frank MeijsenStrategic Advisor, DeMo Service & Industrial Doors
Solution

From quote to invoice — completely in view

OutSmart gives your project manager and engineer a single system. Monitor budget, record additional work, coordinate teams — without WhatsApp or Excel.

OutSmart Project Dashboard
Project Dashboard

Always in control of costs, hours and progress

Benefit: see margin erosion before it’s too late — not after the fact

Link work orders, hours and materials to one project. The dashboard shows live what has been booked, what it costs and whether you’re still within budget.

Budget tracking — see immediately when a project is heading over budget
Hours per engineer — who did what and how many hours?
Material costs per project — automatically linked to work orders
Post-calculation — compare budget with actual costs in one click
More about the project dashboard →
“OutSmart has significantly improved our workflows. The AFAS integration makes post-calculation and invoicing seamless.”
Tom Groot · VKS Schiedam
Additional Work & Phases

Never forget additional work again — everything documented

Benefit: every extra job digitally recorded, customer approval — no disputes afterwards

The engineer records additional work directly in the app as an extras work order. The customer approves digitally on the spot. Large projects are divided into phases with tasks per engineer.

Extras work order in the app — record on site, customer signs digitally
Project phases — break large jobs into manageable steps
Tasks per phase — assign to specific engineers or teams
Everything on the invoice — main work and extras automatically consolidated
More about capturing additional work →
“OutSmart gives us a clear system for projects, service and maintenance. Scheduling has become so much simpler.”
Kimberley · Oostendorp Nederland
Additional work phases
Team planning project
Planning & Team

Multiple engineers on one project — everyone in sync

Benefit: no WhatsApp, no duplication — one overview for the whole team

Via the planning board you schedule multiple engineers on the same project. Everyone sees their own tasks and registers hours live in the app.

Multi-engineer planning — assign tasks to the right person
Real-time status updates — engineer marks complete, office sees it instantly
Hours per engineer per project — who spent how many hours?
No WhatsApp needed — all communication through the app
More about team management per project →
“With OutSmart we work fully digital: engineers see their jobs instantly and we respond faster to urgent calls.”
Martijn Kooijman · AaproTect
OutSmart Project Dashboard
Project Dashboard

Always in control of costs, hours and progress

Benefit: see margin erosion before it’s too late — not afterwards

Link work orders, hours and materials to one project. The dashboard shows live what has been booked, what it costs and whether you’re still within budget.

Budget tracking — see immediately when a project is at risk of going over budget
Hours per engineer — who did what and how many hours?
Material costs per project — automatically linked to work orders
Post-calculation — compare budget with actual costs in one click
More about the project dashboard →
“OutSmart has significantly improved our workflows. Thanks to the AFAS integration, post-calculation and invoicing are perfectly handled.”
Tom Groot · VKS Schiedam
Comparison

OutSmart vs. Excel & disconnected apps for project management

Excel seems free — but what does it really cost you when you only find out a project wasn’t profitable after the fact?

SituationExcel / separate apps / WhatsAppOutSmart digital
Real-time insight into budget and costs✗Only after manual processing✓Live dashboard per project
Document additional work with customer approval✗Verbal, often forgotten✓Recorded digitally + approval in app
Multiple engineers on one project✗Each in their own app or on paper✓Everyone sees the same status, real-time
Hours automatically linked to project✗Manual consolidation after the fact✓Via work order or timer in app, automatic
Manage project phases and tasks✗Not possible without custom tools✓Structure per phase, visible to everyone
Post-calculation immediately available✗Calculate hours manually afterwards✓Automatic after completion, in one click
Invoice directly from the project✗Build manually in accounting package✓Automatic to Exact, AFAS or QuickBooks
By industry

Suitable for every field service sector

Project management in OutSmart works for any field service company that operates with budgets, multiple engineers and lead times.

Installation
Installation & MechanicalProjects with multiple phases and engineers, capturing additional work and invoicing directly via Exact or AFAS.Learn more →
Construction
Construction & MaintenanceMonitor budget per project, register hours per crew and access post-calculation immediately after completion.Learn more →
Security
SecurityPlan installation and maintenance projects per object, link hours and approve additional work on the spot.Learn more →
HVAC
HVAC & RefrigerationMonitor large installation projects, divide phases per technician and track budget in real time.Learn more →
Doors
Doors & Access TechnologyTrack installation and maintenance per project, record additional work digitally and book it through immediately.Learn more →
Facility
Facility & CleaningCoordinate multiple teams at one location or project, register hours per plot and invoice per job.Learn more →
What customers say
Field service companies on their experience with OutSmart.
Niels Luijten
“The switch to digital work orders was smooth. We now work with far more clarity, speed and confidence.”
Niels LuijtenDyzle
Kimberley
“OutSmart gives us a clear system for projects, service and maintenance. Scheduling has become so much simpler.”
KimberleyOostendorp Nederland
Tom Groot
“OutSmart has significantly improved our workflows. The AFAS integration makes post-calculation and invoicing seamless.”
Tom GrootVKS Schiedam
Martijn Kooijman
“With OutSmart we work fully digital: engineers see their jobs instantly and we respond faster to urgent calls.”
Martijn KooijmanAaproTect
New · Beta

Quote-to-project integration: from quote directly to project

Link, create and synchronise projects directly from your quotes — without re-entering scope or phases.

1

Create a project from a quote

Create a new project, generate a draft based on the quote content, or link an existing project. Easy to unlink afterwards.

2

Schema controls the link

Set up in the quote schema how the integration works: automatic draft projects, sync on save and conversion of sections.

3

Project shows the quote context

From within the project you see directly which quote it belongs to. Pipeline context, status and phases stay consistent between sales and delivery.

What this delivers

  • ✓ No double entry — quote data flows directly into the project
  • ✓ Finance, sales and project teams share the same object without retyping
  • ✓ Status and phases synchronised — from quote acceptance to project delivery
Frequently asked questions

FAQ about project management with OutSmart

Everything you want to know about digital project management for field service companies.

What is project management software for field service companies? +

Project management software for field service combines scheduling, work orders, time registration, material registration and invoicing in one system per project. In OutSmart you link all work orders, hours and materials to a single project, giving you real-time control over costs, progress and profitability.

How do I track the project budget in OutSmart? +

You set a budget when creating the project. OutSmart compares this live against registered hours and material costs. As soon as a project is heading over budget, you see that in the dashboard — so you can course-correct before it’s too late.

How do I process additional work on a live project? +

The engineer records the additional work in the app as an extras work order. The customer approves digitally on the spot. The extras are automatically added to the project and processed in the final invoice. Nothing gets lost, no disputes afterwards.

Can multiple engineers work on one project simultaneously? +

Yes. Via the planning board you schedule multiple engineers on the same project. Everyone sees their own tasks and can register hours via the app. In the project overview you see hours per engineer — all consolidated without manual addition.

How do I invoice a project from OutSmart? +

After completion everything is ready: hours worked, materials used and any additional work. From the project you create an invoice directly — or export to Exact Online, AFAS, QuickBooks or Xero. No manual re-entry, no forgotten line items.

What’s the difference between a project and a work order in OutSmart? +

A work order is one job for one engineer at one time. A project is an overarching entity — with multiple work orders, engineers, phases and its own budget. All work orders within a project are automatically consolidated for overview and invoicing.

Which sectors is OutSmart project management suitable for? +

OutSmart is suitable for all field service companies with project-based work: installation, construction and maintenance, security, lifts and doors, electrical, HVAC and more. Any company where multiple staff work on jobs with a budget and lead time benefits from project management in OutSmart.

Can I try OutSmart for free? +

Yes. You always start with a free 14-day trial, without a credit card or commitment. See current pricing on the pricing page.

What is the process for additional work? +

Additional work is work outside the original scope invoiced separately: the engineer records it in the app, the customer signs digitally on the spot and the back office receives a separate work order ready for invoicing. OutSmart customer data shows that companies recording additional work digitally invoice an average of 94% of it, vs. 71% with paper records.

Can I create a project directly from a quote? +

Yes. With the quote-to-project integration (beta) you create a new project from any quote, generate a draft based on the quote content, or link an existing project. Scope and phases don’t need to be re-entered. Status and phases stay synchronised between sales and delivery. Available for accounts with both quotes and project management enabled.

Multi-engineer project planning in OutSmart
Planning & Team

Multiple engineers on one project — everyone in sync

Benefit: no WhatsApp, no duplicate work — one overview for the whole team

Via the planning board you schedule multiple engineers on the same project. Everyone sees their own tasks and registers hours live in the app.

Multi-engineer scheduling — assign tasks to the right person
Real-time status updates — engineer marks done, office sees it instantly
Hours per engineer per project — who spent how many hours?
No WhatsApp needed — all communication via the app
More about team management per project →
“With OutSmart we work fully digitally: engineers see their jobs directly and we respond faster to urgent calls.”
Martijn Kooijman · AaproTect