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.

Over 20.000 happy daily users

Spreadsheet project tracking vs. OutSmart Project Management

Topic	Without OutSmart	With OutSmart
Project overview	Spreadsheet updated manually — always out of date	Live dashboard showing progress, costs, and status per project
Budget control	Estimated upfront, actual costs tracked separately or not	Actual hours and materials captured per project in real time
Task assignment	Email or verbal — easy to miss or duplicate	Tasks assigned in the system, visible to the whole team
Progress tracking	Ask each technician for an update	Job and task status updated by technicians in the app — live
Client reporting	Compiled manually at the end — time-consuming	Project progress report generated on demand at any time
Multi-team jobs	Coordination by phone, WhatsApp, or email chains	All teams work from the same project in OutSmart — one source of truth

Easily allocate funds & people to a project

By dividing projects into phases or activities with their own planning and budget, you prevent information from being scattered over separate work orders. You always have an up‑to‑date picture of progress, performance and financial impact. That gives you control over both execution and costs.

Project Management forms the umbrella above your daily work orders and planning. It provides insight and control for the longer term, while Project Planning helps you monitor deadlines and capacity. Together they ensure that your projects run smoothly from start to delivery.

Practical example

An installer starts a project for the installation of a complete climate system in a factory hall. Thanks to Project Management he sees at a glance how many of the budgeted 500 hours have already been written and which materials are causing most of the costs. This way he can adjust in time to stay within budget.

Benefits

Complete overview – bundle work orders, quotations and objects under one project
Budget monitoring – keep a close eye on costs and hours
Flexibility – divide projects into phases or activities
Insight & control – always up‑to‑date information available

3232784

Work orders per year

5172

Customers trust OutSmart

Years of experience

We constantly had to create work orders manually with pen and paper. By providing a clear digital system with many options, along with an excellent helpdesk that assists with everything, even the smallest questions, Outsmart has helped us.

Thomas Loos, Display4all

We used to lose work orders now and then, which made tracking time a challenge. With the easy digital entry of work orders, it's much simpler for the technician to manage the administration. Having 100% accurate work orders has definitely cut our administrative time in half.

Pascal Hanenbergh, Hanenberg Techniek

Frequently asked questions about OutSmart Project Management

Field service project management software groups related work orders, tasks, budgets, and team assignments under a single project record. OutSmart Project Management gives managers a live view of where every project stands — costs incurred, work completed, and what is still outstanding — without manual status updates or spreadsheet consolidation.

General project management tools are not connected to field operations. OutSmart Project Management is built into the same platform as your work orders, planning board, and billing — so actual hours worked, materials used, and job completions update the project automatically. No manual sync or data entry needed.

Yes. You set a project budget when the project is created. As technicians register hours and materials against project jobs, the actual cost is tracked in real time. Managers see budget consumption at a glance and can intervene before a project goes over budget.

Yes. A project in OutSmart can have multiple work orders assigned to different technicians or teams. Each person works their own jobs while the project manager sees consolidated progress across all of them in one view.

Yes. OutSmart generates a project summary report showing work completed, hours logged, materials used, and outstanding tasks. This can be shared with the client at any stage of the project — useful for milestone sign-offs or progress meetings.

Work orders created under a project appear on the planning board alongside regular service jobs. Dispatchers can assign and schedule project work orders the same way as any other job — the project link is maintained automatically in the background.

Yes. Projects can be structured with phases — for example, survey, installation, testing, and handover — each with their own work orders, deadlines, and responsible technicians. Milestone completion triggers can notify the project manager or the client automatically.

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