Project Timeline
Status: Concept — Last Updated: 2026-05-15
The Project Timeline is not a checklist or a to-do list. It's a log — an automatic, chronological record of everything that happened on a project. Events are written to the timeline as work occurs in the field, not entered manually by office staff. The timeline tells the story of a job from first contact to final payment.
Timeline View
Roof Repair — Park Residence
Sarah Park · 1428 Lakeside Dr · Project #PRJ-1024
AllFieldAIFinancialCustomerCommsSystem
Payment Received
Financial
$8,400 · Card ending 4421 · Sarah Park
by Auto
INV-2087 · $8,400 · Final invoice
by Mike Alvarez
Active → Complete
by Mike Alvarez
12 after-photos analyzed · ridge cap intact · flashing sealed
by Auto
Geofence exit · 4h 18m on site
by Auto · Carlos R.
After photos · ridge, valleys, gutters
by Carlos Reyes
Lowe's · $342.18 · drip edge + nails
by Carlos Reyes
Geofence entry · 4 min early
by Auto · Carlos R.
"On our way at 9:30 tomorrow. — Park Roofing"
by Auto
Appointment Confirmed
Customer
Customer confirmed via portal
by Auto · Sarah Park
Carlos Reyes · Roofing Crew A
by Lisa (Dispatcher)
Estimate Approved
Financial
$8,400 · Signed via portal
by Auto · Sarah Park
EST-3019 · 3 line items
by Mike Alvarez
Source: AI Receptionist call
by Auto
Showing 14 of 47 events · Load older events
Event Types
Timeline events are organized into 6 color-coded groups.
Field Events (Blue)
| Event | Description | Auto / Manual |
|---|
| Tech Arrived | GPS geofence entry detected | Auto |
| Tech Departed | GPS geofence exit detected | Auto |
| Time Entry | Total time on site logged | Auto |
| Photo Captured | Photo taken and attached to project | Auto |
| Video Recorded | Field video saved to project | Auto |
| Receipt Scanned | Receipt photo taken, expense logged | Auto |
| Material Delivered | Delivery logged via receipt or manual | Manual |
| Note Added | Team member added a field note | Manual |
| Issue Flagged | Problem identified on site | Manual |
AI Generated Events (Purple)
| Event | Description | Auto / Manual |
|---|
| AI Inspection Report | AI analyzed photos and generated a condition summary | Auto |
| Video Transcription | AI transcribed audio from a field video | Auto |
| Task Extracted | AI pulled action items from a transcription | Auto |
| Photo Classified | AI categorized a photo (before/during/after, subject type) | Auto |
Financial Events (Green)
| Event | Description | Auto / Manual |
|---|
| Estimate Created | Draft estimate added to the project | Manual |
| Estimate Sent | Estimate delivered to customer | Auto |
| Estimate Approved | Customer accepted the estimate | Auto (from signature or portal approval) |
| Change Order Created | CO added to the project | Manual |
| Invoice Generated | Invoice created and sent | Manual / Auto |
| Payment Received | Payment logged against the invoice | Auto |
Customer Actions (Teal)
| Event | Description | Auto / Manual |
|---|
| Portal Viewed | Customer opened their project in the customer portal | Auto |
| Document Signed | Customer e-signed a contract or estimate | Auto |
| Appointment Confirmed | Customer confirmed a scheduled visit | Auto |
| Appointment Rescheduled | Customer changed a scheduled time | Auto |
| Review Submitted | Customer completed the post-project survey | Auto |
| Video Testimonial Recorded | Customer recorded a testimonial | Auto |
| Message Sent | Customer sent a message via portal or SMS | Auto |
| Referral Link Shared | Customer shared their referral link | Auto |
Communication Events (Orange)
| Event | Description | Auto / Manual |
|---|
| SMS Sent | Outbound text from CRM | Auto |
| SMS Received | Inbound text from customer | Auto |
| Email Sent | Outbound email from CRM | Auto |
| Email Opened | Customer opened an email | Auto |
| Call Logged | Inbound or outbound call recorded | Auto |
| Voicemail Transcribed | Voicemail captured and transcribed by AI | Auto |
| AI Receptionist Interaction | AI handled a call related to this project | Auto |
System & Scheduling Events (Grey)
| Event | Description | Auto / Manual |
|---|
| Project Created | Project record created in the CRM | Auto |
| Status Changed | Project status updated | Manual or Auto |
| Crew Assigned | Technician or crew assigned to project | Manual |
| Appointment Scheduled | Job appointment added to calendar | Manual / Auto |
| Permit Logged | Permit number and expiration added | Manual |
| Project Completed | Status set to Complete | Manual |
Display Behavior
| Setting | Behavior |
|---|
| Default sort | Newest events at top |
| Group by | Type (Financial, Field, Communication, etc.) or flat chronological |
| Filtering | Filter by event type, date range, or team member |
| Manual events | Can be added by any team member with project access |
| Auto events | Written by the system — cannot be deleted by standard users |
| Editing | Auto events are read-only; manual events can be edited by creator |
| Visibility | Owner and Manager see all events; Technician sees Field events only |
Why It Matters
The timeline turns every project into a documented record. When a customer questions a charge, the timeline shows every time entry, every photo, every material receipt. When a tech is disputed, the GPS log is already there. When the business needs to prove scope creep justified a change order, the before/after photos and AI inspection report are time-stamped evidence.
The goal is a project record that defends itself — built automatically, without anyone taking extra steps.