User wants to know how RFPs work in ArchiOffice/EngineerOffice. Do they have their own project numbering system or do they use the next project number in the sequence?
RFP stands for 'Request for Proposal'. You can see the workflow of RFPs in the Preferences > RFP screen. They can have their own numbering sequence, milestones, unique phases and job codes as well as tasks.
While a project is in the RFP mode, it will not be considered for billing. Once an RFP project has been awarded, you can change its status from 'RFP' to 'Billable'. It doesn't matter whether you want to use the RFP system or just create a new Billable project, change it to RFP by changing its Type.
The best practice is to use Template projects for everything. That way you can structure a project that starts with RFP efforts and then, when awarded, change it to Billable. Depending upon whether the project bills hourly or as stipulated sum, you can deal with the hours expended during the RFP work so they don't pass on to the client, yet keep the hours associated with the project so the costs related to them are considered when running profitability reports. So tracking of hours worked on it will be helpful for job costing and profitability purposes.
Regarding numbering, some users typically give proposals a new project number and if that proposal turns into a project, they continue to use that project number. You can always change a project number, if you like, or even a project name. Many firms like to use a number sequence for projects in the RFP stage. When awarded, they convert it to a Billable project and modify the project number to either the next number in sequence (and update the default sequence), or assign it a unique number that is meaningful for their firms. Some firms use number prefixes to assign a project to a client, principal, department or branch in the firm.
The recommended process is to change the project number when converting the RFP to a Billable project.
