1. Accessing the Projects Module
- Log in to your XFlow ERP account.
- From the Dashboard, click Manage in the top navigation.
- In the left sidebar under Manage, select Projects.
- You’ll arrive at the Projects list—create or open a project to begin.
2. Step 1 – Create a New Project
- Click + New Project.
- Enter:
- Project Name (e.g., “Website Redesign – Acme Co.”)
- Start Date and End Date
- Client (select from Customer list)
- Description (optional)
3. Click Save.
4. Your project appears in the list with key details.
3. Step 2 – Set Up Project Pricing
3.1 Prepare Your Budget
- Go to your project’s Pricing tab.
- Under Cost Budget, choose:
- Upload CSV to import a detailed cost sheet (labor, materials, expenses)
- Manual Entry to type costs directly in XFlow’s grid
3.2 Add Overhead & Margin
- Set Overhead % (e.g., 10%).
- Set Profit Margin % (e.g., 15%).
- XFlow calculates an Indicative Contract Value: Total Cost + Overhead + Margin.
3.3 Finalize Contract Value
- After negotiations, overwrite the Indicative Contract field with the Final Contract Value.
- Click Update to lock it in.
4. Step 3 – Track Performance with Variance Analysis
- Go to your project’s Performance tab.
- XFlow compares Actuals (time, costs) vs. Budget and Contract Value.
- Review:
Use insights to address overruns or under-runs and refine plans
5. Tips for Success
- Double-check uploads: ensure CSV budgets are error-free.
- Review variance weekly: catch issues early.
- Update contract value if scope changes.
- Contact support for CSV or formula help.
6. Why Variance Analysis Matters
- Cost Control: identify overspending early to avoid overruns.
- Profitability Insights: track margin vs. plan and adjust pricing.
- Performance Tracking: pinpoint problem tasks to improve efficiency.
- Risk Management: flag variances that signal supply or cost issues.
- Stakeholder Confidence: share clear reports to build trust.