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Data Entry Timelines and Approval Guideline

To best streamline operations and ensure a seamless onboarding experience, Buildertrend Data Entry Services will not upload data that involves excessive manual detail, liability concerns, incorrect file format, etc. We’ve detailed a list of approved and declined services, as well as time expectations for each project. Please note that timelines may vary depending on request.

Transfers

 

Job Transfers (5-7 Business Days)

Included

Not Included

  • Schedule

  • To-Do's

  • Estimate

  • Selections

  • File Folders

  • Building out/transferring closed jobs*

  • Financials, aside from Estimate

  • Daily Logs

Template Transfers (5-7 Business Days)

Included

  • Schedule

  • To-Do's

  • File Folders

  • Estimate

  • Bid Packages

  • Selections

  • Bills/PO's

  • Client Invoices

Sample Job Templates (1-3 Business Days)

Included

  • Sample job templates (New Home, Kitchen, Bathroom) to existing jobs

 

 

Individual Requests

 

Bids (5-7 Business Days – depending on request)

Will do

Will not do

  • Manually build out bids for templates: title, description, assignees, line items, links to schedule, due dates

  • Enter/edit any bids for jobs

     

  • Enter/edit any communications with customers or vendors

     

  • Release bids

Bills/PO's (5-7 Business Days – depending on request)

Will do

Will not do

  • Manually build out Bills/PO's for templates: title, description, assignees, line items, links to schedule, due dates

  • Enter/edit any Bills for jobs

     

  • Enter job-specific PO pricing – prices must be zeroed out as it is a liability issue

  • Any lien waiver involvement

Cost Catalog (1-3 Business Days)

Will do

Will not do

Notes

  • Import Cost Catalog, create Cost Groups

     

  • Import Catalog Item, Cost Code, Unit Code, Unit, Markup* & cost type (markup must be a whole number, i.e., 40% shown as 40)

     

  • Remove/replace catalog (please see Notes section)

     

  • Import quantity to catalogs

     

  • Re-link catalog items after catalog replacement

     

  • Catalog item title is required for import

  • Removing and replacing the catalog will break any associated links, which will need to be re-linked by the customer.

  • The exported BT catalog does NOT include internal notes

Cost Codes (1-3 Business Days)

Will do

Will not do

Notes

  • Import Cost Codes and their corresponding Cost Categories

     

  • Mass reassignment of cost codes to categories

     

  • Deactivation/deletion of active lists (No capability to delete codes currently being used)

     

  • Link cost codes to QuickBooks

     

  • Build out sub-categories or sub-codes in any account

  • If no category is assigned, codes will be placed in a "General" category

     

  • If in separate columns, codes will be combined like the following example (1000 – General Requirements) if not specified with a hyphen between the code and code title

Customer Contacts (1-3 Business Days)

Will do

Will not do

Notes

  • Display name (first and last name), first name, last name, phone, address (separated), email

     

  • Import custom fields outside of this list if requested

  • Link contact specific custom fields to job detail or lead opportunity imports

  • Data Entry will split display name by the first space to separate into first and last name if not provided.

     

  • QuickBooks export files need to be exported with the addresses separated into address, city, state, zip. This is an option when exporting in QuickBooks

Estimates (1-3 Business Days)

Will do

Will not do

Notes

  • Creating/Importing estimates to jobs or templates: cost code, title, description, unit, unit cost, quantity, internal notes, cost type, markup

     

  • Intro and closing text

     

  • Formatting the estimate with category or custom grouping

     

  • Converting estimates to proposal templates

  • Create graphics, animations, photos, etc. in intro/closing text

     

  • Building out estimates from the cost catalog

  • Unit costs can only be 2 decimal places, or it will be rounded up to the nearest hundredth

Internal Users (1-3 Business Days – depending on request)

Will do

Will not do

Notes

  • Adding internal users: first and last name, email, role, phone

     

  • Linking internal users to existing internal users in other BT accounts

     

  • Adding default labor cost code and default labor cost

     

  • Transferring custom roles

  • Adjusting any notifications, job access, permissions, activation

  • If role is not provided, the default role assigned will be “Field Crew”

     

  • In order to link users, the user must be active in both accounts

     

  • Users will automatically be set to INACTIVE status – individual activation needs to be done by user

Job Details (1-3 Business Days)

Will do

Will not do

Notes

  • Importing open jobs: first and last name, address, contact info, projected and completion dates, job types, status, and groups

     

  • Import custom fields if requested

     

  • Linking job details custom fields to lead opportunities custom fields

  • Unable to import multi-select dropdown custom field types

     

  • Deleting out jobs

     

  • Removing/editing job group information

     

  • Manually changing any job status after import to the account

     

  • Importing closed or historical jobs

  • Only 50 total columns of data will be uploaded (this includes the original column headers plus any custom fields)

     

  • Can only import one project manager per job (must be internal user already in account)

     

  • Permit # and Lot Info not included in import – Data entry will manually add this information if importing 20 jobs or less, or they will create a custom field for those items in the template

     

  • Importing job details will create a contact per line, automatically. If no contact information is provided per job, the contact name will generate as “Contact for (Job Name)” as a placeholder.

Lead Opportunities (1-3 Business Days)

Will do

Will not do

Notes

  • Opportunity title (required field – must be clarified), contact information, status, project types, start dates, contract prices

     

  • Import custom fields outside of this list if requested (see Notes/Defaults section)

  • When transferring lead opportunities, data entry will not bring over lead proposals or attachments

     

  • Deleting leads unless due to Data Entry import or error

     

  • Changing lead statuses unless due to Data Entry error

  • Only 50 total columns of data will be uploaded (this includes the original column headers plus any custom fields)

     

  • Statuses must be translated to BT verbiage – Open, Lost, No Opportunity, or Sold

     

  • Statuses are a required field for import and must be communicated within the description of the request.

     

  • If not specified, all lead opportunities will be imported as Open status.

Client Invoices (5-7 Business Days – depending on request)

Will do

Will not do

  • Manually enter invoices for templates: title, description, assignees, line items, links to schedule, due dates

     

  • Entering data into standard fields

     

  • Including attachments for invoices in template transfers

  • Entering invoices for jobs (liability issue)

     

  • Adding attachments when manually creating invoices

     

  • Releasing client invoices

     

  • Duplicating payment information linked to client invoices

Proposal Templates (1-3 Business Days)

Will do

Will not do

Notes

  • Creating/importing proposal templates: cost code, title, description, unit, unit cost, quantity, internal notes, cost type, markup

     

  • Entering intro and closing text

     

  • Formatting the proposal template with category or custom grouping

     

  • Will convert proposal templates to estimates

  • Create proposals for leads

     

  • Will not build proposal templates from cost catalogs

  • Create graphics, animations, photos, etc. in intro/closing text

     

  • Can only import 2 decimal places for unit cost

Schedule (1-3 Business Days)

Will do

Will not do

Notes

  • Import schedule templates from excel/MPP files

     

  • Schedule ID, title, duration, start date, up to 5 predecessors

  • Import assignees, tags, notes, or custom fields. Users will be responsible for assigning schedule items, marking items complete

     

  • Files cannot be in a "calendar" format

     

  • Cannot convert Gantt Chart or Block Schedule Preds

  • If Start Date is not provided, the default will start the schedule at “today’s” date, and continue on daily for each additional schedule item

     

  • If Pred type is not specified, the default Pred type is FS

     

  • If Pred lag is not specified, the default Pred lag is 0. The max Pred lag is +/- 100.

     

  • If Duration is not specified, the default Duration is 1 (day)
 

Interested in Learning More? 📚

Visit the Buildertrend Learning Academy to explore additional learning opportunities — from live group trainings and certifications to on-demand courses and more.

For questions or additional support, contact our Customer Support team via Live Chat, email support@buildertrend.com, or call 1-888-415-7149 — we’re always happy to help.

 

Still have questions or need our help finding a resource?

Contact our Customer Success team.

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8:00am - 5:00pm

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1-888-415-7149

support@buildertrend.com