Done by Phase
Help & Instructions
Learn how to use each module of Done by Phase to manage your renovation projects effectively
Your project overview and quick access hub
View summary statistics for all your active projects
See total costs across all projects (materials + professional costs)
Monitor pending items that need attention
Track average timeframes for project items
Quick access to recent projects and comparisons
Click on any project card to view details
Use the 'New Project' button to create a new project
Create and manage remodeling projects
Click 'New Project' to create a project with name, description, budget, and timeline
Add a project photo and address for better organization
Set project status: Planning, In Progress, On Hold, or Completed
View budget usage with visual progress bars
Click the three-dot menu on any project to Edit or Delete
Only project owners can delete projects
Track materials cost, professional costs, and total project cost
Monitor budget alerts when approaching or exceeding limits
Detailed project management and tracking
View project location on interactive map with street view
See cost breakdown: materials, professional costs, and remaining budget
Use 'Budget vs Actual' section to compare estimated vs actual spending
Add team members via the 'Team' button with different role permissions
Organize work by creating Areas (Kitchen, Bathroom, etc.)
Add items to each area with estimated and actual costs
Upload project gallery photos to document progress
Manage documents: blueprints, permits, contracts, invoices, etc.
Add project videos with thumbnail support
View project timeline showing all tasks and milestones
Edit project details using the edit icon next to project name
Organize projects by rooms and track items
Create areas to organize items by room or space
Add optional area photos for reference
Track area dimensions (length, width, height)
Add items to each area with detailed information:
- Estimated cost and installation cost for budgeting
- Actual cost and installation cost for tracking
- Quantity, vendor, and purchase links
- Item dimensions and calculated area
- Status tracking: Pending, Ordered, Delivered, Installed, Completed
Upload item photos and create before/after galleries
Add multiple purchase links with custom labels
Use the star icon to save items to your library for reuse
Compare products before making final decisions
Track timeframe in days for installation/completion
Track spending against budget
Set a project budget in the project creation/edit form
Enter estimated costs when adding items
Update actual costs as you make purchases
View estimated vs actual comparison in real-time
Monitor budget utilization with visual progress bars
See detailed breakdown by cost category
Track costs by area/room
Receive alerts when approaching or exceeding budget
View professional costs separately (permits, contractor, architect)
Green indicators show under budget, red shows over budget
Create and track project tasks
Create tasks and assign them to team members
Set priority: Low, Medium, High, or Urgent
Track status: Not Started, In Progress, Completed, or Blocked
Set due dates and monitor deadlines
Link tasks to specific projects, areas, and items
Filter tasks by project or status
Update task status by clicking the status dropdown
Edit or delete tasks using the action buttons
Assigned team members receive notifications automatically
Add detailed descriptions and notes to tasks
Spreadsheet view of all items
View all items across projects in table format
Sort by any column: project, area, cost, status, etc.
Filter by project and status
Search items by name or vendor
See total quantities and costs at a glance
View actual costs compared to estimates
Export data to CSV for use in Excel/Sheets
Click column headers to sort ascending/descending
View summary statistics at the bottom
Track items across all your projects in one place
Save and reuse common items
Click the star icon on any item to add it to your library
Reuse library items across multiple projects
Edit library item details (name, cost, vendor, notes)
Remove items from library by clicking the star again
When adding items, use 'From Library' tab for quick access
Library items retain all details (cost, vendor, links, etc.)
Perfect for frequently used materials and fixtures
Delete library items you no longer need
Search library items by name or vendor
Compare products with rating matrix
Add products to compare with 5-criteria rating system:
- Color Rating: How well does the color match your vision?
- Cost Rating: Is it within your budget?
- Quality Rating: Material and build quality
- Availability Rating: Can you get it when needed?
- Overall Preference: Your personal preference
Rate each criterion from 1-5 stars
Total score is calculated out of 25 points
Add product photos, vendor info, and purchase links
Mark the selected option with the trophy icon
View visual breakdown of ratings with colored stars
Compare multiple options before making a decision
Manage project documents
Upload documents: blueprints, permits, contracts, invoices, etc.
Categorize documents for easy organization
Add descriptions and tags for better searchability
Track document versions for contracts and plans
Set expiry dates for permits and warranties
Preview PDFs and images directly in the app
Filter documents by category and project
Download documents when needed
Documents are linked to projects, areas, or items
Supports PDF, images, and various file types
Upload and manage project videos
Upload progress videos to document your project
Add custom thumbnails for video preview
Categorize videos: Before, In Progress, After, or Other
Add captions and descriptions to videos
Watch videos directly in the app
Track video duration automatically
Link videos to specific projects or areas
Perfect for documenting transformation and processes
Share progress with team members and collaborators
Manage vendor contacts
Add vendors with contact information
Categorize vendors by specialty (Flooring, Plumbing, etc.)
Store website URLs for easy reference
Track multiple contacts per vendor
Add addresses for showrooms or offices
Include notes about experiences or recommendations
Link vendors to items for better tracking
Search vendors by name or category
Edit or delete vendor information as needed
Material templates and specifications
Create material templates for common items
Add typical cost and unit of measurement
Include technical specifications
Upload material images and samples
Link to recommended vendors
Use materials as templates when creating items
Categorize materials for easy browsing
Update costs as market prices change
Share material recommendations with team
Manage project contacts
Store all project-related contacts in one place
Add contractors, architects, inspectors, etc.
Include email, phone, and company information
Link contacts to specific projects
Add role descriptions (General Contractor, Plumber, etc.)
Contacts are automatically created when assigning tasks
Keep notes about each contact
Search and filter contacts easily
Edit or delete contact information
Work together on projects
Add team members via the 'Team' button on project details
Assign roles: Admin, Project Manager, Collaborator, or Viewer
Admins can edit everything including project settings
Project Managers can edit areas, items, and tasks
Collaborators can add items and update statuses
Viewers can only view project information
Team members receive notifications for relevant updates
Only project owners can delete projects
Manage team access at any time from project details
Collaborators see projects in their project list
Stay updated on project activities
Click the bell icon to view notifications
Get notified when tasks are assigned to you
Receive alerts for budget warnings
See updates when collaborators are added
Get notified when task status changes
Click notifications to jump to relevant project/task
Mark notifications as read
Clear all notifications at once
Customize notification preferences in Settings
Red dot indicates unread notifications
Project analytics and insights
Generate cost reports by project
View spending trends over time
Compare estimated vs actual costs
Analyze spending by category or area
Track project progress and completion
Export reports for stakeholders
Identify budget overruns early
Monitor task completion rates
View vendor spending breakdown
Customize your experience
Update your profile information
Customize theme colors and appearance
Choose from preset color schemes or create custom
Manage notification preferences by type
Enable/disable specific notification types
View your account information
Logout from your account
Settings sync across all your devices
Theme changes apply immediately
1.Start by creating your first project with a name, description, and budget
2.Add project address and photo for better organization
3.Create areas (rooms) to organize your work
4.Add items to each area with estimated costs
5.Update actual costs as you make purchases to track budget
6.Invite team members to collaborate on the project
7.Create tasks and assign them to track work progress
8.Use the star icon to save frequently used items to your library