How Projects Work in Hiro

Article Contents

1. Introduction
2. Enquiries
3. Jobs
4. Lodging and Converting Projects
5. Next Steps

Introduction

In Hiro, projects are containers that group together all the information, tasks, and interactions related to a single package of work for a client. Each client can have many projects, making it easy to keep separate work packages neatly organised.

By treating each project as a self-contained unit, Hiro lets you track progress, manage tasks, and generate invoices with clarity—even when working with repeat clients who engage you for multiple projects.

To make it easy to manage different stages of a project, Hiro uses two types of project classifications:

• Enquiries – for potential work that has not yet been approved.

• Jobs – for work that has been approved and is ready to proceed.

Projects are lodged in Hiro as either an enquiry or a job. If a client approves an enquiry, it can be converted into a job. For repeat clients or straightforward work, you can skip the enquiry stage and lodge a job directly.

Enquiries

An enquiry is a project in Hiro that helps you manage potential work before you’ve received formal approval from the client. You can use enquiries to:

✅ Track time spent on preparing proposals and quotes – Understand how much effort goes into winning new work, even if the job doesn’t proceed.

✅ Manage the bidding process – Keep all documents, estimates, and communications organised while you’re waiting for client approval.

✅ Easily convert successful proposals into jobs – Seamlessly transfer all the details when the client gives the go-ahead, without needing to re-enter data.

When you lodge an enquiry, Hiro automatically assigns it the next available enquiry number in sequence. Enquiry numbers are prefixed with an E to distinguish them from jobs, and each new enquiry increments by one. For example:

• E1000

• E1001

• E1002

Tracking enquiries separately also gives you clear visibility of time spent on unsuccessful bids, helping you measure your win/loss rate and refine your processes over time.

Lodging an enquiry in Hiro is designed to be fast and effortless. You only need to enter the bare essentials—such as the project description, location, and client name.

When an enquiry is successful, converting it into a job is seamless. All the information you’ve already entered—such as fee proposals and task estimates—carries over automatically. You only need to add any additional details, like the agreed fee, before proceeding.

If the client gives the go-ahead, you can convert an enquiry into a job to proceed with the work.

Jobs

A job is a project that represents work that has been approved and will be billed to the client. Jobs contain all the data associated with that work, including:

✔️ Timesheets and disbursements

✔️ Project schedules and task tracking

✔️ Invoicing and payment records

If an enquiry is successful, converting it to a job in Hiro is quick and seamless. All the information you’ve already entered—such as site information, to-do allocations, and time tracked—automatically carries over during the conversion. This means you can move straight into delivering the work without needing to re-enter any data.

You can also lodge a job directly if no enquiry stage is required, such as for repeat clients or straightforward work where there’s no need for a formal proposal.

When you lodge a job, Hiro automatically assigns it the next available job number in sequence. Job numbers are completely separate from enquiry numbers and follow their own sequence. For example:

• E1000 (enquiry) → Converted to Job 1310

• E1001 (enquiry) → Converted to Job 1311

Once a job is created, Hiro stops referring to the project by its enquiry number. However, if you don’t know the job number, you can still search for the project using the original enquiry number, and Hiro will find it for you.

Lodging and Converting Projects

You can manage all project lodgements and conversions from the Projects page in Hiro.

Lodging a New Enquiry

1. Click New Enquiry.

2. Follow the guided steps to enter the relevant details (e.g., project description, site address, client name). Click Next to move through each step.

3. At the final step, click Finish. Hiro will automatically assign the next available enquiry number in sequence (e.g., E1000, E1001) and send an email to all members of the project team with the enquiry details.

Lodging a New Job Without an Enquiry

1. Click New Job (without enquiry).

2. Follow the guided steps to enter the relevant details (e.g., project description, site address, client name). Click Next to move through each step.

3. At the final step, click Finish. Hiro will assign the next available job number in its own sequence (e.g., 1000, 1001) and send an email to all members of the project team with the job details.

Converting an Enquiry to a Job

1. Click Convert Enquiry.

2. Select the enquiry you want to convert and click Next.

3. Progress through the guided steps to review and add job details, clicking Next between each stage. Any information carried over from the enquiry can be left as-is or updated as needed. Add any additional details required for the job, such as the agreed fee.

4. Click Finish at the final step to complete the conversion. The project will now be assigned a job number, and Hiro will stop referring to the project by its original enquiry number.

💡 Tip: If you don’t remember the job number after conversion, you can still search for the project using the original enquiry number, and Hiro will find it for you.

Next Steps

• Project Numbering and Labels – Learn more about how Hiro assigns project numbers and auto-generates project labels.

• Custom Project Numbers – Explore how to override Hiro’s automatic numbering system.