OPERATE · VAULT BUSINESS SOLUTIONS
Project & Job Tracking System
Know the status of every job without asking. Vault sets up a tracking system with stages, owners, deadlines, checklists and a weekly view of what is on, within 3 working days.
Nobody has the full picture of what is in progress.
Jobs are tracked in a whiteboard, a spreadsheet and the owner’s head. Deadlines are missed because nobody noticed, and clients call to ask for updates the team cannot give.
The more work you win, the harder it becomes to keep track.
Every project visible, owned and on schedule.
Vault configures a work-management tool around your job lifecycle, so the whole team works from the same live picture.
- Every job with an owner, stage and deadline
- Standard checklists for repeat work
- Overdue and at-risk work flagged automatically
- A weekly view for planning and client updates
Who the Project & Job Tracking System is for
Contractors and maintenance firms
Many jobs, sites and teams at once.
Creative and digital agencies
Projects with phases, approvals and deadlines.
Event and production companies
Time-critical deliverables across suppliers.
Consultancies
Engagements with milestones and client reporting.
What Vault builds for you
Every item below is part of the Project & Job Tracking System package scope.
- Job lifecycle mapping
- Work-management platform setup: Monday.com, ClickUp, Asana, Airtable or similar
- Project or job board with stages
- Fields for client, value, owner, dates and priority
- Job templates and checklists for up to 3 job types
- Automated due-date and overdue alerts
- Team workload view
- Calendar and timeline views
- Client update template
- Weekly status report view
- Import of current live jobs
- Team training session
What you receive at handover
- A configured tracker in your name
- Job templates and checklists
- Automated alerts
- Weekly reporting view
- Training and recorded walkthrough
Not included in this package
- Platform licence fees
- Time-tracking and payroll integrations
- Detailed project management services (see Vault’s Project Management business)
- Custom software
Need any of these? Ask when you start the project and we will quote it alongside this package.
From start to handover in 3 working days
The delivery clock starts once payment is received, your intake form is complete and the content, assets and access listed below have been supplied. Approvals and verification controlled by third parties (for example Google, Meta, domain registrars or payment providers) follow those providers’ own timelines.
- Day 0
Mapping
We map your job types, stages and handoffs.
- Day 1–2
Build
The board, fields, templates, checklists and automations are built.
- Day 3
Import and training
Live jobs are imported and your team is trained.
Client inputs
Once you start, you receive a short intake form. Delivery runs on schedule when these are ready:
- A list of current jobs or projects
- Your typical job stages and checklists
- Names and roles of the team
- Platform preference or approval of our recommendation
- Access to email or calendar for integrations
Excluding VAT. Third-party subscriptions billed separately.
- Built within 3 working days
- One consolidated round of revisions included
- Everything set up in your name and handed over
- Recorded walkthrough of how to use it
The starting price covers the scope described on this page. Larger requirements are quoted before any payment is taken.
What happens after you start
- Within 1 working day
Confirm the fit
We review your request, confirm the package and scope are right for you, and send the invoice and intake form.
- Day 0
Payment and intake
You pay the invoice and complete the intake form, then share the content, assets and access listed on this page.
- Delivery clock running
We build
Vault produces, quality-checks and presents the work for your review on the stated timeline.
- Final day
Handover
You receive everything, with access, a walkthrough and a recommendation for the next system worth adding.
Project & Job Tracking System questions
Which platform is best?
It depends on your work. Monday.com and ClickUp suit visual teams, Airtable suits data-heavy work and Asana suits task-driven teams. We recommend one during intake.
Can clients see progress?
Many platforms support client-facing views or shared reports. We can set this up where it suits your business.
Is this a project management service?
No. This package builds the tracking system. If you need people to manage projects, see Vault’s Project Management Services business.
Can it connect to our CRM?
Yes. Jobs can be created automatically when deals are won, where the platforms allow.
Packages that work with this one
Business Operations Setup
One connected backend for enquiries, clients, quotes, invoices, jobs, files, templates and dashboards.
Business Dashboard & Reporting System
A live dashboard of the numbers that matter: sales, pipeline, jobs, cash and team activity.
Client Onboarding System
A repeatable process that takes every new client from signed to started without chasing.
Automation & Workflow Setup
Forms, notifications, approvals and document routing that run automatically.