Build the job from a clear commercial starting point
Record the customer's requirements and the information needed to prepare an estimate. Keep assumptions, exclusions and approval points with the commercial documents. Once work is agreed, create a delivery plan with tasks, owners and relevant dates. If the customer requests additional work, record the change and its approval before allowing the project and invoice to tell different stories.
Make progress useful to the office and the customer
Time entries, task updates and project documents should explain what has happened and what needs attention. Decide which updates can be shared through the customer portal and who checks them. Keep billing milestones connected to the agreed arrangement, with a review before invoices are issued. Specialist estimating, quantity surveying, site safety or scheduling requirements need their own assessment; identify the tools and records that must remain part of the wider workflow.