Projects

Creating a Project

A project represents a single event, job, or installation. Go to the Projects page and click New Project.

Required Fields

Project Types

Standard Project — Equipment is reserved from the pull date through the end date, then returned and checked back in.

Installation Project — Check the Installation box when creating the project. Equipment is treated as permanently placed. Orders on installation projects are reserved indefinitely — there is no expected return date, and the system will never flag them as overdue.

Visibility

By default, all org members can see a new project. Uncheck Show to all if you want to restrict visibility so only the project owner and assigned team members can see it.

Team Members

Add team members to a project from the project's Team tab. You can search for any member of your organization and assign them one of two roles:

• Team Member — Can view the project, log time, and work the pull list.
• Project Admin — Can edit project details, manage clients, approve expenses, and add or remove team members.

The project owner (whoever created the project) always has full admin rights regardless of the role setting.

The Pull List

The pull list is the heart of a project — it's the list of all equipment reserved for the job. Each row on the pull list is an order tying one or more item units to this project for the pull date through the end date.

Adding Equipment

Search for items from the pull list and select the specific units you want. You can add items one at a time or use the bulk check-out workflow to pull multiple items quickly.

Check-Out

Checking out an order marks it as picked up — the gear has left the warehouse. You can check out a single order or use Check Out All to mark every order on the project as picked up at once.

Check-In

When gear comes back, check in each order individually or use bulk check-in to close out the entire project at once. Checked-in orders are moved to the completed list.

Sub-Rentals

If you're renting gear from an outside vendor for this project, add a sub-rental order to the pull list. Sub-rentals track the item type, vendor, dates, and check-in status alongside your own inventory — clients can see sub-rented gear in the pull list tab if it's enabled.

Pull List Templates

Quickly populate a project's pull list from a saved template. Select a template from the dropdown, preview the items, and click Import. The import runs in the background — the page will reflect the new orders shortly after. See Pull List Templates for full details.

Exporting the Pull List

Export the full pull list as a CSV from the pull list page. The export includes item names, serial numbers, storage locations, check-out status, and order dates.

Expenses

Track project expenses from the Expenses tab. Each expense has a name, price, category, optional PO number, notes, and an optional file attachment for the receipt.

Expense Categories

Categories help you organize and report on spending. Create expense categories in Settings. Categories are org-wide and available across all projects.

AI Invoice Scanning

Upload a PDF invoice on the Expenses tab and let Find Boxes extract line items automatically. The system reads the invoice and presents you with a list of proposed purchase line items to review. Approve the ones that look correct, edit any that need adjusting, and remove anything that shouldn't be added. Approved line items are created as procurement records on the project's Orders tab, linked back to the originating expense.

Exporting Expenses

Export a project's expenses as a CSV from the Expenses tab, including expense name, PO, notes, and price.

See Expenses for the full expense workflow, including the general (non-project) Expenses page, visibility and deletion permissions, and expense notes.

Files

Attach any files to a project from the Files tab — CAD drawings, tech riders, site surveys, or any other document.

• Files can be downloaded by any team member with project access.
• If the Files tab is enabled in your client portal settings, every file uploaded here is automatically visible to clients in the client portal.

Notes

Project notes are a running log of information about the job. Access them from the Notes tab.

• Each note supports file attachments.
• Check Client Portal Announcement on any note to promote it to a highlighted banner at the top of the client's project view. Clients can dismiss the banner, but the note remains.

Tasks

Use task lists to manage the to-do items for a project. Access them from the Tasks tab.

Task Lists

A project can have multiple task lists (e.g., "Pre-Show," "Day of Show," "Strike"). Each list contains individual task items.

Task Items

Each task item has a name, optional start and due dates, notes, a completion toggle, and assigned team members. Mark items complete as work gets done.

Task Templates

If you have standard task lists you apply to most projects (e.g., a pre-production checklist), save them as templates in Settings. From the project's Tasks tab, pick a saved template from the dropdown and click Import Task List to add it as a new task list instead of building one from scratch.

Time Tracking

Log labor hours for any employee on the project from the Time tab. Each time entry has an employee name, start time, end time, and the requester who logged it.

• The total hours for each entry are calculated automatically.
• Export all time entries as a CSV.
• An org-level setting controls whether project team members can manage their own time entries or whether only admins can log time for others.

Diagrams

Create and save visual diagrams directly inside a project from the Diagrams tab. Find Boxes supports two diagram types:

• Flow Diagrams — Signal flow, system diagrams, and general connection maps.
• Rack Diagrams — Visual rack layouts that pull from your inventory catalog for accurate unit heights.

Diagrams are saved per project and can be renamed, duplicated, or exported.

Orders & Wishlist

The Orders tab tracks items that need to be bought or that are on order for the project.

• Order records are created automatically when a pull list template import cannot find an available unit for a requested item — those items go onto the wishlist.
• You can also add order records manually for one-off procurement needs.
• Each order tracks the item, vendor, PO number, expected arrival date, unit price, and whether it has arrived.
• If the Order status tab is enabled in client portal settings, clients can see which items are pending vs. received.

Client Portal

Share a read-only project view with clients from the Clients tab. Clients see only what you give them access to.

• Add clients by searching for existing Find Boxes customers or inviting a new email address.
• Pending invites are listed on the Clients tab and can be cancelled before the recipient accepts.
• Remove a client from a project at any time — they lose access immediately but their account is not deleted.
• What clients can see depends on your org-level client portal settings. See Settings for details.

Project QR Code

Every project has a QR code you can print and post on-site. Scanning the code takes a user directly to the project's pull list, making it easy for crew members to find the right project on a phone without navigating through the app.

Download the QR code from the project detail page.

Proposals

A proposal can be linked to a project, which enables a Messages tab in the client portal and adds a View Proposal button to the client's project view. See Proposals for the full proposal workflow.