Managing Project Requests
Handle incoming project requests from clients, create quotes, and convert approved requests into active projects.
Accessing Project Requests
Navigate to Admin > Project Requests in the sidebar.
Request Overview
The Project Requests page shows all incoming requests from clients:
- Client name and company
- Project name and type
- Submission date
- Current status
- Priority level
Request Statuses
| Status | Description |
|---|---|
| Pending | New request awaiting your review |
| Quote Sent | Quote submitted, waiting for client |
| Approved | Client approved - ready to convert |
| Rejected | Client declined the quote |
| Withdrawn | Client cancelled the request |
| Archived | Completed or old request |
Filtering Requests
By Status
- All Requests
- Pending (needs action)
- Quote Sent (awaiting response)
- Approved (ready to convert)
- Archived
By Company
Filter to see requests from a specific client.
By Date
- This week
- This month
- Custom date range
By Priority
- Urgent
- Normal
- Low
Viewing Request Details
Click any request to see complete information:
Project Brief
- Project name and description
- Video type and specifications
- Formats and duration
- Production requirements
- Filming and delivery dates
- Attached reference files
Client Information
- Company name
- Contact person
- Email and phone
- Previous projects
Internal Notes
Staff-only notes about this request:
- Add notes for team coordination
- Notes are never visible to clients
Creating a Quote
When ready to quote a request:
Step 1: Review the Request
Thoroughly review all project details and requirements.
Step 2: Prepare Your Quote
Create your quote document (PDF) including:
- Project scope and deliverables
- Timeline and milestones
- Itemized pricing
- Payment terms
- Validity period
Step 3: Upload Quote
- Click Create Quote
- Upload your quote PDF
- Enter the total amount
- Set validity date (optional)
Step 4: Send to Client
Click Send Quote to notify the client.
The request status changes to "Quote Sent" and the client receives an email.
Quote Revisions
If the client requests changes:
- Review their feedback (shown on the request)
- Create a revised quote PDF
- Click Create Revision
- Upload the new quote
- Send to client
All quote versions are preserved in history.
Converting to Project
When a client approves the quote:
Automatic Conversion
- Request status changes to "Approved"
- Click Convert to Project
- Review project details
- Confirm conversion
What Happens
- A new project is created
- Client brief is copied over
- Quote is linked to project
- Project status set to "In Production" or "Awaiting Payment"
- Team can begin work
Assign Team Members
After conversion:
- Open the new project
- Go to Team section
- Assign producer, director, editor
- Team members are notified
Rejecting Requests
If a request cannot be fulfilled:
- Open the request
- Click Reject Request
- Provide feedback to client (optional)
- Confirm rejection
The client is notified and can submit a new request if desired.
Archiving Requests
For old or completed requests:
- Open the request
- Click Archive
- Request moves to archived status
Archived requests are hidden from the main view but remain accessible.
Viewing Archived
Toggle "Show Archived" to see old requests.
Priority Management
Setting Priority
- Open the request
- Select priority level:
- Urgent - Needs immediate attention
- Normal - Standard timeline
- Low - Can wait
Priority Indicators
Urgent requests are highlighted and appear first in the list.
Notifications
You'll receive notifications when:
- New request is submitted
- Client responds to quote
- Quote is approved or rejected
- Client withdraws request
Best Practices
Respond Promptly
- Acknowledge new requests quickly
- Send quotes within 1-3 business days
- Follow up on pending quotes
Thorough Reviews
- Read the full brief before quoting
- Ask clarifying questions if needed
- Check client history for context
Clear Quotes
- Itemize costs clearly
- Explain what's included
- Note any exclusions
- Set realistic timelines
Document Everything
- Use internal notes for team context
- Record client conversations
- Track all quote revisions
Common Questions
Can I edit a request after it's submitted?
Clients submit requests; staff can add internal notes but not modify the original request. Discuss changes with the client.
What if the client never responds?
Send a friendly follow-up after a few days. You can archive stale requests.
Can multiple staff work on the same quote?
Yes, any staff with quote permissions can create or revise quotes.
How do I handle rush requests?
Set priority to "Urgent" and communicate timeline expectations in your quote.
Troubleshooting
Quote Not Sending
- Check the PDF is uploaded correctly
- Verify client email is valid
- Try resending the quote
- Check email delivery logs
Can't Convert to Project
- Ensure quote is approved
- Check your permissions
- Verify no duplicate project exists
- Contact support if issue persists
Missing Requests
- Check filter settings
- Verify the client company is visible to you
- Check archived requests
- Ask if another team member handled it