How to Manage Projects?

Last updated: 2026-01-13

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Project Management from Sales to Delivery

With Aptien, you can keep basic information about your jobs, keep track of deadlines, or manage and coordinate all work on jobs using tasks. Aptien is primarily intended for such project where it is necessary to manage and coordinate the work of people and to have the project documentation in one place.

It is therefore suitable for jobs that are intensive in work, teamwork and communication and documentation. This is typically the supply of professional services in the field of IT, engineering, marketing, but also one-off piece production or construction.

The biggest benefits of project management in Aptien are:

Team communication and work management using tasks
Automatic monitoring of various dates on the project
Sharing documentation across the team
Automatically generated handover protocols or other documents to pdf
Cooperation with suppliers

How to Manage Projects with Aptien

Aptien project management covers everything from receiving a new project from a client to successful delivery. Store what you need for each project and manage the work using tasks. For deadlines and tasks, continuously track progress, and with clear status indicators, you can easily get an overview of all projects.

With Aptien you can:

Create and manage tasks and project work
Record meeting notes and activity logs for each project
Track project deadlines and milestones
Maintain project photo documentation
Manage project vendors and securely share documents with them

Keep all project documentation in attachments in one place so it’s accessible to everyone involved. Store meeting minutes and activity notes—both internal and with clients or vendors—directly under each project. In the Team tab, you have an overview of everyone working on the project. Monitor key dates and milestones using automated reminders.

Creating a New Project

Keep all project information organized from day one. Otherwise, work will kick off and you’ll waste time hunting for the same details in multiple places. Adding everything to Aptien from the start will save you time later.

Quickly create a new project (or start from a deal)
Capture the request and record basic customer details
Attach sourcing/procurement documents or requests as file attachments

acceptance and introduction of a new order

Managing Key Information for Project Execution

Details provided in the initial request may remain the primary source throughout the contract. In practice, many projects require ongoing communication—either within your team or between you and your client. All relevant information, including contact details for every stakeholder, is easily accessible for each project .

Contacts for team members working on the project
Status updates and progress tracking for the contract
Project documents and shared files across the team

Keeping an Overview of All Projects in the Company

All projects, across every stage, are easily accessible in one centralized place.

Get a clear view of all projects and their current status

Management of All Activities and Records Related to the Contract

The records of what was agreed with the client or in the meetings of the implementation team is as important as the subsequent management of the work. You will especially appreciate records of all meetings, emails or phone calls in retrospect when you want to see what you agreed on. Tasks and management of contract work

Keeping records and all activities related to the project
Creating tasks directly from the notes

Project Task Management

Clear communication among everyone involved in a project is essential. Without it, teams can slip into email overload and confusion. Misunderstandings and information gaps lead to delays, extra costs, or unhappy clients. Aptien helps you manage work with tasks and notes, keeping everything organized and traceable. As your team grows or timelines extend, you’ll benefit from having a clear record of who did what and when. Tasks also help you streamline contract work management.

How to manage project work with tasks

Create tasks to assign work to team members
Each task includes a clear due date and an accountable owner

How to review deliverables using a project checklist

Use activity plans to create a simple checklist of tasks
Mark items as completed as work is finished

management of work on the job by means of tasks

How to Hand Over Project Deliverables to a Client

Delivering the results of your work—whether it’s a product or another deliverable—usually requires a formal handover that you confirm with the client and then attach to the invoice. Aptien lets you auto-fill a handover form using stored project data. This saves you time, so you don’t have to create it manually in Word.

How to Prepare a Project Handover Document

Use the ready-made project handover form template or create your own
The template automatically pulls project/order details into a PDF
Print it and have the client sign it

handover of the order to the client handover protocol

Managing Subcontractors on Your Project

If you work with additional subcontractors on a project and need an easy way to coordinate with them, use the extranet to manage collaboration.

Manage subcontractor work through the extranet
Share project files and information securely
Track and assign tasks to subcontractors

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