Archdesk can now automatically create and assign To-Dos as part of your business processes, ensuring the right people are notified and know exactly what needs to be done next.

Instead of creating tasks manually, Workflows can now generate To-Dos with predefined details such as assignee, priority, due date, and process stage.

Key benefits

• Automatically create To-Dos when a project process starts or reaches a specific stage
• Assign tasks dynamically to the right project role, such as the Project Manager, Estimator, or another project team member
• Define priority, start date, due date, and workflow stage in advance
• Display assigned To-Dos on personal dashboards and trigger email notifications using existing To-Do functionality
• Reduce manual administration and ensure important activities are never missed

Example use cases

• Automatically assign estimating tasks to the Project Estimator when a Sales process begins
• Notify the assigned Project Manager when a new project enters the Construction phase
• Create standard project checklists whenever a predefined process is added to a project

⚒️ Activation required by Archdesk Support Team.

Archdesk now aligns its Project Controls terminology with industry standards, making financial reporting clearer and more consistent across your projects. 

Key terminology changes:

• Budget is now Project Controls
• Budget Code is now CBS (Cost Breakdown Structure)
• Project Task is now WBS (Work Breakdown Structure)
• Financials is now Controlling
• Project Budget is now CBS

On top of that new financial metrics are now available, giving commercial and project teams greater visibility into project performance, including:

• Estimated Cost (previously Quotes) and Cost Variations (previously Quote Variations)
• Offer and Offer Variations
• Sale Invoices and Sale Credit Notes
• Expected Cost, Earned Value, and Unbilled Revenue

These changes bring Archdesk in line with the language your commercial and project controls teams already use — reducing confusion and improving the accuracy of financial reporting across the business.

Editing Quote Items is now faster and safer, with an experience consistent with Purchase Order Items. 

Key improvements:

• Unit is now displayed and edited as a separate column, preventing accidental removal when updating quantities
• Click a Description cell to open the rich text editor — add formatting, line breaks, or detailed notes directly on the Quote

⚠️To update your column layout to show the new Unit column, use the Columns tab on the right side of Quote Items table.

These changes reduce the risk of data entry errors and give estimating teams a more professional, consistent editing experience.

You can now create and update Supplier Contacts without leaving the Purchase Order screen.

When assigning a supplier on a Purchase Order:

• Use Edit Contact to update an existing contact's details
• Use the icons next to Edit Contact to create a new Individual or Business Contact
• Any changes are immediately reflected across Archdesk

This removes the need to navigate away mid-workflow, saving time when supplier information needs to be updated during the purchasing process.

The Tender Participant Excel package has been redesigned to improve the supplier submission experience and reduce errors during upload.

Improvements include:

• A new Instructions tab to guide suppliers through completing the Excel correctly
• Improved upload validation that catches errors before submission
• Clearer validation messages that tell suppliers exactly what needs to be corrected

This results in fewer rejected uploads, faster correction turnaround, and a more professional Tender package — reducing unnecessary back-and-forth with suppliers during the evaluation process.

Tender Forms shared with external suppliers can now include an automatic expiry date, giving procurement teams full control over submission windows.

You can:

• Generate a shareable external Form link directly from the Tender
• Set a specific expiration date and time after which submissions are no longer accepted
• Add a custom message shown to suppliers when the Form has expired
• Include the link directly in Tender communication emails

This helps procurement teams enforce deadlines, prevent late submissions, and keep the Tender process on schedule.

⚒️ Configured by Archdesk Administrator.

Retention calculations on Purchase and Sale Invoices are now more accurate.

Invoice Item Net Values now correctly reflect Retention deductions, ensuring that the amounts shown on invoices match your actual contractual obligations. This improves financial accuracy and reduces the need for manual adjustments when reconciling retention balances.

Two updates make Forms easier to complete and more flexible to configure.

Cleaner form filling experience: Fields that are not editable by the submitting user can now be hidden during form filling. This keeps forms focused and reduces confusion — particularly useful when certain fields are reserved for reviewers or administrators.

More flexible conditional logic: Conditional field visibility now supports multiple values in a single condition, reducing the number of rules needed to build complex forms and eliminating configuration workarounds.

⚒️ Configured by Archdesk Administrator.

For companies operating in the United States, the State field is now displayed on Purchase Orders, Invoices, and PDF exports wherever a US supplier address is used.

This ensures that address formatting on all client-facing and internal documents meets US standards — improving accuracy for US-based projects and supplier records.

Timesheet-related costs can now be calculated automatically using custom business rules, with Expenses generated directly after Timesheet approval.

This allows your organisation to:

• Apply cost rates based on Employee, Project, Task, or Company-level data — beyond standard hourly rates
• Automate the creation of Expense records from approved Timesheets
• Reduce manual cost entry and the risk of calculation errors

⚒️ Requires configuration by Archdesk Support Team.
If you are interested in setting up advanced Timesheet cost calculations for your organisation, please contact the Archdesk Support Team.