Frequently Asked Questions
What’s the difference between a proposal and a project?
Section titled “What’s the difference between a proposal and a project?”A proposal is the pre-sales document — you build it out, submit it to a client, and wait for approval. Once a client approves the proposal, you convert it into a project and the delivery work begins.
See Proposals and Convert a proposal to a project.
Why can’t I see a menu item or button?
Section titled “Why can’t I see a menu item or button?”Access in AECPulse is controlled by roles. If something isn’t visible, your role probably doesn’t include that permission. Ask your firm’s administrator to check your role assignments.
See I can’t see a feature or button and Roles and access.
How do I track time on a task?
Section titled “How do I track time on a task?”Use activities on the task’s Activity tab. Each activity records a date, the hours worked, and optional notes. The task’s “time spent” total updates automatically.
Is my firm’s data private?
Section titled “Is my firm’s data private?”Yes. AECPulse is multi-tenant: your firm has its own private workspace. No other firm can see your data.
See What is AECPulse?.
How do I switch to dark mode?
Section titled “How do I switch to dark mode?”Click the sun/moon icon in the top bar. The app switches immediately and remembers your preference.
See Switch light and dark mode.
How do I change my password?
Section titled “How do I change my password?”You don’t have one. AECPulse doesn’t use passwords — each time you sign in, it emails you a 6-character verification code that’s valid for 30 minutes. There’s nothing to remember, change, or reset.
See Signing in.
How do I add someone new to my firm?
Section titled “How do I add someone new to my firm?”Go to Team Members and click Add Team Member. After adding them, assign them a role from their Roles tab so they can sign in with the right access.
See Add a team member and Assign roles to a team member.
What is the Admin role?
Section titled “What is the Admin role?”The Admin role is a built-in role every firm has. It gives full access to everything in AECPulse. It cannot be edited or deleted. Every firm’s first user is automatically an Admin.
See Roles and access.
How do I generate a PDF of a proposal or contract?
Section titled “How do I generate a PDF of a proposal or contract?”Open the project or proposal and click the Download PDF button at the top of the page.
See Download a project or proposal PDF.
What fee types are available for proposals?
Section titled “What fee types are available for proposals?”AECPulse supports: Lump Sum, Cost Per Square Foot, Cost Plus Fixed Fee with GMP, Hourly, and Hourly Not to Exceed.
See Set fees and contract terms.
Can I add many records at once?
Section titled “Can I add many records at once?”Yes. Most list areas (projects, tasks, clients, team members, consultants, contractors, vendors) have an Add Multiple option for entering several records at once.
See Add multiple records at once.
The AI specification formatter isn’t working — what do I do?
Section titled “The AI specification formatter isn’t working — what do I do?”The first time you use it, it downloads a language model to your browser — this can take several minutes. If it still doesn’t work after waiting, check your browser version or try a different browser.
See AI formatting isn’t working.
How do I run a report?
Section titled “How do I run a report?”Go to Reports in the sidebar, pick a report, fill in any inputs, and click Run. Use the Export button to download the results.
Why is my project’s margin wrong?
Section titled “Why is my project’s margin wrong?”Usually one of three things: a bill that belongs to the job was saved without a project set (making it firm overhead that never reaches any project), a team member logging time has no hourly rate on their record, or a draft invoice is already counting toward Invoiced.
See A project’s margin looks wrong.
Why can’t I edit an invoice I already sent?
Section titled “Why can’t I edit an invoice I already sent?”Sent invoices lock so they can’t change after the client has them. Use Rescind to pull it back to Draft, edit it, and send again. Once a payment has been recorded, Rescind is no longer available.
See I can’t edit an invoice or bill.
Does approving a bill mean it’s paid?
Section titled “Does approving a bill mean it’s paid?”No. Approved means cleared for payment — nothing has left your account. A bill moves to Partial or Paid on its own as you record payments against it.
See Record a bill & its payments.
Why doesn’t my dashboard match my colleague’s?
Section titled “Why doesn’t my dashboard match my colleague’s?”Three of the four tiles count only your own work — your tasks, and the projects you’re a team member of. Pending proposals is the exception and shows the whole firm’s.
See My dashboard doesn’t match my colleague’s.
Why can’t I delete an FF&E item or a detail?
Section titled “Why can’t I delete an FF&E item or a detail?”Because a project is using it. Deleting would break that project, so AECPulse refuses and names the projects involved. A detail can be set to Archived instead; an FF&E item has to be removed from those projects first.
Why isn’t my logged time showing on the project?
Section titled “Why isn’t my logged time showing on the project?”Either it was logged from the calendar without picking a task — time with no task never reaches a project — or the person logging it has no hourly rate on their record, which prices their hours at zero.
See Logged time isn’t showing up.
Should I use a subtask or a to-do?
Section titled “Should I use a subtask or a to-do?”A to-do is a checkbox on the task — no assignee, no dates, no time tracking. A subtask is a full task with its own owner and schedule. If someone else needs to own it, or time needs logging against it, make it a subtask.
See Subtasks vs. to-dos.
Does the invoice rate come from my fee or my professional rates?
Section titled “Does the invoice rate come from my fee or my professional rates?”Neither — you type it. The contracted fee, your professional rates, and an invoice line’s unit amount are three separate figures, and none is calculated from another.