PROJECTS: Work Requests
Learn how to set up, manage, and convert work requests in Unificus.
What is a Work Request?
A Work Request is a formal submission from your Client asking you to perform specific work. Think of it as an order placed with your team. This document captures the essential details needed to begin, and you can seamlessly transform it into an Estimate, Invoice, or Project.
Work Request Setup and Types
Before using Work Requests, configure your preferences first.
Go to Projects > Settings and select the Work Request Setup tab from the sidebar.
General Work Request Settings
Toggle the options that match your workflow, then click Save at the bottom.
Disable Work Request functionality for Clients: Turn this on to hide the Work Request menu item and prevent Client submissions. Enabling this also prevents staff from submitting Work Requests.
Allow Client to choose from their existing Projects: Enable this so Clients can attach Work Requests to Projects they already have.
Allow Client to attach files to Work Requests: Enable this to let Clients upload files when submitting requests.
Attach files to Work Requests is mandatory: Turn this on to require file uploads before Clients can submit.
Change Status to ‘Closed’ when a Work Request is Converted to: Choose whether conversion to Project or Estimate or Invoice marks the request as closed.
Set Task Status to the following when a Work Request is converted into a Task: Pick the starting status: Open, Assigned, Working, Review, Follow Up, or On Hold.
Work Request Type
Select whether Work Requests follow an Itemized or Free Form structure.
Itemized Work Requests require you to select a Payment Gateway.
You can enforce upfront payment—the Work Request won’t finalize until payment succeeds. With this setting enabled, staff cannot submit Work Requests, and the generated Invoice remains invisible to staff until payment is received.
Free Form Requests offer flexibility.
You can restrict Contacts to only use predefined items from your Work Request Items list, or allow them to create custom items. The latter option gives Contacts maximum freedom when composing requests.
Work Request Notifications
Designate who receives alerts when a Work Request arrives.
Work Request Items
Work Request Items represent services your Client can select from. They function like Invoice or Estimate line items—when a Work Request becomes an Estimate or Invoice, these items transfer directly as billable entries. When converted to a Project, they become Tasks.
To create Work Request Items, navigate to Projects > Settings.
Click the Work Request Items tab in the sidebar, then click +Add Work Request.
Enter a Name and Price, with an optional Description.
You can also Assign Circle(s) to the item. By default, all permissioned Clients see every Work Request Item. Assigning a Circle restricts visibility to that Circle’s members only.
Once saved, the item becomes available to eligible Clients immediately.
Staff Submit
Go to Projects > Work Requests and click the + Work Requests button.
Fill in the required fields: Work Request Subject and Contact. You’re creating this on behalf of one of your Contacts.
Add a Description, set a Requested Due Date, and Upload Files if enabled in your Work Request Settings.
If immediate payment is required, staff submissions are blocked.
If file attachments are mandatory, staff submissions are also blocked. Adjust these settings at Projects > Settings > Work Request Setup.
What does the Client see?
Clients launch a new Work Request from Projects > Work Requests by clicking +Work Requests.
They complete the required form fields.
Space is provided to Upload Files if that feature is enabled.
Clients also select from your Items List dropdown. After choosing an item, they adjust the quantity as needed.
If upfront payment is required, an Invoice payment screen appears after clicking Submit Work Request.
Managing Work Requests
Submitted Work Requests appear in your list at Projects > Work Requests.
Click the Options menu button to manage each request.
You can View or Edit details, or Delete the request (this action cannot be reversed).
Use Archive to move a Work Request to the Archive tab.
Attached Files lets you view, download, and add files to the request. You can also access these files by opening the Work Request directly.
Attached files remain with the Work Request if it’s converted.
Work Requests carry one of two statuses: Open or Converted.
Open indicates the Work Request is ready to convert into an Estimate/Invoice or Project.
After the initial conversion, the Work Request stays Open. For example: convert to an Estimate, Client approves (auto-converts to Invoice), Invoice is paid, then convert to a Project.
Converted status appears only after the Work Request has been converted to both an Estimate/Invoice AND a Project.
Converting Work Requests
When converting a Work Request, select from the dropdown options.
Existing Invoice: Attach the Work Request to an current Invoice via a second dropdown.
New Estimate: Create a fresh Estimate with pre-filled details from the Work Request.
Existing Estimate: Attach the Work Request to an current Estimate via a second dropdown.
New Project: Generate a new Project with an optional Task Template applied via a second dropdown.
Existing Project: Link the Work Request to a current Project via a second dropdown. Only Projects belonging to the same Client appear.
Showing Only the Work Requests Menu Item to Clients
To hide Projects while keeping Work Requests visible, go to Flyout Menu > Custom Menus.
Click the icon next to Projects and toggle Client to OFF.
Then click the icon next to Projects to expand the Sub-Menu Items. Click the icon next to Work Requests.
Make sure Client is toggled to ON.