Everything you need to set up and run your projects.
Open your browser. Go to app.axiomqx.com.
Click Sign Up in the top right corner.
Enter your company email address. This will be your login.
After you click Sign Up, AXIOM sends a verification code to your email. Go to your inbox, copy the 6-digit code, and enter it on screen. Once verified, you're in.
That's it. You're in. Next time you log in, you go straight to your dashboard.
Do this before anything else. You need vendors in the system before you can assign them to your schedule.
Click Vendors in the left menu bar.
Click + Add Vendor at the top right.
Fill in the fields:
Company Name — the business name (e.g. "Smith Plumbing")
Contact Name — primary person you deal with
Email — their email address
Phone — main phone number
Click Save. The vendor appears in your list.
Repeat for every company you work with — plumber, electrician, framer, tile installer, lumber yard, roofing supplier. Everyone.
Start with the 10-15 trades and suppliers you use the most. You can always add more later.
Click Live Sheet in the left menu bar.
Click Select Project.
Click New Project.
Fill in: Project Name, Address, Contact Name, Phone, Email. Click Save.
This is where the real work happens. You're building your project schedule — every task, every trade, every deadline.
Click the Schedule tab on this page, or click Schedule in the left menu bar. Either one takes you there.
A pop-up appears asking you to choose a template. You can pick a blank template or a pre-set template. Start with Demo Gantt.
The template loads all the tasks for you. Go down the list row by row and fill in each column.
| Column | How to use it |
|---|---|
| Task Name | Read each task. If it applies to your project, keep it. If not, delete the row. Add any tasks that are missing. Put them in the order your project gets built — top to bottom. |
| Duration | Click the cell. Type the number of days this task takes. You know your jobs. Framing — 5 days. Plumbing — 3 days. Roofing — 2 days. Be honest, not optimistic. |
| Start Date | Click the cell for your FIRST task only. Pick the date work begins. Every other date calculates automatically from durations and predecessors. |
| Predecessors | Click the cell. Type the row number of the task that must finish before this one starts. Plumbing can't start until framing is done — so plumbing's predecessor is framing's row number. The schedule cascades automatically. |
| Assigned To | Click the cell. A dropdown appears showing your vendors. Select a sample vendor to see how assignments work. |
| Show Schedule | Check this box if you want the client to see this task on their portal. Leave it unchecked for internal tasks the client doesn't need to know about. |
| Selection Required | Check this box if the client needs to make a decision for this task — tile color, countertop material, paint color, light fixtures. When checked, AXIOM will track the deadline and send automatic alerts. |
| Finalize By | Click the cell. Pick the date you need the client's selection decision by. Give yourself 2-3 weeks of cushion before you actually need the material. This is the deadline AXIOM uses for selection alerts. |
| Supplied By Owner | Check this box if the client is buying and supplying the material themselves. Leave it unchecked if you're supplying it. This shows on the portal so the client knows who's responsible. |
Once you fill in your tasks, durations, start dates, and predecessors, the Gantt chart builds itself. Bars, dates, dependencies — all automatic.
Move one task and everything downstream shifts. Change a duration and end dates recalculate. Add a predecessor and the dependency chain updates. You never manually calculate a date.
The order matters: Task Name → Duration → Start Date → Predecessors. Fill them in this order. Once predecessors are set, the entire schedule cascades automatically.
Click the Project Data tab on this page, or click Live Sheet in the left menu bar. Either one takes you to the same page.
Scroll to the Payment Schedule section. Click + Add Row.
Type the description — what this payment is for. Example: "Foundation Complete"
Tab to the next field. Type the amount. Example: 25000
Click the status dropdown. It starts as "Not Billed." Leave it. You'll change it later when you invoice.
Click Save. Repeat for every payment milestone in your contract.
Not Billed — you haven't invoiced yet (default)
Billed — you sent the invoice, waiting for payment
Paid — client paid, amount moves to Total Paid on the portal
The contract price calculates automatically from your payment rows. Your client sees this on their portal — total contract, total billed, total paid.
Scroll to the Documents section.
Click Upload or drag and drop files onto the area. Upload your proposal, contract, architectural plans, permits, surveys — whatever you have right now.
Your client sees these on their portal with a NEW badge until they open them. You can add more documents at any time.
At this point there are no change orders, no credits, and no client uploads. Those come later as the project runs. Right now you're just setting up the starting point.
Go to the Project Data tab or click Live Sheet in the left menu bar. Flip the Portal toggle on.
The toggle turns green and the button changes from Inactive to Active. The portal is now live.
Click Copy URL. This copies the portal link to your clipboard.
Send that link to your client by text or email along with their 4-digit PIN. They open it on any phone, tablet, or computer. No app to download. No account to create. Just a link and a number.
Turn on the Alert Toggle for this project. AXIOM will now automatically email your client as selection deadlines approach.
Your project is running. Your client has a portal. Your subs can see their assignments. Selection alerts fire automatically. Update progress from the job site using the Tracker — 20 tasks in 30 seconds.
Need another project? Copy the master template, rename the folder, AXIOM picks it up automatically. Unlimited projects. No extra fees.
The Tracker is how you update progress from the job site. Open it on your phone — it's designed for one-handed use while you're walking the project.
Click Tracker in the left sidebar of the dashboard.
Go to app.axiomqx.com/tracker directly on your phone. Bookmark it.
Select your project from the dropdown at the top.
You see every task with a progress bar. Tap a task to expand it.
Drag the percentage slider or tap the percentage buttons (0%, 25%, 50%, 75%, 100%).
Tap the Stage dots to set the current stage.
Move to the next task. Tap, update, move on.
When you're done, tap Save at the bottom. One button sends every update at once.
20 tasks in 30 seconds. Walk the project, tap as you go, save when you're done.
Not Started — empty circle. No work has begun.
Start Process — quarter filled. Work is being prepared or scheduled.
In Progress — half filled. Work is actively underway.
Material Ordered — three quarter filled. Materials ordered or in transit.
Del./On-Site — fully filled. Task is complete or materials delivered on site.
When you save, your client portal, sub portals, and dashboard all update in real time. One save updates everything everywhere.
When your client opens their portal link and enters their PIN, they see the following sections. This is what they're looking at — so you know what they're asking about when they call.
Four numbers across the top: Contract Price, Total Billed, Total Paid, and Balance Due. These calculate automatically from your payment schedule. When you change a payment status to Billed or Paid, these numbers update on the portal instantly.
Every task where you checked Show Schedule appears here with a progress bar. Tasks with a stage of Del./On-Site show a green ON SITE badge. Your client can see what's done, what's in progress, and what's coming up — without calling you.
Every task where you checked Selection Required appears here. The client sees the item name, the deadline, and a status. When they make their selection, they click the Confirm button. Overdue selections show a red alert. This is what drives the automated email alerts.
Every file you uploaded shows here. New documents have a NEW badge that disappears after the client opens them. They click to view the document in a new tab. Upload more anytime from your Project Data screen and they appear instantly.
When you add a change order from Project Data, it appears here with the description, amount, and status. The client reviews it and can sign with their finger (on phone) or mouse (on desktop) to approve. The signature is saved and timestamped.
Any credits you apply show here with description and amount. Credits subtract from the contract price.
Any announcements you post — weather delays, schedule changes, holiday closures — show here. Post them from Project Data and they appear on the portal immediately.
Your client doesn't need an app, a login, or an account. Just the link and their 4-digit PIN. Works on any phone, tablet, or computer. Any browser.
Your subs and suppliers get their own portal showing every task assigned to them across all of your projects. They don't need an account — just a link.
Click Subs in the left sidebar.
Find the sub in your list. Click Deploy next to their name.
AXIOM sends them an email with their portal link. They click it and they're in. No login. No account.
Task Name — every task they're assigned to, across all your projects
Stage — current status with a colored dot and label (Not Started, In Progress, etc.)
Del. Date — when the task is scheduled
Progress — percentage complete bar
Suppliers (not regular subs) can change the stage from their portal. When they mark an item as Ordered or On-Site, it updates your schedule automatically. No phone call needed.
If you need to revoke a sub's access, click Kill next to their name. Their link stops working immediately. Click Reinstate to restore access — the same link works again.
Go to your Axiom Templates workspace.
Copy the master template sheets into a new folder.
Rename the folder to your project name (e.g. "Smith Kitchen Remodel").
Go back to AXIOM. Open the project dropdown. Your new project is already there.
That's it. No calling support. No extra fees. No limits. Copy, rename, done.
Never edit the master templates directly. Always copy first, then edit the copy. Keep the masters clean.
When you check Selection Required on a task and set a Finalize By date, AXIOM takes over. It checks every day and sends the right email at the right time. You don't have to do anything.
7 days before deadline — friendly reminder email to the client. "Your selection for Kitchen Tile is due in 7 days."
3 days before deadline — urgent reminder email to the client. Tone shifts — "This needs your attention."
1 day overdue — alert email to the client. "You are past due on this selection."
3 days overdue — alert email to both the client AND you (the builder). Now you both know.
5+ days overdue — alert to both. The project gets flagged as delayed in your dashboard.
Alerts fire automatically every day. You never chase a selection again. If a client is 5 days overdue, you already know — and they already know you know.
Every week, AXIOM sends your client an email summary of their project:
Milestones completed this week
Upcoming work scheduled for next week
Selection status — what's on track, what's overdue
Payment summary — what's been billed, what's been paid
Automatic. No action needed from you. Your client gets a professional update every week without you writing a single email.
Go to your Axiom Templates workspace. Copy the master template into a new folder. Rename the folder to your project name. Go back to AXIOM — it's already in your dropdown. See Section 10.
Go to Projects. Click on the project. You'll see the PIN on screen. Text it to them again. If you want to change it, click Reset PIN and a new one is generated.
Go to Project Data for the project. Scroll to the Change Orders section. Click + Add Row. Enter the description, amount, and status. Click Save. It appears on the client portal immediately. The client can sign to approve it right from their phone.
Same as a change order. Go to Project Data, scroll to Credits, click + Add Row, enter description and amount, save. Credits subtract from the contract price automatically.
Go to Project Data. Find the payment row. Click the status dropdown. Change it from Not Billed to Billed when you send the invoice. Change it to Paid when the client pays. The portal updates instantly — Total Billed and Total Paid recalculate automatically.
Go to Project Data. Scroll to Documents. Click Upload or drag and drop. The file appears on the client portal immediately with a NEW badge.
Yes. Clients can upload files through their portal. You'll see them in the Documents section of Project Data.
Go to Project Data. Scroll to Notices. Click + Add Row. Type your notice — weather delay, schedule change, holiday closure, anything. Save. It appears on the portal immediately.
Go to Subs. Find the sub. Click Kill. Their link stops working instantly. Click Reinstate anytime to restore it.
Open the Tracker on your phone. Select your project. Tap each task, set the percentage and stage, hit Save. Everything updates — portal, dashboard, sub portals. See Section 07.
No. The portal is a website. They open the link in any browser on any device. No app, no account, no login. Just a link and a 4-digit PIN.
No. Subs and suppliers don't need any account. They click the link you deploy to them and they see their assignments. That's it.
You keep everything. Zero data custody. All your project data stays yours. You just lose the portals and the automated alerts. Your data is yours forever.
When you check Selection Required and set a Finalize By date, AXIOM sends automatic emails as the deadline approaches. 5 tiers — from a friendly reminder 7 days out to a delayed flag at 5 days overdue. See Section 11.
Yes. Go to Projects. Find the project. Turn off the Alert Toggle. Alerts stop. Turn it back on anytime.
About 20 minutes. Follow Sections 01 through 06 in this manual. By the end, your client has a live portal on their phone.
Email support@axiomqx.com. Training videos are at axiomqx.com/training.