Everything PortSpace does

The specification list

Every item on a project, area by area, with search, filters, columns and changes to many at once.

Specifications with pictures and prices

An item from the library, a template or a web link: maker, source, dimensions, finishes, pictures and price.

The Flag

A mark on each item that says what to print and what to buy next.

Your own fields

Add the columns your firm tracks; they show on the page, in the book, in Excel and as filters.

Pictures by item number

Drop a folder of pictures; each is filed on the item its file name matches.

Areas, rooms and room types

The project’s structure: areas with codes and printed numbers, room types and room numbers.

Printouts: Room types.

Takeoff by room type

What goes in each room type, per room and multiplied out, with quantity matrices in Excel.

Printouts: FF&E quantity matrix, FF&E item matrix (per room), FF&E room-number matrix.

Finish schedule

Each room’s surfaces and their finishes, with a legend, by room, an index with prices and a lighting schedule.

Printouts: Finish schedule, Finish schedule by room, Finish legend, Finish index with pricing, Lighting schedule.

The brief

Paste what the client sent; the AI reads it into areas, requirements and open questions.

Prospects

Potential work in a private pipeline, filled in from the client’s email or a similar past job, made a project when won.

Concepts

Two or three directions for an area, drafted from its brief and your own library, priced from your records.

Spec status and pictures to verify

How many items stand at each status, and which have no picture yet.

Printouts: Spec status, Pictures to verify.

Spec sheets and the spec book

One sheet per item in your firm’s look, as one book or one PDF each in a zip, with every hide and show option.

Printouts: Spec sheets (spec book), Spec sheets, one PDF each (zip).

Issue sets

Numbered, dated sets with their own spec book and a list of what changed since the last issue.

Δ revisions

Issue a revision and the number, date, reason and changed fields are kept; indexes by revision and by area.

Printouts: Revision / Addendum index, Revision / Addendum index by area, Δ list, Revisions crosstab (items × Δ).

Presentation copies

The finished InDesign spec book kept beside the working one, with its editions.

Spec indexes

The items listed by area, item type, issue date, lead time, source or manufacturer.

Printouts: Spec index by area, Spec index by item type, Spec index by issue date, Spec index by lead time, Spec index by source, Spec index by manufacturer.

Cut sheets

An item a page with its pictures, every picture four to a page, or a blank sheet.

Printouts: Cut sheets, Cut sheets, every picture, Blank cut sheet.

Vendor documents and follow-up

Quotes, cut sheets, samples and shop drawings per item, approved or rejected, with what is still awaited.

Printouts: Follow-up items.

Transmittals

A dated cover sheet for drawings and documents going out, with a link the recipient fetches them from.

Letters and labels to sources

A letter to each source with its items and submittals, fax covers, and Avery labels for sources and makers.

Printouts: Source letters, Fax / transmittal cover, Source labels, Manufacturer labels.

Reference reports

Material and fabric references, the project directory, makers and sources lists, item types and the communication log.

Printouts: Material reference, Index with fabric references, Manufacturers and phone numbers, Sources, Item types, Project directory, Communication log.

The product library

Everything the firm has ever specified, across every project, ready to use again.

Clip a product

One click on any vendor’s product page brings its details and best picture across; on a phone, paste the link.

Screenshots when a site blocks reading

A maker’s site that turns away automated visitors: paste screenshots of its page and the details fill in from them.

Makers, vendors and contacts

Who you buy from, their people and history, and which sources carry which makers.

Vendor price lists

A vendor uploads a price list at a link; nothing reaches the library until you accept it.

Specification templates and resources

What new items start from, the details each kind of product records, and the firm’s shelf of standards.

The instruction library

Your standard instruction lines by item type, copied onto each new item in order.

Printouts: Instruction library.

Categories

The firm’s list of categories, offered on every item and template.

Price requests (RFQs)

Ask vendors for prices at a link, compare the quotes side by side and apply the winner.

Printouts: Request for quotation (spec sheets), Requests for quotation and bids.

Purchase orders

Raised from checked items, sent at a link the vendor acknowledges, changed with a revision; labels and letters.

Printouts: Purchase orders, P.O. labels, Sidemark labels, Cancellation letters, Credit requests, P.O. revisions.

Vendors at their links

A vendor never signs in: each email opens one record, at cost, never your sell prices.

Fund requests and the approval chain

Ask the client for the money for issued orders, record it received, and track deposits and what falls due.

Printouts: Fund, deposit and payment requests, Fund requests list and totals, Deposit tracking, Payment projection.

Expediting

Every ordered item from ordered to installed: amber when it is coming due, red when it is late.

Printouts: P.O. expediting by source, P.O. expediting by manufacturer, P.O. expediting by area, Purchasing phase lists, P.O. status and history, P.O. acknowledgements, Quantity and cost discrepancies.

Receiving and claims

Book goods in line by line or a whole truck at once, with photos, and chase what came damaged or short.

Pick lists

What to pull from the warehouse for one delivery.

Installation schedule

Dated site visits by area, each knowing which items are ready to go in.

Site visits and punch lists

Walk the site with a phone: photos, issues pinned on a plan or photo and assigned, fixed with an after photo, verified.

Purchasing summaries

Issued orders totaled by manufacturer, source or item type.

Printouts: Purchasing summary by manufacturer, Purchasing summary by source, Purchasing summary by item type.

Budgets

A budget by area with charges and tax, with markup, as a summary, by room quantity or cost per key.

Printouts: Budget, Budget with markup, Budget summary, Budget with room quantities, Budget by room type (cost per key), Client-priced index.

Budget only

Switch selling off and each item keeps a budget price; the project budget and its report stay.

Add-on charges and budget against actual

Freight, crating and installation on each item and order, and each item’s budget against what it cost.

Printouts: Budget variance (cost of goods), Budget variance, detailed.

Proposals the client signs online

Check items and send; the client signs by typing their name and the deposit invoice is drafted.

Change orders

What changes after an order is agreed, accepted by the client and billed once.

Invoices, payments and statements

Invoices raised from items, payments, credits and refunds, card payment online, and the client’s statement.

Deposits and retainers

Ask for money up front, hold it, and apply it to an invoice.

Markup, cost and tax

Markup rules, re-pricing a project, and tax rates per project, per line and by ship-to.

Who sees money

Grants decide who sees prices, who sees cost and margin, and who sees the firm’s figures.

Vendor bills

What vendors bill on each order, paid and credited, with invoice lists and sales tax by quarter.

Printouts: Vendor invoice listing, Vendor invoice detail, Sales tax on vendor invoices, by quarter.

Dashboard, profitability and aging

The firm’s money on one screen, every project’s margin after time and expenses, and who owes what.

Month-end

Money in and out, what was owed at the period’s end, the files for your accountant, and closing the books.

Commissions

Each project manager’s commission for a period, for firms that pay them.

Timesheets

Hours by project a week at a time, typed in or with the timer, billable or not.

Invoice from time

Turn a project’s billable hours into a draft invoice.

Expense reports

Receipts gathered into a report, submitted, approved and paid; the AI can read a receipt photo.

The client portal

A page of the client’s own under your firm’s name, on any screen: what waits on them, their items and account.

Approvals

Ask the client or a colleague to decide on an item, with every decision kept in its history.

Nothing leaves unseen

Every email to a client or vendor is shown before it goes; a manager can be made to approve it first.

Contractors and restricted people

Installers see their jobs and visits, never money; an intern or consultant sees only the projects given.

Layouts

A room’s specified furniture on its floor plan at true size, with clearances, groups, notes and exports.

3D models of products

Made from a product’s photo and dimensions, for Revit, SketchUp, 3ds Max, Blender and iPhone and iPad AR (switched on per firm).

Your own 3D model

Bring in a model edited in SketchUp, Revit or Blender, or the maker’s file, fitted to the spec or kept as is, as a new version.

CAD drawings of a product

Front, side and top elevations of its 3D model with dimensions, as DXF and as a PDF to scale.

Room visualizations

Trace the room, place a camera, see it in 3D and get a photoreal concept picture, shown to the client only when you choose.

Every view, variations and compare

Every camera at once for one price, the view in another fabric, versions side by side, the client’s approval.

Client presentations

Boards, renderings, plans and items as one deck in your brand, at a link and as a PDF, approved page by page.

Swatch boards

The project’s pictures laid out together, saved, printed or sent as a PDF; your team’s own unless you show one to the client.

Import a schedule

Any spreadsheet onto a project; our template is read free, other layouts by AI; every change previewed first.

Import what you already have

Projects, specifications, contacts and products from a spreadsheet or a desktop spec database.

Yardi, P3 and QuickBooks exports

Purchase orders and bills as CSV in the Yardi, P3 and QuickBooks Desktop layouts, and a plain PO export.

Printouts: Yardi purchase-order import, Yardi payables from purchase orders (PO-Inv), P3 accounts-payable export, QuickBooks Desktop purchase orders, QuickBooks Desktop bills, P.O. export (spreadsheet).

QuickBooks Online and Xero

Invoices, orders and bills sent to your books with a button, and payments brought back.

Every report on one page

All of a project’s printouts and exports, PDF and Excel, with their options, in one place.

Your calendar app

Every dated thing on your projects in your own calendar.

Slack and Teams

Alerts posted to the firm, a project or a person, plus a morning calendar digest and meeting reminders.

Download everything

A copy of every record as Excel or JSON whenever you like, with every file if you want.

Three workspace styles

PortSpace’s own, or the Tabbed or Project-first layout, familiar from the spec system you used; same records underneath.

Coming from a tabbed spec system

Where each screen and habit of a web-based spec system with tabbed item pages is here.

Coming from a desktop spec database

Where each screen and habit of a desktop spec database and its purchasing screens is here.

Projects, templates and duplicates

Every project with its job number; start one from a template or duplicate the last phase.

Home

What needs you today, the week ahead and your projects; amber before red.

The example hotel

Every new portal starts with an invented hotel job to try things on.

Team and tasks

Who works on the job and the tasks to get it done, on each project and firm-wide.

Calendar

Every date in one month: meetings, site visits, deliveries, due dates, and tasks when you use them.

Comments and mentions

The firm’s own thread beside a brief, item, order or invoice; type @ to bring someone in.

Meetings

In everyone’s diary, what happened recorded, and what is left open turned into tasks.

Email in

Each project has an address: forward mail there and it lands on the project.

Files and photos

Documents and drawings with versions and who sees each; photos from a computer, a phone or the site.

Activity

The project’s timeline: who changed what, and when.

Printouts: Task list.

Ask the project AI

Questions about a project answered from its own records; your data never trains anything.

Search, alerts and the manual

Find any record, page or setting, a bell for what is new, a manual you can ask and walkthrough videos.

On your phone

Put the portal on your home screen; photos taken without signal upload later.

People, roles and seats

Who works here and what each role may do; clients, contractors and vendors never need a seat.

Modules

Switch off what your firm does not do; the menus and pages go, the records stay.

Your brand on everything

Logo, color, typeface and letterhead on proposals, orders, spec books, emails and the pages they open.

Two-factor sign-in

A code from an authenticator app at every sign-in; a firm can require it of its whole team.

Nightly backups

The database and uploads encrypted and copied off-site every night, kept 35 days, restores rehearsed weekly.

Audit, retention and removal

The activity log, settings history, and removing a person’s details.

Plan and billing

Your plan, seats and storage; paying, changing and canceling in one place.