Topline Pro August 2025

Project Management

My Roles

Product Designer
User Researcher
Product Partner

The Problem

The idea for Projects was born out of a ride-along with one of Topline Pro’s most successful customers, Cunningham Landscaping in Daytona, Florida. During the visit, Jerred, the owner, demonstrated how he and his team relied on photos throughout every stage of their project lifecycle — from capturing notes during quoting walk-throughs, to documenting progress as crews clocked in and out, to showcasing completed work for clients.

However, with hundreds of photos captured daily across multiple crews, these images often lived in scattered camera rolls across phones and iPads, making them difficult to track, organize, or retrieve later — especially when they needed them for marketing materials, website updates, or social media posts.

Further user interviews confirmed that this challenge wasn’t unique to Cunningham Landscaping — professionals across industries and team sizes struggled to manage and repurpose their growing photo libraries efficiently. This revealed a clear opportunity: to design a centralized, organized system that helps Pros easily document, access, and showcase their work.

The Solution

To address this challenge, we introduced Projects — a new feature within the Topline Pro app designed to help Pros seamlessly document, organize, and showcase their work.

Because Pros were already managing leads through our existing Requests feature, we built Projects directly into that workflow. Once a lead is won, a Pro can convert it into a Project with a single tap. All the information gathered during the sales process — enriched by our AI sales assistant — is automatically carried over, creating a smooth transition from prospect to active job.

Within each Project, Pros can upload photos, add notes, and track progress throughout the job’s lifecycle. Once complete, the Project can be transformed into a Showcase, making it easy for Pros to highlight their best work across their website and social media — turning everyday documentation into a powerful marketing asset.

Ideation & Exploration

Project ideation was driven by the idea of "done-for-you". Our users are extremely busy with little time to spend on their phones or behind a computer. Our solution needed to be done in the background with little user input. My design explorations were driven by simple and familiar UX that our users would be able to use on the go and fit into their day to day.

Final Design

Pros can create a Project from scratch or directly from a Request, ensuring all job details carry over seamlessly. This can be done within the app or—more intuitively—through a quick text message interaction with their AI assistant. Because our Pros already rely on texting as their primary mode of communication, this workflow felt natural and was adopted quickly.

Once a Project is created, Pros can simply text photos from the job site, which are automatically uploaded and organized within the corresponding Project. Our AI photo tool then evaluates the images for quality and relevance, selecting the best ones to feature on the Pro’s website and social media.

As the project progresses, the app helps track milestones and prompts the Pro to request a review upon completion, before eventually turning the finished work into a Showcase to highlight their craftsmanship.

This streamlined experience empowers Pros to organize their photos on the go, automate their marketing presence, and easily access their work later—transforming what was once a chaotic photo management process into a simple, efficient, and rewarding part of their workflow.

Outcome

Since launching Projects, adoption has grown steadily across our customer base — with approximately 30% of Pros actively using the feature to document, organize, and showcase their work. Many have shared that Projects has become an integral part of their daily workflow, helping them stay organized on the go while effortlessly building their online presence.

By turning photo documentation into a seamless, automated experience, Projects not only saves Pros time but also transforms their everyday work into valuable marketing content — reinforcing Topline Pro’s mission to help small businesses grow through smart, accessible technology.