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Key concepts

Trueleveler's key concepts are project, engine, tool, session, chain, tracker and runs quota. A project holds everything for one job, an engine is an analysis that costs one run, and a tracker is a live table you manage over time. The sections below define each term.

By Trueleveler Editorial

Updated September 30, 2026

What is a project?

A project is the top-level container. Everything else — documents, engine sessions, vendors, trackers, tasks, schedule, analytics — is scoped to a project unless you explicitly view across projects.

Create a new project for each job. Most users have one project per active bid/contract. Archive a project when a job closes; you can still read it, but it won't show in the default project picker.

What is the difference between an engine and a tool?

An engine is an analysis that takes document input and produces structured output. Running one costs one run from your monthly quota. There are 28 engines.

A tool is a utility surface that sits outside the engine list. There are 4 tools: Schedule Tracker, Email Classifier, Task Manager, Doc Chat. Schedule Tracker and Task Manager are pure workflow surfaces — they never cost a run. Email Classifier isn't metered against your quota either. Doc Chat is metered: each question draws one run from the same monthly pool the engines use, so it needs a plan that includes runs (every plan except Free).

What is a session?

A session is one engine run. Every time you click Run analysis and get a result, that's a session. It's saved to your project with:

• The engine that was run
• The structured JSON output (what gets displayed in the results view)
• Timestamps and the user who ran it
• The document names used as input (the documents themselves aren't always persisted — see Data storage below)

Re-opening a saved session from the Results or History view does not consume a run — only new analyses do. You can re-export, re-read, and chain into new engines freely.

What is a chain?

A chain is a suggested or automatic next step between engines. E.g., after running Contract Review, chain into Insurance Tracker (which inherits the insurance requirements clause), or into PM Handoff (which uses the contract analysis as its primary input).

Some chains carry data forward (dashed edges in the Platform Atlas graph) — the source engine's output auto-populates the target's input. Others are just suggestions (solid edges) that tell you "this is a logical next step" without auto-loading anything.

See the Engine chains page for the full graph.

What is a tracker?

A tracker is a live table of items you manage over time — distinct from engine sessions, which are point-in-time analyses. There are 24 trackers in all, and the 8 core trackers are Procurement, Submittal, RFI, COI (Insurance), Punch List, Equipment, Tasks, Schedule.

Several trackers can be seeded from an engine run. For example, Submittal Extractor extracts a list of required submittals from a spec section; you can import that list into the Submittal Tracker with one click, then manage each submittal through architect review.

How many runs does each plan include?

Free includes no runs, Trial includes 15 in total, Pro 100 a month, Business 300 a month and Enterprise 2,500 a month.

Quotas reset monthly on the 1st of each calendar month. Schedule, Email Classifier, and Task Manager never consume runs. Doc Chat does: each question you ask Pulse draws one run from the same monthly pool the engines use, so it needs a plan that includes runs.

Data storage

What Trueleveler persists, scoped to your organization:

• Engine session outputs — the structured JSON results, searchable and re-readable indefinitely
• Tracker state — every row in every tracker
• Vendor records — names, contacts, ratings, notes, global to your organization
• Project audit log — uploads, runs, edits, exports; forensic trail per project
• Documents you upload to the Document Library — the actual file, retained

What isn't persisted:

• Documents sent directly as engine input without going through the Document Library — read once, analyzed, discarded. The structured output is kept.
• Inter-organization data — your project data never mixes with another org's. Enforced at the database layer via Supabase row-level security.

Organization and team

When you invite your first teammate, Trueleveler creates an organization container around you. All your projects, vendors, and engine runs belong to the org, not your individual user.

Four roles: Owner (founder, billing), Admin (manage team + all projects), Member (run engines + edit trackers), Viewer (read-only). See Team & roles for details on what each can do.

Exports

Every engine result can be exported to PDF (formatted report), XLSX (Excel with preserved structure), or CSV (raw data). Reviewer sign-off fields are included in the PDF format when applicable. Full details on the Exports & reports page.

Where things live