Projects overview
Available on the Business and Team plans.
A project is the container for a job that is bigger than a single invoice — a build, a shoot, an install, a consulting engagement. It holds the status, budget, contract, invoices, expenses, time, files and team in one place, and works out revenue and profit live rather than after the fact.
When to use a project
Not every piece of work needs one. A one-off callout that becomes a single invoice is fine as just an invoice. Reach for a project when at least one of these is true:
- The job runs over more than one invoice, or over several weeks
- There are costs against it — materials, subcontractors, permits, hire
- More than one person works on it
- You want to know the margin on it, not just the revenue
If none of those apply, the overhead is not worth it.
Creating a project
Go to Projects → New Project:
- Project Name (required) and an optional Project Number
- Client — the customer the job is for, which is what puts the project on their timeline
- Status — see the pipeline below
- Description, Start Date, Due Date
- Budget / Contract Value — the number you will measure against
- Contract Status — None, Draft, Sent or Signed, with a signed date
The budget is worth filling in even as a rough figure. It is the baseline every later comparison is made against, and an empty one makes the financial cards much less useful.
The project pipeline
Seven statuses carry a job from first contact to the archive:
Lead → Proposal Sent → Contract Signed → In Progress → Awaiting Payment → Completed → Archived
The projects list has a filter tab for each, so "what is awaiting payment?" is one click. Archived is the one to reach for when a job is finished and you want it out of your working view without deleting anything.
The projects list
Each row shows the project, client, status, due date and — computed live — Revenue and Profit, green when positive and red when negative. Read as a whole it is a portfolio view of which jobs are actually making money, which is usually a different list from the one you would guess. See project financials for exactly how those numbers are built.
The project page
Opening a project gives you the full picture: a header card with dates, contract and budget, four financial stat cards, an Invoices panel, and tabs for Feed, Expenses, Assets, Team, Time, Change Orders, Proposals and Files.
The tabs are the working surface. Expenses and time are what make the profit figure real; change orders are what stop scope creep going unbilled; the feed, files and team are the running record of what happened.
Deleting a project
Deleting removes the project's own records — feed, files, time entries, change orders and team memberships. Linked invoices and expenses are not deleted: they simply detach and carry on living in their own sections, because they are financial records in their own right and losing them to a tidy-up would be a much worse outcome than an orphaned expense.
If you only want a finished job out of the way, archive it rather than deleting it.