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Projects

Projects let you track income, expenses, and payments against a specific job, client engagement, or contract — separate from your regular day-to-day books. Use it when you need to know whether a particular piece of work is profitable on its own.

Available on the Premium plan and above. You also need to turn projects on for your business — see Enabling Projects below.

Enabling Projects​

  1. Go to Settings > Business Setup > Projects Module.
  2. Turn on Enable Projects.

Once enabled, a Project field appears on invoices, expenses, and payments, and the Projects menu opens up under Other Transactions.

Creating a Project​

  1. Go to Projects > New Project (or Projects > Project List and click New Project).
  2. Enter the Project Name.
  3. Set the Status — Active, On Hold, Completed, or Cancelled.
  4. (Optional) Select the Client this project is for.
  5. (Optional) Enter the Contract Value — the total amount agreed with the client — and Budgeted Income / Budgeted Expense if you want to track this project against its own mini-budget.
  6. (Optional) Set a Start Date and Expected End Date, and add a Description.
  7. (Optional) Add Attachments — contracts, scopes of work, or other files relevant to the project.
  8. (Optional) Add Milestones — named billing phases with a Due Date, Billing Amount, and status. Milestones are a convenient way to plan out invoicing for a long-running project; each one can later be linked to the invoice you raise for it.
  9. Click Create Project.

Tagging Transactions to a Project​

Once Projects are enabled, a Project picker appears on invoices, expenses, and payment forms. Selecting a project on a transaction links it to that project so it counts toward the project's income, expenses, and receipts. If you've selected a Client for the project, only that client's transactions need to be tagged manually — the project picker is not filtered to a single client.

Viewing a Project​

Open a project from the Project List to see:

  • Summary figures: Contract Value, Invoiced, Received, Outstanding, Costs, and Gross Profit, calculated from every transaction tagged to the project.
  • Budgeted Income / Budgeted Expense, compared against what's actually been invoiced or spent, if you set budget figures when creating the project.
  • Milestones tab — track billing phases; mark a milestone Invoiced by creating an invoice from it (the Create Invoice button pre-fills the client and project), and mark it Paid once payment is received.
  • Transactions tab — every invoice, bill, and payment tagged to the project.
  • Attachments tab — files attached to the project.

Click Change Status on a project's detail page to move it between Active, On Hold, Completed, and Cancelled. Completed and Cancelled projects are read-only — no new transactions can be tagged to them.

Managing Projects​

  • Go to Projects > Project List to see all projects, with running totals for Invoiced, Received, Outstanding, and % Billed against the contract value.
  • Click the eye icon to view a project, the pencil icon to edit it, or the trash icon to delete it.
  • A project that already has transactions tagged to it cannot be deleted — set its status to Cancelled instead.