Projects — User Guide
Module: Core CRM
Audience: Project managers, delivery teams, account managers, billing staff
Version: 1.0.0
Last updated: 2026-07-23
Overview
A project is a structured workspace for delivering work for a customer. You set dates, billing method, team members, and which features (tasks, files, discussions, sales documents) are active. Projects link to tasks, time entries, milestones, and optionally invoices, estimates, and other sales records.
Go to Projects in the main sidebar.
Prerequisites
| Role | Typical permissions |
|---|---|
| View all projects | Projects → View |
| View only assigned projects | Projects → View own (must be a project member) |
| Create projects | Projects → Create |
| Edit projects | Projects → Edit |
| Delete projects | Projects → Delete |
| Manage milestones | Projects → Create milestones / Edit milestones / Delete milestones |
Tabs for invoices, estimates, contracts, and expenses require permissions on those features.
Project statuses
| Status | Meaning |
|---|---|
| Not started | Planned but work has not begun |
| In progress | Active delivery |
| On hold | Paused |
| Finished | Completed |
| Cancelled | Closed without completion |
Billing types
| Type | How billing works |
|---|---|
| Fixed cost | Single project total (project cost) |
| Project hours | Hourly rate × total logged time on the project |
| Task hours | Each task can have its own hourly rate; time rolls up per task |
Choose the type when creating or editing the project. It affects how you invoice time later.
Step-by-step: View the project list
- Go to Projects.
- Use filters for status, member, customer, dates, or tags.
- Click a project name to open the workspace.
View own users: You only see projects where you are a project member, unless you also have global View.
Toolbar: New project and a link to the Projects Gantt (timeline across projects).
Step-by-step: Create a project
- Go to Projects → New project.
- Select the customer, enter a name, start date, and optional deadline.
- Choose billing type and enter cost or hourly rate as required.
- Assign project members (internal staff on the team).
- Under project settings, enable the tabs and customer-portal options you need (tasks, files, discussions, Gantt, etc.).
- Click Submit.
Expected result: You are taken to the new project overview. Members with View own can open the project immediately.
Step-by-step: Work in a project
- Open the project from the list.
- Use the left sidebar to switch tabs:
- Overview — progress, dates, task summary, hours chart
- Tasks — create and track work (see Tasks guide)
- Timesheets — log or review time
- Milestones — phase planning and kanban
- Files — uploads and external links
- Discussions — team threads (some can be visible to the customer)
- Gantt — timeline view
- Sales — linked estimates, invoices, proposals, expenses, etc. (when permitted)
- Notes and Activity — internal notes and audit trail
- Change status from the overview when the project moves forward or completes.
Step-by-step: Manage milestones
- Open the project → Milestones.
- Click New milestone and set name, due date, and description.
- Assign tasks to milestones from the task list or drag cards in milestone kanban.
- Edit or delete milestones when your role allows.
Step-by-step: Log time on a project
- Open the project → Timesheets.
- Select a task (completed tasks are excluded).
- Enter start/end time or use the task timer from the Tasks area.
- Save the entry.
Billable time can later be pulled into an invoice when you have invoice permissions.
Step-by-step: Copy a project
- On the project list, open row options for an existing project.
- Click Copy.
- Choose what to include (tasks, milestones, checklist items, assignees).
- Confirm.
Requires Create permission on Projects.
Step-by-step: Delete a project
- From the list, use row Delete.
- Confirm.
Expected result: The project and its tasks, files, and discussions are removed. Linked invoices and estimates are kept but no longer tied to this project.
Customer portal
When project settings allow, customers can view tasks, files, discussions, or other enabled areas in their portal. Ensure the customer's contacts have the right portal permissions and that the project enables the relevant options.
Troubleshooting
| Problem | What to check |
|---|---|
| Cannot see project list | Request Projects View or membership on specific projects |
| Cannot open a project | You need global View or to be a project member |
| Tasks missing from main Tasks menu | Project may hide tasks from the global list — open from the project tab |
| Cannot add milestones | Request milestone create/edit permissions |
| Cannot invoice time | Billing type, task billable flag, and Invoices Create permission |
| Sales tab missing | Your role may lack view access to invoices, estimates, etc. |
Best practices
- Assign project members early so View own users can collaborate.
- Match billing type to your contract before logging significant time.
- Use milestones to phase delivery and report progress on the overview.
- Enable only the customer-portal features you intend to expose.
- Mark the project Finished when complete so reporting and Gantt filters stay accurate.