Create a project with phases

A project holds one long job for one customer. Phases split the work and the budget, and each phase can carry a milestone amount you invoice when it is reached.

Before you start

• Projects must be switched on. See Set up projects.
• You need the right Create and change projects, costs and invoices.
• The customer must already be in your customer list.

Steps

1. Open Projects and go to New project at the bottom of the list.
2. Type the Project name and choose the Customer.
3. Fill in Site / address, the Project manager, Start and Due.
4. Type the Contract value and the Budget. Leave the budget empty to use the sum of the phases' budgets.
5. Choose the Billing method: By milestone, By progress or Time and materials.
6. Check the Retention % (it comes from the settings).
7. Under Status, choose Active, or Quote if the customer has not agreed yet.
8. Select Create the project. The project gets a number such as PRJ-000123 and opens.
9. In Phases, type a phase name in a New phase row, its budget, its Milestone amount, and its start and due dates.
10. Repeat for each phase, then select Save.

Good to know

• Change the details on the project page edits the header fields.
• Move a project with the status buttons: Start / resume, Put on hold, Mark done and Cancel the project. A quote becomes active; active and on-hold projects can be marked done; quotes, active and on-hold projects can be cancelled. Only a manager can reopen a done project.
• Tick a phase as done in its row when the work is finished.
• A milestone that has been invoiced keeps its amount and cannot be removed. It shows Billed.
• Files: on the project page, choose a picture or a PDF under Files and select Upload. Files are stored privately with your organisation's documents. There are no versions or expiry dates, and a file cannot be deleted once uploaded.
• To see one customer's projects, type the customer's name in the search box of the Projects list.
• Next: add tasks to the board.