Add a project (fixed-fee work)

Projects are used for one-off pieces of work that have a defined start and completion date, such as contract reviews or transactions.
Unlike Hourly Billing, projects are billed when completed, not monthly.

Overview

Each client may have one or more project accounts.
A project account can contain multiple individual projects — all of which appear on the client’s invoice once they are marked as complete.

Steps

1. Open the Client Database
   • Go to Client Accounts → Client Database and select the client’s legal entity.
2. Locate or create a Project Account
   • Under the client, ensure there is a Project Account (if not, create one just like an hourly billing account but set the type to Project).
3. Add a new Project
   • Go to Client Work → Projects → Add Project.
   • Enter:
     • Project Name — e.g. IPO Document Review.
     • Account — choose the client’s project account.
     • Description — short explanation of the work.
     • Date Instructed and Team Responsible.
     • Quoted Amount and PO Number (if provided).
     • Office Location or department (optional).
4. Mark the project complete
   • When the work is finished, set the Date Completed.
     This flag tells the system that the project is ready to be billed at month-end.
5. Add the invoice date (when issued)
   • Once the invoice has been sent, record the Date Invoiced.

Alternative: start as a quote (if not yet confirmed)

If the work is still being agreed and you don’t want to open a live project yet:

1. Create a quote (Under Sales sidebar)
   • Create a Quote for the client with the expected scope and amount.
2. Accept / decline / archive
   • When the client responds, update the quote status to Accepted, Declined, or Archived.
3. Accept as a project
   • If you Accept as Project, the system will create the project automatically.

Notes

• Projects appear on invoices only after the Date Completed is filled in.
• If a client negotiates a profit-share incentive, add eligible team members and their percentages.
• Set Display on Client Timesheet = No for archived or finished projects to keep dropdowns tidy.