- Settings and Permissions
- Project Management in Different Pipelines
- Project Statuses
- Project Card Structure
- Project Notifications
- Project Reporting
All operations in PSA are built around projects: they allow you to manage internal work as well as client-related work, contacts, schedules, costs, and invoicing. Recording project costs and revenues in the same place enables real-time tracking of profitability. Projects thus serve as a link between sales, execution, and reporting.
In the Business and Enterprise plans, sales pipelines and their stages are used to express project phases:
1) customer projects in the sales stage (pipeline)
2) won customer projects
3) internal projects.
With the project status, you can filter the project list or kanban view to view either completed or ongoing projects. New projects can be created using old data, saving your team valuable time, especially for recurring projects. An active project is marked as archived once all its activities are completed.
Permissions: Projects
PSA plans: all (Growth does not include multiple pipelines)
See also video! (in Finnish)
Settings and permissions
Project permissions can be customized per role, for example, you can give everyone view access to the projects but limit edit access to only the project team.
In project settings you can define default settings that will be automatically used for new projects. In addition, you can specify classification data for projects and add entirely new fields as needed.
Project management in different pipelines
In Business and Enterprise plans, pipelines and their stages are used to express the phases of a project. Projects are managed in three different main categories:
Sales stage projects (pipeline)
The default sales pipeline named "pipeline", in addition to which you can create your own pipelines with stages.
Used to track the proposal, sales, or contract phase of customer projects.
A project can go through several pipeline stages such as: lead, contact, quote, negotiations, and contract. Progress can be tracked, for example, in the kanban view.
Hours, tasks, activities, memos, expenses, etc. can be recorded for the project.
Generally, invoicing the customer for the project is not allowed at this stage.
A project in the pipeline can be lost or won. If the project is won, it moves to the Won Projects pipeline, and its execution phase begins.
Won deals
Used for the execution and monitoring of confirmed customer projects.
A project can be created directly as won, or a pipeline project can be marked to won.
Can be divided into stages if needed, such as: planning, execution, and invoicing
Hours can be tracked for the project, tasks, activities, memos, costs, etc.
A project and its various material types can be marked as billable or non-billable.
A completed and invoiced project is archived, meaning it is hidden from the list of active projects.
Internal projects
Used for tracking internal work, e.g. administrative work, development projects, or vacations and absences.
Typically, not divided into stages.
Hours, tasks, activities, notes, expenses, etc. can be recorded for the project.
The project is marked as non-billable or a vacation/absence project.
A different hour multiplier can be assigned to the project, e.g. for a balance-free project 0, so that the balances decrease correctly.
Project statuses
In PSA, a single active project goes through different sales and implementation phases until archiving or closure. With the project status, you can filter the project list or kanban view to view either completed or ongoing projects. The projects' statuses can be changed in both views or from the Actions button of an individual project card.
- Active: A project in the sales or execution phase that is ongoing.
- Archived/Lost: A completed won or internal project is archived when all its actions and invoicing have been finalized. / A sales phase project is closed as lost if no contract was formed.
- On hold: The status of the project can be frozen temporarily if needed and returned to active later.
Project card structure
The view of an individual project is called a project card. Its Actions-button contains options related to the project's status, stage, and structure.
The different tabs of the project card help you view all project-related data organized:
- Details: basic project information and statistics, activities, memos, attachments, and forms
- Sales: quotes (for expense tracking or as proposals) and revenue recognition (allocation to different months)
- Resourcing: project tasks and user utilization rates
- Finances: scheduled invoicing, automatic invoicing, actual costs, sales invoices, bills, travel expenses and expenses as well as purchase orders
- Reports: project-specific reports.
Project notifications
Notifications related to projects inside the program or via email help you stay updated on changes and tasks. Notifications can be subscribed to about:
- Adding new projects
- Adding users to project teams
- Project hour entries, activities, tasks, and different types of invoices.
Project reporting
The program offers extensive possibilities for project reporting.
- Visual BI reports, e.g., Profit & Loss.
- Default reports in New reports module, e.g., Project profitability.
- New reports can be also created by yourself with desired columns, filters, and groupings.