Project settings

In Feature settings > Projects page you define default settings for projects, which will be automatically used for new projects. Additionally, you can define classification data for projects and add entirely new fields according to your needs.
You can also define some settings on a project-specific basis on the project card.
Permissions: Admin
PSA plans: Customizable settings may vary depending on the plan

Default invoicing method

PSA projects enable the invoicing of hours, expenses, bills and quotes, as well as the definition of scheduled and automatic invoicing. In these settings you define, which default invoicing methods will be automatically used when project is won or created directly as won and billable. Activated invoicing methods are visible on the project card when creating a new project, and they can be freely modified if necessary.

• Activate hours invoicing: Hours allocated to the billable project will be transferred to invoicing material
• Activate expenses invoicing: Expenses allocated to the billable project will be transferred to invoicing material
• Activate scheduled & automatic invoicing: Enables scheduled and automatic invoicing on the project
• Activate sales quote invoicing: Specify whether the sales quote should be invoiced as is or not
• Activate bills invoicing: Enables invoicing the customer for bills related to the project
• Show in mass invoicing

Change the default invoicing method:

1. Go to: Settings > Feature settings > Projects > Default invoicing method.
2. Use the toggles to activate or deactivate the default billing methods you want to be used. 

Quote settings

Default VAT for sales quotes

Define the default VAT% for quotes.

Target costs to sales quote

Define whether hour entries, expenses and bills can be allocated directly to the row of the quote at the time of their addition or editing. 

Creating sales quotes in other currencies (add-on)

If you have the currency add-on available, choose whether quotes can also be created in different currencies in addition to sales invoices.

Event date range selection

The event date is an optional additional date field on the project card. It can be used to specify times that differ from the project start and end dates, for example, the dates of a trade show event or renovation. This information can also be used for search and reporting purposes.

Revenue recognition

If you are using revenue recognition, set the following settings.

Project team

You can utilize the project team (=your designated staff for the project) in various functions of the program, such as chat discussions among the team or in task resourcing. Activate the settings related to creating project teams here if necessary.

If only users from your own company are allowed in the selection of the project team, then freelancer users (all PSA plans) or users from other companies (in the Enterprise+ multi-company plan) cannot be added to project teams.

Project categories

For projects, it is possible to select a category as a classification data, which can be utilized for example in invoicing or reporting hours. Categories can be for example your own business areas or those of the customers. You can add the desired categories either at a single level or hierarchically, and set a default category that will be automatically added to new projects.

If you have created categories in the settings, this information is then a mandatory selection for projects. If you remove all areas, the information does not need to be selected for the project.

1. Click Add project category.
2. Enter a name.
3. Set as default if necessary.
4. (Specify any additional settings related to the integration if you see other fields to be completed.)
5. If you want to define sub-levels for this category, click the three dots in front of the row > Add sub-category.

From the three dots, you can remove the category if it is not in use on any project. If the category is in use but no longer needed for new projects, you can archive it.

Project types

For projects, a project type can be selected as classification information, which can be utilized, for example, in search functions or reporting. You can add the necessary project types, define a default type, and choose whether to allow only one or multiple types per project.

1. Click the Add project type button.
2. Name the project type.
3. Set as default type if necessary.

If you delete the project type, it will remain in effect for old projects, but it cannot be selected again.

Custom fields

In PSA Enterprise plans, you can add different types of additional fields to the project card according to your needs. You can choose from several filling methods (text, date, multiple choice, etc.) and define the mandatory status and visibility of the fields in various sections of the program.

The custom fields created here will be available for all projects. Custom fields can also be added on a pipeline basis, read more here.

1. Click Add field and select the desired filed type from the menu (e.g., text, date, or multiple choice)
2. Give the field a descriptive name, specify if it's mandatory, and where the field will be displayed.
3. If it was a selection field or dropdown menu, also provide the names of the options. Save with the green button.

If you selected fields to be displayed in the project details, list, or reports, the fields you created will appear there.

Won and lost reasons

You can activate the logging of reasons for won and lost deals, allowing you to collect valuable information on why the sales actions successful or not. When the user marks a project as won or lost, a dropdown menu opens for selecting the reason for the event as well as any additional comments.

You can activate the recording of reasons with the toggle button and then add various reasons to the list.

You can also remove the reason if it is no longer needed. The removed reason will not be removed from projects where it has already been selected.

HR projects

If necessary, you can define here your company's internal projects, which have restricted viewing rights in permissions (Note! Permissions are defined separately for "old" and new hour reports.) Generally, these include, for example, staff absence projects.

Removing the HR project from the list afterwards does not delete the project from the program, but affects who will see the project hours going forward.