On the project card Overview start page, you can view and edit the project’s basic information and settings.
Via the other tabs you can access all project-related information, such as the quote, resourcing, and invoicing.
Permissions: Projects > Projects and feature-specific permissions
PSA plans: all
Basic information
In the upper-left corner of the project card, you can see the project’s basic information. Some of the information can be edited directly here by clicking, and some via the Actions button or further down under Project details > Edit.
- Project color
- Project status: active, archived, or on hold (= will be returned to active later)
- Project invoicing status
- Project structure: shown if this is a subproject
- Project name, number, and account
- Deal value: pulled from the quote or, if missing, from the deal value field
- Closing date
- Sales agent and project manager
- Pipeline and its stage
- Team members and the customer’s contacts.
Project details
By clicking Edit, you can update the project’s basic information. Required fields are marked with an asterisk.
A field is shown on the project’s basic information card only after a value has been entered for it. For example, if no tags have been defined, the tag field is visible only in edit mode.
- Company: (Enterprise+ plan only) Your own company for which the project has been created.
- Account: If the account cannot be found in the drop-down list, you can also add a completely new account.
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Project color and name: Name the project uniquely and, if you wish, change the color by clicking. The default color is dark blue. Note: the color is project-specific, not user-specific.
- Category: Select a classification from the drop-down list; the options are retrieved from settings.
- Project type: Select a classification from the drop-down list; the options are retrieved from settings.
- Account group: Select a classification from the drop-down list; the options are retrieved from settings.
- Project duration: The period during which work is carried out on the project. Transfers e.g. to Revenue recognition.
- Event dates: A time marker that differs from the overall project duration and can be used to indicate, for example, the dates of a trade fair event. The field is shown if enabled in general settings.
- Expected close date: Contract signing date.
- Budgeted hours: The total number of hours planned for the project.
- Reason for win/lost and comment: Select a classification from the drop-down list; the options are retrieved from settings.
- Deal value: The value of the quote (VAT 0%). If no quote is added to the project, the deal value can be entered manually.
- Deal margin: Income - expenses €, from the quote or manually.
- Tags: With tags, projects can be grouped and classified. You can add tags directly here, or they may be predefined in your general settings.
- Notes and additional info: Fields for internal notes.
Additional information
Here you can see any additional fields defined in settings by your admin users, which can be, for example, text fields, drop-down lists, or multi-selects.
Invoicing details
In this section, you define whether the project is billable, which of the costs allocated to the project will be included on the project invoice, you can group invoice rows, enable mass invoicing, and provide project-specific invoice references. The information is partially inherited from the account’s information or from general settings, but can be changed per project by clicking Edit. The settings should be checked before creating a project invoice so that the information is transferred correctly to the invoice.
Invoicing status
- Billable: A won project is automatically a project billable to the customer. The project must be billable in order to create sales invoices for it.
- Non-billable: A project added to the sales pipeline (offer state) or an internal project is automatically a non-billable project.
- Vacation/Leave: An internal project can be defined separately as a vacation/leave project. In that case, hours recorded to the project are shown in the absences column on the utilization rate report.
Active billable items
If the project is billable, define here which project materials will be included in the project’s Invoicing material, i.e., on the customer’s sales invoices. Any later changes will not affect invoices that have already been created.
- Hours from: include hours allocated to the project in the invoicing material and from which date. In general settings, it is defined whether hours must be approved before invoicing.
- Expenses from: include approved travel expense and expense claims in the invoicing material and from which date.
- Scheduled invoicing: include scheduled invoicing rows in the invoicing material.
- Bills: include approved bills in the invoicing material. Note: manual additional costs are also included in the invoicing material with this selection.
- Sales Quote: including quote rows in the invoicing material. This also defines whether it is possible to create an invoice directly from the quote.
Grouping invoice rows
With grouping invoice rows, you can define how different types of materials (hours, expenses, quotes) are grouped, i.e., shown on invoice rows. The default grouping selections are retrieved for invoices from general settings, unless you define them here per project.
You can see more detailed descriptions of the options in the Invoicing material instructions.
Other invoicing settings
- Mass invoicing: If Mass invoicing is enabled in general settings, you can also hide a project from mass invoicing or include it there on a project-specific basis.
- E-invoice target: If you import bills via an integration into PSA, ask the supplier to add this reference to the project’s invoices so that the incoming bill is automatically allocated to this project.
- Your reference: The customer reference that will appear on the project’s sales invoices.
- Our reference: The invoicer’s reference that will appear on the project’s sales invoices.
- Note to invoice: A message that will appear on the project’s sales invoices.
- Agreement number: The contract number that will appear on the project’s sales invoices. The field is enabled in general settings; it may not transfer in all integrations.
- Order number: The order number that will appear on the project’s sales invoices. The field is enabled in general settings; it may not transfer in all integrations.
Addresses
Invoicing address
You can retrieve the invoicing address from the account card for the project, or add an exceptional address for this project. If needed, you can also define a bill-to account that differs from the ordering account of the project, or split the invoicing of the project as percentage shares across multiple different accounts/addresses. Read more here.
Delivery address
Define the address to which products for the project will be delivered.
Team
The project team refers to your staff who work on the project. Add project team members individually or as pre-created teams in user management (when a team is edited in settings, the changes are automatically updated also to account and project teams).
Contacts
Contact person refers to a representative of the project’s customer or partner with whom you are in contact. Depending on the situation, select either the Project contacts or the Partners tab and link a person that already exists in PSA.
Hourly rates
If the pricing of working hours varies between accounts and projects, recording contract prices in the hourly rate cards on account or project cards makes it easier to create project invoices with the correct hourly charges. Hourly pricing utilizes the system’s job types, professional titles, or user-specific pricing. For the project card, you can either retrieve the active hourly rate card from the account card or create an entirely new project-specific rate card. You can also define a project-specific professional title for a user that differs from the professional title group defined on the user card. Read more here.
If you want your staff to use only certain job types for this project’s hour entries, select Only use selected jobtypes and select them in the hourly rates list.
Hour tracking settings
Here you can define:
- hour multiplier, by which hours allocated to the project are multiplied into the staff member’s hour balance. Usually 1, but e.g. 0 for a time-off balance project.
- who is allowed to record working hours to the project, everyone or only project team members.
- who is allowed to record working hours to the project’s tasks, everyone or only the person assigned to the task.
Project statistics
The statistics view brings together all project figures for sales, costs, invoicing, hours, and activities. You can arrange the sections in an order that suits you or hide unnecessary sections. Read more here.